Customer Service Tip of the Week | Customer Service Solutions, Inc. - Page 37

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Patience is… - 3/4/25


Patience is a…pain in the neck.  Why is it so hard to be patient?  Those of us who work in customer service know that we constantly have to show patience with our customers.  We’re ready to move to the next step or the solution because we’ve heard this issue Read more

Everybody Doesn’t - 2/25/25


Joey received the compliment, but he was confused.  Paula, his boss, and Joey had their monthly one-on-one meeting, and Paula noted that, although he was new, Joey was already doing a great job!  While there were learning curves on some of the organizational policies and the technology that he Read more

A Simple Phrase to Transform Your Customer Feedback Approach - 2/18/25


I went to a restaurant called Big Ed’s (no relation) in Raleigh, NC recently.  It’s basically country cooking with fantastic breakfast options!  On the menu there was a quote that said: If you enjoyed your meal, tell a friend.  If not, please tell us. That was an excellent statement that embodies Read more

What Phones and Football Have in Common - 2/11/25


Congratulations!  You made it through weeks/months of hype for football’s Super Bowl!  You made it through hundreds of pregame shows and podcasts, endless debates on things endlessly inconsequential, 10 hours of pre-game shows on Sunday, what seems like 100 commercials designed specifically for the “Big Game,” and the longest Read more

Create Awareness of Alternatives - 2/4/25


Sandy was hungry, and she was on the move.  Driving between meetings, she saw the restaurant sign and pulled in.  The fast-food restaurant had two drive-thru lanes.  One was for any customer who wanted to place an order on the spot. The other was for mobile orders only.  The Read more

Listen with Your Eyes - 1/28/25


Out of the corner of his eye, Patrick saw the customer enter the lobby.  The customer was carrying a large shoulder bag with several papers in her hand.  The customer was shuffling the papers and looking down; then she stopped, looked up, and saw the staff navigator sitting at Read more

When You’re the Educator, What Should You Teach? - 1/21/25


The best customer service professionals are also excellent educators.  Not only within the organization, but I’m talking specifically about the role they play as educator with their customers.  With all the self-service options that technology provides, customers often have the opportunity to do things on their own, to investigate Read more

Wrap It Up Right: Why Follow-Up Communications WOW Customers - 1/14/25


Dena had some questions about her water bill, so she looked for answers on the utility’s website.  She didn’t find specific answers, and she really didn’t want to get on the phone with somebody at the time and risk staying on hold.  She had lots going on, but she Read more

From Conversation to Connection: Defining Customer Engagement - 1/7/25


Maggie was sitting in the Service Excellence Training class, and the instructor kept talking about staying engaged with the customer.  Proactively engaging the customer.  Being fully engaged in the conversation. After hearing this same phrase (“engage”) used in various ways, Maggie raised her hand and asked a question probably several Read more

Self-empower for the New Year - 12/31/24


Jeff joined the company, in part, because he loved their approach to culture.  Leadership tried to create an empowerment culture.  They tried to develop an environment where, within certain parameters, individual team members could make a decision and feel confident that they would be supported by leadership. The reality was Read more

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When You Can’t Say “Yes to the Address” – 2/7/23

Posted on February 7, 2023 in Customer Service Tip of the Week Please leave a comment

I was interviewing a frontline staff person for one of our local government clients recently as part of our CSS Training Development Process.  They described their customers and the difficult situations that they face, their tougher conversations with customers.

This individual supports local events, so there’s a lot of planning involved.  Unfortunately, this person oftentimes has to say No to the specific request.  His agency has to deal with staffing shortages.  They receive requests from local residents and organizations that result in fees that those groups are not used to paying.  They want the event held at a certain address, but the location is unavailable on that date.

