Customer Service Tip of the Week | Customer Service Solutions, Inc. - Page 81

Home  /  To Assure, Ensure You Do This – 2/9/21  /  Customer Service Tip of the Week

While I’ve Got You on the Phone… - 1/6/26


I’m a big planner.  Whether it’s strategic planning or planning out the year or planning my week first thing on a Monday morning, I like to plan.  I do this because it gets all of my action items documented and ensures that I have some understanding of what I Read more

Pass the Quick Impression Test - 12/30/25


Some studies have shown that people create an impression of you in less than a second when they first meet you face-to-face.  Other studies have shown that that initial impression can take up to 7 seconds.  Regardless, first impressions are quick.  First impressions are not always the lasting impression, Read more

2025 Holiday Poem - 12/23/25


We hear the word change And that change can be good, But we like things to stay same, And sometimes they should.   The weather can be wet And then dry as a bone. We know things will change, Even if all left alone.   Our customers change. Our co-workers do, too. It seems like our resources Are often too few.   The technology Read more

Make the Long Wait Feel Shorter - 12/16/25


When Greg entered the Tax Office, he was thinking only about two things: (1) How he was going to get the tax value on his home reduced, and (2) Whether the wait would be 1 hour or 2.  He checked in with the navigator who asked a few questions, Read more

When Kindness Means More in Customer Service - 12/9/25


Since a large part of the work we do at CSS includes customer research, we have seen tens of thousands of comments over the years about staff, and it is great to hear the positives that customers, fans, and account holders say about our clients’ team members. One word that Read more

Don’t Create the Second Complaint - 12/2/25


Maria was upset.  Rightfully so.  The product delivery was delayed, she couldn’t get anybody on the phone, and nobody would reply to her e-mails.  So, she went down to the store, and she found a customer service representative. After the initial greeting, the employee listened to Maria’s complaint.  While Maria Read more

Refresh on the Reasons to Appreciate the Customer - 11/25/25


This is a great time of year to give thanks, not just because it’s Thanksgiving week in the United States, but also because – with 2025 coming to a close - it gives us the opportunity to do some reflecting on the recent past. The idea of reflecting on reasons Read more

Confirm the Customer is Cleared for Takeoff - 11/18/25


An airplane pilot is told when they’re “cleared for takeoff” before they begin to accelerate down the runway.  The air traffic controller (ATC) has looked at everything in front of the pilot, on the runway and in the air space, and checked to ensure the pilot is good to Read more

Build Relationships with First-timers - 11/11/25


We’ve worked with one of our sports clients for over 10 years, and although the main focus of our work is research with their fan base, we also provide informal consulting advice and guidance whenever possible.  One approach we’ve talked about on and off for years is the need Read more

Last Impression Faux Pas - 11/4/25


Rightfully so, many customer service experts harp on the importance of the first impression.  It happens quickly, and it can impact the individual’s perception of you and the organization.  We even wrote a Tip of the Week on this years ago called First Impression Faux Pas. What many people tend Read more

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To Assure, Ensure You Do This – 2/9/21

Posted on February 9, 2021 in Customer Service Tip of the Week Please leave a comment

Vince Lombardi – famous professional football coach – became a big hit on the speaker’s circuit during his time coaching.  He applied many of his principles in football and life to business, and one of his great business quotes is:  Confidence is contagious and so is lack of confidence, and a customer will recognize both.

Whether the customer is anxious or not, you want them to feel confident in what you or your organization are going to do…confident in what you or your organization says.  You want to impart your confidence to them.

You want to assure them that issues will be resolved, orders will be filled, and needs will be met.  You want them to be confident, and their confidence benefits you.  The more confident they are, the fewer questions they’ll ask.  The more confident they are, the fewer times they’ll contact you for updates.  The more confident they are, the more patient they will be in gaining closure on the situation.

So how do you build confidence in the moment?  You need to assure them.  Assurance is about your being confident – with your words and tone and body language.  It’s about conveying positivity, and it’s about more than you simply telling them the outcome that will occur:

  • Show them the plan – the steps that will get them from Point A to Z.
  • Prove how many times you’ve helped customers in similar situations.
  • Tell a story of a recent success example – how someone in their position got the outcome they’re seeking.
  • Promise or guarantee or pledge what you’ll do next or how you’ll shepherd the situation through to a final positive outcome.

