Customer Service Tip of the Week | Customer Service Solutions, Inc. - Page 145

Find a Connection Point – Part 2: Situational Connection - 10/4/22


Last week we highlighted key topics to consider when you want to find Personal Connection Points with the customer.  Today, we’ll cover some key questions to ask to uncover information about today’s situation that you can use to establish a rapport with the customer.  This is Part 2 - Read more

Find a Connection Point – Part 1: Personal Connection - 9/27/22


Some people are born almost like a master at communication.  They know how to establish rapport with just about anybody, and they do so in a way that seems so natural and so real.  They can form relationships and be laughing with somebody they met two minutes ago like Read more

Be Proactive without being Pushy - 9/20/22


Delivering great customer service isn’t just about responding and reacting.  It’s also about being proactive.  Developing relationships involves reaching out first, not just extending our hand when somebody reaches out to us. But it’s all too clear that those of us who are in service roles prefer those roles to Read more

Be Kind to Yourself When the Customer Isn’t - 9/13/22


I was having a debrief call with one of my clients recently, and this was regarding a survey of employees who work events.  One of the survey questions asked employees for advice on how to improve the customer experience.  When the employees shared their input on the guest experience, Read more

Being the Emphatic Employee - 9/6/22


Empathy is the key quality of somebody who’s great at customer service.  We talk about it often - what it is, how to convey it, what it looks like, and how it makes the customer feel. But along with knowing how to be empathetic, we also need to know how Read more

The Good, the Really Good, and the Ugly of Customer Service - 8/30/22


Here are three helpful customer service stories.  They may not be from your specific industry, but it’s always good to learn from others. The Good… Paula submitted a ticket to the I.T. vendor.  Below the signature line in the reply she received was the following:  Please share your comments or needs Read more

A Great 2-Minute E-mail - 8/23/22


I know.  You probably get e-mails all the time from customers griping about some aspect of your organization or their experience.  You’ve got too much to do and too little time to do it.  I could not begin to tell you how many times I’ve been told by staff Read more

When They Want to Talk to Your Boss - 8/16/22


“I want to talk to your supervisor.” That’s their opening salvo.  Before you can hardly finish your greeting, the customer is asking for your boss.  This is done by a customer who has tried to get an issue resolved, and it hasn’t worked, so they want to go to somebody Read more

When Passive Voice is a Good Thing - 8/9/22


It’s all your fault, Mr. Customer! We may want to shout it from the rooftops, but other than venting and absolving ourselves of guilt, this wouldn’t help much in the grand scheme of things. We have a customer sitting in front of us or on the phone, and maybe they are Read more

They’re Stressed, So You Can… - 8/2/22


Wow!  That customer looks stressed!  Maybe it’s their body language or their expressions; they could be fidgety or talking really fast. In the past, when we offered guidance in these situations, we focused on how to navigate the conversation step-by-step - what points to cover and what points to avoid. But Read more

I Assume She is Not Like Me – 3/4/14 TOW

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She left me a voice mail, and I prefer to respond via e-mail. She talks really fast, and I prefer a more casual speed. What she wants most is to be heard, and what I want most is to have my problem fixed. She wants to be walked through a process by an employee, and I want the self-service option.

She is the customer. I am the employee. We could not be more different.

But what if I prefer voice mail, I talk fast, I want to be heard, and I want that 1-on-1 employee support? Then we’re the same, correct?

The point is not in the determination of whether we’re the same or different. The point is that we can’t make assumptions that we and the customers are the same.

How I prefer to be communicated with, how I prefer a situation be handled, how I prefer to get a need met may be the same as 70% of my customers, but what about the other 30%? If I believe that they are like me, I could deliver some pretty lousy service to those 30%.

This is when we talk about the importance on not assuming the customer is just like us. This is when trying to convey empathy is so important. Because customers want their need or issue addressed, but many also want it addressed in a certain manner, and if we don’t take the initiative to identify not only what they want but how they want it received or handled, we could have a dissatisfied customer.