When I asked him for keys to addressing these situations – where they repeatedly have to say No to the specific client request – this is what the individual shared:

  • Regarding fees, try to ease them in lightly. Note the different fee ranges for the different types of services, and let them know what they can do within their range even if it’s not everything they wanted to do.
  • If it’s a first-time customer, let them know that they can build toward their perfect event over time. Year 1 could be a streamlined and lower cost version, but they could build in Year 2, and by Year 3 have the event they want, the scale they want, the schedule they want.
  • Identify alternatives. When the exact location isn’t available on that date, share the alternative addresses, share the no cost options that are in different locations.

 
Get them focused on the end goal – what they’re trying to accomplish with their events – so that there’s some flexibility in the details of when and how and where that event could be held…and still accomplish the same goal.

When you can’t say “Yes to the Address,” find ways to say Yes to their goals.

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How to Fix Other People’s Problems – 1/31/23

Posted on January 31, 2023 in Customer Service Tip of the Week Please leave a comment

I was helping a friend navigate some healthcare processes recently, so I conducted a 3-way call with my friend and the physician practice to try to get things cleared up.  The employee I spoke with on the phone – let’s call her Katie.

There had been poor communication between different employees at the clinic, but Katie didn’t throw the others “under the bus.”

The office coordinator (who has since left the practice) had previously told my friend that the coordinator had certain paperwork, but the papers had not been filed correctly.  However, Katie still apologized on behalf of the office for the coordinator’s misstatement.

Another practice was supposed to forward information to this office, but they sent it to the wrong facility.  Katie offered to call that other practice to get them to resend it.

Katie tried to call my friend, but my friend had changed their phone number and forgot to tell the office, so the calls did not go through.  Katie did not complain or huff and puff in frustration; instead, she offered to update the contact information so she could follow up with my friend.

It wasn’t Katie’s fault, and it’s probably not your fault in most cases when you find yourself in these situations.  Sometimes it’s the co-worker that drops the ball.  Maybe it’s another organization that didn’t do something correctly.  Perhaps the customer makes a mistake.

Katie showed that even though it wasn’t her fault, she was willing to rectify the problem.  She was willing to apologize on behalf of others.  She was willing to be proactive, and she was willing to do it without a negative tone or a negative word.

Channel your inner Katie the next time you find yourself having to fix problems caused by others.

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What to do When You’re in the Middle – 1/24/23

Posted on January 24, 2023 in Customer Service Tip of the Week Please leave a comment

Bob and Sarah are arguing, and you’re in the middle.  Bob’s an employee, and Sarah is a customer, and they have a difference of opinion.  Somehow you’re involved even though you didn’t have anything to do with the interaction in question, the complaint being addressed.  You find yourself being the moderator, the mediator, the facilitator.

CSS does a tremendous amount of facilitation work, and it’s not just facilitating disagreements between customers and employees.  Usually it’s facilitation of groups where you have various stakeholders meeting, and they all have their own particular interest or position.

The key phrase we use when facilitating conversations like this is Healthy, Productive, and Effective.  You want Healthy conversation, where the discussion is about the issue or the goal, not the individuals involved.  Make sure people don’t make it personal or take it personal.

Productive means you try to stay on task.  Everybody understands up front what the goal is and how much time we have to discuss it, and those things that are not pertinent are identified and put on a “parking lot” for future reference.

Effective means starting with the end in mind and keeping a focus on that end.  The end is the goal.  It’s not the process to get to the goal.  People can get stuck in their specific solution or the process to get to that solution, but you just want them to think about the goal.  The more you can get them to focus on a common goal, the better chance you have of getting them there.  The more they fixate on their solution or their position or how they want to get there, the more difficult it’s going to be for you to be effective and for participants to get to their goal.

The next time you find yourself in the middle of an argument or a meeting between Bob and Sarah, identify a common goal up front.  Try not to get people focused on their position.  Make the conversation about the goal and not about the personalities involved.  Identify the time constraints, and professionally move the tangents to the parking lot.

Facilitate effectively when you find yourself in the middle.

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