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Home  /  Look Up, or Look Out! – 2/19/19  /  Customer Service Tip of the Week

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

Use Little Acts to Make a Big Impact - 7/22/25


A WOW Experience is not always one instance, one act that blows away the customer.  It’s not always an over-the-top-the-employee-saved-the-day act of brilliance.  Sometimes a WOW is the sum total of a series of little things that others don’t do – those actions that differentiate you from others.  The Read more

Avoid Some Stress by Addressing Issues Quickly - 7/15/25


It’s good customer service to resolve issues quickly.  The customer sees the light at the end of the tunnel.  They more quickly bring their anxiety and stress, their negative emotions down.  And they more quickly get to a solution. But this tip is not about them.  This tip is about Read more

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Look Up, or Look Out! – 2/19/19

Posted on February 19, 2019 in Customer Service Tip of the Week Please leave a comment


The clerk called out “next in line!”, and Frannie went to the counter. “Can I have your name?,” the employee asked, but she stared at her computer screen while asking. Frannie stated her name, the time of her appointment, and noted the reason for the appointment.

Staring at the screen, the clerk confirmed the insurance was still valid and the address was still the same. After Frannie confirmed, the representative, still staring at the computer screen said “feel free to have a seat over there in the lobby.” So, Frannie went over to the lobby, and she sat down.

This is similar to interactions that happen millions of times every day at American businesses, and this is emblematic of interactions that happen millions of times every day which are NOT GOOD.

The only semblance of eye contact was when the clerk looked toward the line 20 feet away and yelled “next in line!” The clerk was dutifully doing her job, entering or confirming the right data. She got the facts right, she completed the transaction, and she told the customer where to go!

Frannie, meanwhile, was a proverbial cog in the assembly line. She was moved from place to place to place with all the warmth and attention and appreciation that one would expect from a conveyor belt.

After Frannie sat in the waiting area, she looked around and noticed that there were 4 different waiting areas with small signs to signify waiting areas A, B, C, and D. She assumed she was in the right area, but it was unclear to her. She was a tiny bit confused and a little bit irritated at the lack of anything positive. The longer she waited – 5, 10, 15 minutes past her appointment time – the more irritated she got. She also wondered if she was in the right waiting area. She saw patient after patient who checked in after her get called ahead of her.

She was getting hot, frustrated, and her question about the delay was turning into a complaint about the experience. Before her emotions got the better of her, her name was called.

The whole time, Frannie kept thinking that if the clerk had only looked up during the conversation, made eye contact a few times, smiled, and been more clear about the potential wait time and about the location of the waiting room, expectations that Frannie had would’ve been more reasonable; her perception of the experience would have been much more positive.

When you’re face-to-face with the customer, no matter how important that computer screen is or that paperwork may be, look up, or look out!

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Know the Customer’s Value Proposition – 2/12/19

Posted on February 12, 2019 in Customer Service Tip of the Week Please leave a comment


I’ve written about how it’s important to build up your co-workers when talking to customers. When the nurse is getting ready to send the patient down to radiology, she lets the patient know what great work and great care that the radiology tech provides. When the teller contacts a financial advisor to arrange a meeting with a customer, the teller notes how his co-worker has helped many other customers with a similar need. When the pro sports sales representative hands off a new account to their service specialist, he notes how responsive the service rep is to his clients.

While these are all great examples on how to build up a co-worker in the mind of a customer, it’s even more important at times to have that same positive talk about the customer themselves.

Customers want to feel valued, like their purchase decisions and their dollars are important to the organization. Even more than that, they want to feel like they themselves are important to you and your company. You obviously can do that by providing great customer service. You can also do that by finding ways to tell them how much you value them. Everything I’m about to suggest obviously needs to be done with sincerity, so don’t say it if you don’t believe it:

  • Let the customer know when they’ve asked a great question.
  • Tell them when you agree with the option they selected.
  • Convey appreciation for bringing an issue to your attention so that other customers won’t have to face the same issue.
  • Thank them for coming all the way into your office to chat with you.
  • Thank them for their time and their patience.
  • Ask them for their ideas and their guidance, and then give them credit when you think one of those great ideas will work.
  • When they fill out the paperwork correctly, let them know they did a great job.
  • When they give you thorough answers, let them know you appreciate all the detailed information.
  • When they answer your series of questions to give you the information you need to address their need, thank them for all the responses.

 

Your customers are part of the service process. Their effective and complete participation is valuable to you. Let them know when and how they provide value to the process so that they feel valued by you.

Know the Customer’s Value Proposition.

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Paint a Picture, Take a Picture – 2/5/19

Posted on February 5, 2019 in Customer Service Tip of the Week Please leave a comment


Many of us are visual learners. In order for us to understand the concept, we need to be able to see the concept illustrated. And by seeing the concept illustrated, I’m not just talking about taking something that somebody says and merely typing it into an email. I don’t mean simply providing detailed instructions line by line. What I do mean is literally seeing a picture.

Many times over the years, I’ve been trying to describe a strategy, process, or some key steps to a client that they need to take to be successful in whatever topic we’re discussing. And at some point, it’s clear that they’re getting part of what I’m suggesting but not all of it. So, I will either take out my computer tablet or a sheet of paper, and I will draw a simple diagram. Then their eyes light up! They understand the concept, and they often ask if they can keep that piece of paper or ask if I can send them a softcopy of what I wrote on my computer screen.

For many of us, when we hear hundreds of words mesh together to describe a series of next steps or a process, the words blur. We either lose focus, or there is a particular step or phrase that diverts our concentration. To avoid this when working with customers, we need to move those hundreds of steps to a simple graphic of 3-5 connected boxes. It simplifies it for those of us who are visual.

Take a Picture to Jog their Memory
Just as in the example that I shared where they asked to keep my sheet of paper, think about your pre-printed documents – maybe it’s the procedures on a wall poster. Maybe it is a hardcopy document that you were viewing with the customer about a contract, a policy, an agreement, or a process. Don’t expect people to remember what we say no matter how wonderfully we explain it.

Have them take a picture of it with their phone or give them a QR code so that they can go to the exact URL using their phone camera. Make sure that this visual representation that you provided to them is something that they can take with them to remember and refer back to in the future.

When having a conversation with a customer, gauge how well they’re understanding what you’re conveying.

When needed, paint a picture, and – so they remember – let them take a picture.

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