Customer Service Tip of the Week | Customer Service Solutions, Inc. - Page 138

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

Better Customer Service through Better Teamwork - 7/8/25


We spend so much time talking about what great customer service looks like in those 1-on-1 Moments of Truth, that we often neglect to discuss what goes on inside the company that leads to those great moments.  We’ve talked about customer handoffs within an organization, but what does a Read more

Empower Yourself to Go Against the No – 7/4/17

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In our customer service roles, wouldn’t it be great to be able to do and say what we needed to do and say? Too often, we feel limited by policies, procedures, and the unwritten rules of “how things are done around here.”

But we have to periodically ask ourselves, “If I can’t do something that – in my gut – I know I SHOULD do, what’s keeping me from doing it? Why don’t I feel like I have that freedom?”

It’s easy to be told “No – don’t do that,” and accept it. It’s harder to go against the No. It’s hard to do something that you know is the right thing for the customer, even though it may not be a generally accepted practice within your organization.

How many times have you thought to yourself that you really want to do something, you really want to share information, you really want to make a referral, you really want to offer an alternative – but you feel like you can’t. In order to do these things for the customer sometimes you have to convince others within your organization.

Here are some quick tips to help you do what you need to do for the customer to turn the internal organizational No to a Yes:

  • Be able to explain WHY this is the action to take.
  • Give some thought to what’s in it for that other employee that you’re trying to convince.
  • Be able to articulate that what is best for the customer is also best for the company long-term.
  • Understand what concerns could arise from your co-worker or supervisor, and determine how you’ll respond.

 
This is core advice for preparing for a potentially tough conversation, but keep in mind that any potential conflict that would arise would happen because you care about the customer. You’re trying to do right by the customer. Therefore, know that – what you’re doing – you’re doing for a great reason.

Empower yourself to do what’s right on behalf of the customer.

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Improve the Health of Your Client Interaction – 6/27/17

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According to a recent article on patient satisfaction and high quality customer service in healthcare settings, there are three consistent keys to a great patient experience – particularly in outpatient surgery facilities. These core takeaways apply to virtually any business.

First – “Make a connection: Smile and introduce yourself to patients and family members.” This gets at the need for a great first impression, initiating communications with customers, and personalizing the interaction.

Second – “Set the expectation of service: Share with the patient what will happen, when it will happen and about how long it will take.” We often note that typically 40% of customer dissatisfaction occurs because the customer expected one thing, and the company delivered another. Take ownership over setting realistic expectations of what will happen and when it will happen.

Third – “Say thank you: Within days of providing care, send the patient a thank you note with handwritten messages from staff members.” It’s tough to overstate the importance of conveying appreciation to the customer. The other part of appreciation noted in this third best practice is to not just do it on the spot, but also share appreciation after the encounter. Typically, those post-encounter messages of thanks are a surprise – and carry extra weight in the customer’s evaluation of their last impression of you and your organization.

It’s about being pleasant, proactive, and personalizing. It’s about setting and managing customer expectations of tasks and timing. And it’s about appreciating the other – at the end of the encounter as well as in that unexpected follow-up.

Improve the health of your client interaction with these healthcare best practices.

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Avoid the 1-offs – 6/20/17

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How do customers get unrealistic expectations? Sometimes they just dream up an expectation because they don’t know any better. Maybe they’ve never worked with your type of service before. Maybe they saw an advertisement that was big on promises and short on delivery details. Maybe they got their expectations from their experience with a competitor.

Most of these sources of unrealistic expectations are not controllable. But there is one source that is controllable – the 1-off.

A 1-off is simply an experience they had with you or a member of your company that was a “1 time only exception to the rule.” They got special treatment that they – frankly – should not have gotten. Now they expect that treatment every time. Their expectation is now unrealistic, so in the future they will ask you or your co-worker for something you can’t deliver.

“They did this in an hour for me last time. The rep did this for me last time. Bob said I didn’t have to complete that paperwork last time. Bonnie waived that policy last time. It didn’t cost me anything last time.”

While these 1-offs are great for defusing (or outright avoiding) a conversation with an irate customer, the long-term effect is setting yourself or co-worker up for failure in a future discussion with that same customer – or the 5 friends they bragged to about their special treatment.

Believe me – I’m not saying to NOT treat customers special (my apologies to those of you who hate double-negatives). I think we need to treat all customers as unique and special. What I am saying is treat them special with your attitude, your effort, your creativity, your focus, and your willingness to go above and beyond.

Just don’t let the special treatment mean that you’re creating an unrealistic expectation of what your co-worker is allowed to do the next time that customer contacts your business.

Avoid the 1-offs.

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