Customer Service Tip of the Week | Customer Service Solutions, Inc. - Page 199

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Be Supportive, Not Defensive - 10/7/25


[An employee on the phone with a customer…] Who told you that you didn’t have to submit that form? … Bob?  Oh brother!  You see Bob is our “special” co-worker.  He seems to always tell customers the wrong thing to do, and we’re having to clean up after him.  Read more

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

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Give the Customer a Plan B – 1/28/14 TOW

Posted on January 28, 2014 in Customer Service Tip of the Week 1 Comment


I was walking into my local bank branch a couple Saturdays ago to make a deposit. While I usually go through the drive-through, I didn’t have any deposit slips left, so I had to get some new ones at the bank. When I entered the lobby, I got the feeling of dread in my chest – 20 people in line ahead of me. I stopped, took a deep breath to calm the impatient side of me, and proceeded to the line to become customer #21.

After three minutes, I assessed the situation (3 tellers, 20 people in line, nobody had yet moved). I mentally calculated a wait time that would stretch into lunch if not dinner. And then I got an idea. I picked up a few deposit slips, and I left.

Sitting in the car, I filled out a slip, went to the drive-through (where there was NOBODY in line), and was on my way in less than 2 minutes.

At this point I realized that it would have been wonderful if an employee in the bank lobby had stated to the 21 of us in line “There’s no wait at the drive-through.”

The lesson learned? This is the 21st century. This is the era of an exorbitant number of customer service channels for most businesses (walk-in, phone, drive-through, self-service, web, e-mail, social media, etc.). And many customers who are in one channel are going to get very upset with a business because that method of obtaining service is slow, cumbersome, manual, or simply not a great customer experience.

The lesson learned is that businesses need to find ways to educate the customers on the other channels on an ongoing basis and real-time, so that the customer doesn’t feel trapped and doesn’t take out the bad experience on the company.

This involves having an ongoing Touch Point Plan with clients that includes periodic educational communications about the other channels, how to access them, and their benefits. This requires that companies know real-time what channels are performing like greased lightning and which ones are stuck in neutral. And this requires that employees get in the habit of “Educating Forward” – where they let customers know other channels available to them in case the preferred method of service is delayed or backlogged.

When it comes to providing a positive experience, sometimes the best path is the one that helps them avoid the bad experience. Give the customer a Plan B.


Don’t be the Reactive Representative – 1/21/14 TOW

Posted on January 20, 2014 in Customer Service Tip of the Week Please leave a comment


“But I answered his question…But I wasn’t rude…But I told her the policy…But I rang her up…But I called back.”

These are the responses of a customer service representative who is receiving some criticism or coaching from his boss. The employee’s words are filled with defensiveness, but they are also based on the assumption in the employee’s mind that they delivered solid customer service. If the employee answered the customer’s question, wasn’t rude, stated a policy, completed a transaction, or returned a customer’s call, then didn’t he provide great customer service? Shouldn’t he be immune from any criticism?

No.

The problem is that too many employees define great customer service or serving the customer in this way – “I responded to or reacted to the customer. I didn’t yell or scream. I addressed the facts and policies. I completed the task.”

In reality, these are the lowest expectations of someone in customer service. These are definitions of the bare minimum. These are characteristics of the Reactive Representative. When a customer engages the Reactive Representative, oftentimes the following occur:

  • The employee never moves toward the customer. Because if the customer needed something, the employee feels that the customer would go to the employee.
  • If the employee does move, he moves past the customer, rarely with eye contact. Because the employee is going somewhere, and the employee believes that if the customer needs them, the customer should ask.
  • The greeting never happens. Because the employee is waiting for the customer to say something.
  • There’s dead silence. Because the employee is waiting for the customer to ask the next question.
  • (Positive) Expressions don’t exist. Because the employee is thinking about a task, not about how they’re coming across to the customer.
  • The transaction ends in silence. Because the employee didn’t initiate the thanks.

These are examples of an employee expecting the customer to initiate and carry the conversation, the customer to create a positive tone, and the customer to clearly state their need or issue. These are also all examples of HORRIBLE customer service.

Don’t be the Reactive Representative. Be proactive. Be positive. Be the reason that the customer wants to return.


Let Them Share – 1/14/14 TOW

Posted on January 14, 2014 in Customer Service Tip of the Week Please leave a comment


Have you ever seen the TV show “Monk?” It’s about a former police detective now turned police consultant. He has a “unique” personality due to too many different life experiences to go into at this point, but let’s just say he’s not the most touchy/feely person in the world.

Every episode includes his sessions with his psychiatrist where he shares his feelings in his own “Monk way.” Sharing feelings is not natural for Monk, and he has a hard time caring about or being curious about others’ feelings as well. At least in this respect, many of us are similar to Monk.

However in customer service – especially in many of the most difficult conversations we have – emotions are involved. And if you’re like Monk, or if you have trouble sharing your own feelings with others in a personal setting (let alone a work setting), you might work hard NOT to have to have a discussion of feelings. But unfortunately for those of us not on the touchy/feely side, we have to allow those emotions to come from the customer.

When the customer is upset, angry, frustrated, or they’re envious or hurt or anxious, we cannot ignore those emotions. In order to get to a resolution in such a way as to engender trust and to have the customer feeling good about how the conversation went (even if they didn’t love the outcome), we have to let them share those emotions.

People can bring down the emotions if they are allowed to flow; they can settle down quicker if we allow them to relieve the pressure. They can think more clearly and logically and move on if they’ve been allowed to vent. Oftentimes, they don’t even want a resolution if we just give them the opportunity to share the emotions.

Now I’m NOT suggesting you ENCOURAGE them to share, but be observant of emotions. If they exist, allow them to flow, don’t interrupt, don’t argue – instead, listen and empathize, and then find the opportunity to start asking questions that move you toward solutions.

To get to the next step, to deal with someone on more sensible terms, be sensitive to their emotions.

Let them share.


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