 
To build a customer’s confidence, convey your confidence, and assure them by helping them visualize the path to a positive solution.

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Let Your Goal Determine Your Question – 2/2/21

Posted on February 2, 2021 in Customer Service Tip of the Week Please leave a comment

In the early 2000s, when the economy hit the skids, companies realized that they couldn’t take their customers for granted.  They needed to ramp up customer service.  They needed to listen to the Voice of the Customer.

During the Great Recession in the 2008-10 timeframe, much of the “new marketing strategies” that developed were really a repackaging of customer relationship development and client retention and growth initiatives.

Fast forward to today, and largely due to the Coronavirus pandemic, the economy is taking a hit again.  Companies are trying to determine how to change their customer experience, but they – again – are having to retain the customers they have as they hope to navigate through these waters and be positioned for continued success down the road.

One consistent response to these economic downturns is that companies have refocused on the importance of listening to the customer.

When you listen to the Voice of the Customer, oftentimes that voice is being shared in response to your questions.  These might be questions when you’re dealing with a customer issue, but let’s think a little bit more strategically – consider the customer voice you hear through your research.  You may have questions that you typically ask in a customer survey or in a focus group, but try to avoid the typical.  Instead, let your goal determine your question.

For example, if an organizational goal is to retain customers, ask why they became a customer in the first place, what keeps them with your business, why they would consider leaving.

If your goal is growth with existing customers, ask them about their needs.  If those needs are not being met by your company, ask them how those needs are being addressed.  Inquire about their awareness of your other products and services.

If you want to differentiate your business by having an exceptional customer experience, ask customers how your experience compares to others.  Ask how they would define a “great customer experience.”  Ask them to give you an example of an organization or a situation that provided an exceptional experience.

In times like these, most organizations are holding on to customers as tight as they can, and most discerning customers realize that fact.

When you’re considering tapping into the Voice of the Customer to learn how to strengthen that relationship, discuss organizational goals before you ever discuss what research questions to ask customers.

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Excellence is Not Perfection, and that’s OK – 1/26/21

Posted on January 26, 2021 in Customer Service Tip of the Week Please leave a comment

Surveys have questions with ratings that range from Excellent to Poor.  We custom-design and deliver Service Excellence Training.  Tom Peters wrote the book “In Search of Excellence.”

But how do you define Excellence, particularly in customer service?  Let’s start with what Excellence is not.  Excellence is not something reflected in Customer Service Standards. Those Standards are typically the bare minimum expectation of every employee in every interaction.  If we are adhering to those Standards, we’re being consistent in the way of the organization, but we’re not necessarily being Excellent.

On the other side of the spectrum, Excellence is not perfection.  Perfection is something that is rarely if ever attained, and even then, perfection is usually defined through a result rather than through a perfect match of attitudes and actions throughout the entire process of getting to that result.

So, Excellence is not a bare minimum expectation, and Excellence is not perfection.  However, it is something as consistent as Standards but that continuously strives and reaches for what would be achieved in perfection.

Excellence is really reflected in Exceling through the process.

Oftentimes we don’t have control over the outcome because so many other factors are involved, but we have lots of control over how well we Excel going through the process.  We Excel when we are making decisions in the process for the right reasons with the right goals in mind.  We Excel when we take the action we need to take to reach the goal.  We Excel when we do things within the timeframe we need to do them to have the desired outcome.  We Excel when we bring an attitude that has the capabilities of drawing ourselves and others toward that goal.

Excellence does require a goal – something you’re trying to attain or achieve, something you’re trying to live into every day, something you’re trying to become.  However, when you think about how to achieve Excellence, don’t focus so much on the final achievement of some lofty goal.  When you think about Excellence, consider what you need to do in the process to give yourself and those around you the best chance to achieve that goal.

To Excel, first determine your goal; then identify what you can do to ensure that you have the decisions, actions, timeliness, and attitudes that give you the best chance of achieving that goal.

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