Customer Service Tip of the Week | Customer Service Solutions, Inc. - Page 105

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Some Customers LOVE Predictability - 9/30/25


I was facilitating focus groups of businesses that utilize local government services.  The phrase that popped up multiple times was “Time Is Money!”  What these municipal customers were conveying was that their time was valuable, and delays were wasting their time.  But the conversations were not just about how Read more

Find Your Special Sauce - 9/23/25


When I watch a football game and I see a great quarterback (somebody who may be considered a “Star”), he might be an excellent runner, have a big arm, be able to diagnose the defense and get his team into the right play.  But he’s likely not great at Read more

Gain Control of the Conversation - 9/16/25


The customer’s angry or upset or they have a complaint.  They’re very chatty or very wordy or they just want to talk to somebody.  You’re on a time crunch, and the customer obviously is not. There are times when you need to gain control of the conversation.  It’s important for Read more

Complement with a Compliment - 9/9/25


We perform many tasks for our customers every day, and when we’re done with a step in the process, oftentimes we will tell the customer what’s been done.  But if we want to create more of a WOW experience, if we want to make the customer feel a little Read more

When Patience Begets Patience - 9/2/25


Jennifer, the server, walked toward the couple in the restaurant.  The customers had been seated for a minute or two, and they noticed the server was walking briskly toward their table.  Jennifer recognized the couple she was about to serve, because they had been in the previous week. Since the Read more

Address the Expectations that Were Set - 8/26/25


Before the caller ever got to Marco – the customer service representative, the customer had been working with the company for months.  They had read the marketing brochures, had a conversation with a sales rep, reviewed the new customer information on the website, and read all the information e-mailed Read more

When Technology Fails the Customer - 8/19/25


Technology is a wonderful thing…until it isn’t.  The website is down, the mobile app won’t work, the system keeps kicking them out of their account, or they received a spoofing phone call supposedly from your department. If you’ve ever been manning the phones or managing the department inbox, you know Read more

The Misunderstood Physician - 8/12/25


I was speaking with one of my personal physicians years ago, and when we were talking about my work – particularly customer satisfaction research - he started talking about online physician ratings.  He lamented that a few low ratings were dinging his overall score.  Then he shared that the Read more

Uncover Silent Concerns - 8/5/25


One of the customer service statistics we have quoted many times over the years is:  For every complaint you do hear, there could be 26 other customer issues that you don’t hear. And when we bring up that statistic, we bring it up because we want to make sure companies Read more

Talk Yourself Up to Take Down Their Anxiety - 7/29/25


I believe that most customer service people are pretty humble, so I’m not asking you to lose your humility.  But I do have one ask of you… When that customer is anxious or nervous, when they fear the future because the future is unknown or it could be laced with Read more

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Hear Them, and Tell Them What You Heard – 6/18/19

Posted on June 18, 2019 in Customer Service Tip of the Week Please leave a comment


CSS has conducted close to 1000 research projects over the years, many of which were web-based surveys. And oftentimes, in addition to or instead of completing the online survey, respondents e-mail us directly with questions or comments – and we respond personally to every message on behalf of our clients.

Some of the comments are rants, and some are raves, but one thing that’s interesting is their reaction to our response. Whether it’s a complaint or a compliment they share, they’re ALWAYS appreciative that we responded to their message.

In many cases, they’re probably appreciative just because – these days – too many companies don’t respond, so the customer’s expectation level for good customer service and responsiveness is really low.

But in other cases, they’re appreciative because of what we said and how we said it. We thank them, make some specific note about what they described, and – if appropriate – tell them we’re going to share their comment with our client so the client will follow-up with them directly.

The key here is making “some specific note about what they described.” This isn’t an auto-response we’re sending; it isn’t an insincere “I hear you, I hear you, I hear you” message. It isn’t a pure form letter.

They took the time to share their personal feelings, thoughts, and experiences, and we took the time to specifically acknowledge and appreciate them and what they shared.

Why do people share? They share just to share, but they also share to be heard.

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It’s Decision Time. What are you going to do? – 6/11/19

Posted on June 11, 2019 in Customer Service Tip of the Week Please leave a comment

Serving others is tough. Whether it’s dealing with an irate customer, having to field the same question from the 100th different customer this month, or keeping 10 plates spinning while still smiling in front of the client, it’s hard.

You want to do a great job, and you’re constantly put into a position to make decisions. Those decisions lead us down Path A or Path B. Those decisions make our life easier or harder. Those decisions help the bottom line or hurt the bottom line. And those decisions make the customer happy or upset.

What makes those decisions so hard is that one decision might help the bottom line but make the customer upset. Another decision might make your life harder but make the customer happy.

I’m not in your shoes, so I cannot tell you what decision to make. Each one of you makes hundreds of decisions each week at work and in your personal life. Neither you nor I can anticipate every situation that you’ll be presented with or every question you’ll have to consider.

But what will make your work-related decisions easier is to at least have a starting point. Even before you’re presented with a situation, know and document the principles that will guide your decision-making.

Here are some key principles to consider in your decision-making processes if your job is customer service related: Be ethical. Do what’s best for the customer now. Do what helps the organization long-term.

These might seem short and simple, but it’s amazing how the appropriate decision becomes much clearer if each alternative is tested against these principles.

What principles guide your decision-making at work? Know them, write them down, and remember them.

The next time you make a decision, let your principles be your guide.

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You Do Know Jack – 6/4/19

Posted on June 4, 2019 in Customer Service Tip of the Week Please leave a comment


Have you ever had a co-worker who causes more problems than they solve? Simple things they do are often, from a procedure standpoint, correct. But the way they handle situations makes them come off as indifferent. Let’s call this co-worker “Jack.”

Even though certain actions by Jack may seem innocent and not intended to convey indifference, the customer could walk away feeling negatively. Here are some of those actions to be wary of when Jack’s engaged with a customer…

Jack knows the answer to the question, so Jack interjects while the customer’s talking….or…maybe Jack quickly ends the conversation after providing an answer (but before he confirmed they got their need met)….or…Jack might talk exceptionally fast to the customer. These could all be innocent actions, but they could all convey that Jack’s impatient. Jack’s rushing the customer. Jack’s trying to get to the next call or move this customer along.

When the customer makes a complaint, Jack makes it ABUNDANTLY clear that he is not the one responsible. He knows that others were involved with that issue, and he was NOT part of the situation. These may all be facts, but what they do is they focus the conversation on who’s to blame and the fact that Jack’s DEFINITELY NOT to blame. In the end, the customer is usually complaining because they have an issue and they want a solution. Jack’s moved the focus to one of absolving himself of responsibility instead of focusing on the customer and their solution.

Finally, Jack gets a request through e-mail or social media, via the website or the phone. It’s obvious this is a request that another area of the organization handles. So, Jack tells the customer that they will need to call the other department or go to the website to find the answer. What Jack’s suggesting is accurate, but it’s not entirely helpful. The customer will think Jack cares more about getting back to “his work” than connecting the customer to the right person or getting to the specific answer.

Do you know Jack? If so, I’m sorry. Overcome the perception that you’re indifferent by not being like Jack.

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