Don’t just describe what you’ll do for the customer, but confirm that will work. Don’t just assume how you’ll communicate with them, but ask their preference. Don’t just overlook the particulars of their situation, ask them for the details.

To deliver great customer service, we have to avoid the assumption they are like us and – instead – confirm the reality. Assume they’re different; that focus will force you to ask them about themselves, their needs, their issues, and their preferences. It will put you in a learning mindset, and it will make you better at serving them in the best manner possible.

Assume the customer is different from you.


Add a Hint of Salt and a Pinch of WOW – 2/25/14 TOW

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The restaurant always did something a little special. It was the free dessert, the personalized menu, the visit from the manager, an appetizer that was compliments of the chef, or the upgrade to a nicer table.

Every time it was a WOW to the customer. We define a “WOW” moment as an “Unexpected Positive Event.” And while these WOWs may be obvious for a restaurant, many of us don’t work in restaurants. We work at events, at colleges, at hospitals, and at banks. We work in government, in manufacturing, in clinics, and in sports.

Does this mean the WOW’s not possible? No, it just means that the WOW sometimes isn’t a financial expenditure, but it’s still possible. Zappos strives to give each customer a WOW moment. Surely they don’t spend $10 per customer to WOW them.

So what UPE can you create for your customer that costs virtually nothing? Put your twist on some of these ideas:

  • Stand up when they approach your desk (this RARELY happens nowadays).
  • Convey sincere excitement when they walk in the door (how happy do the people at the vet seem when you bring in your kitten for an exam?).
  • Come out of your office to greet the customer (it makes them feel important)
  • Respond to voice mails and e-mail messages as soon as they’re received, particularly if there’s an issue (speed is vital in Service Recovery).
  • Provide them some “educational” information that enables them to have a better experience in working with your organization (it’s not just about reacting to their need; it’s also about being proactive and helpful).
  • Call somebody by name throughout the discussion (it makes them feel that they matter to you).
  • Sincerely thank them for their business – noting that you really appreciate their being your customer (be patient in the close).
  • Send them a handwritten “Thank You” note after the encounter (another RARE activity nowadays).
  • Call them after an appointment to check-in, gauge their experience, or ask if they’re enjoying the use of the product (WOW with the follow-up).

Think of the little things that are UNEXPECTED but so good that they make the customer remember you positively.

Think of something that brands your encounter as a “WOW!”


Develop an “Always Culture” – 2/18/14 TOW

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Many of our healthcare clients are adopting the concept of creating an “Always Culture.” This movement is often in response to a change in Federal Government reimbursement to hospitals that is based in part on the results of patient satisfaction surveys. Those surveys are structured to have patients evaluate whether staff, nurses, and physicians “Always” do certain activities (as opposed to “Usually, Sometimes, or Never”). To maximize reimbursement, the healthcare organization wants a high percentage of their patients answering “Always.”

Now the concept of the “Always Culture” has been around for years, in and out of healthcare. The way we’ve described it is that you don’t want customer service to be a light switch (where you turn it on with clients and turn it off with co-workers); instead, it needs to be an all-the-time thing.

But regardless of what industries use the phrase, it’s still a meaningful concept.

The idea of “Always” implies that we’re CONSISTENT (hopefully Consistent Excellent) across departments, shifts, product lines, and people. That consistency requires that the organization hires those individuals with the propensity to be customer service-oriented, sets expectations of what is a great customer experience, trains ALL staff on the key principles and techniques, monitors performance in ALL areas, and rewards not only the “WOW” but also the Consistent Excellence. It requires that we hold those accountable that keep us from Consistent Excellence, and that we have leaders that understand that they must model the practices they expect of others.

Organizations striving for the Always Culture must continuously communicate the expectations, the goals, and the performance – celebrating success whenever possible.

But – in the end – “Always” comes down to the individual. Is it a habit to serve, a habit to care, a habit to be inquisitive, and a habit to be empathetic? Is it a habit to be responsive, a habit to proactively communicate, a habit to quickly resolve issues, and a habit to appreciate others?

Create your own “Always Culture.” Make excellence a habit.