Business Advice | Customer Service Solutions, Inc. - Page 40

View Quality through the Customer’s Eyes - 10/14/25


Geri had been dealing with backups in the downstairs plumbing system of her house on and off for the past year.  The most recent company that she called in to unclog the pipes stated that they could send a camera down the pipes and tell her exactly where the Read more

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

Student Retention Solution – The Four Cornerstones of Retention-based Research

Posted on in Business Advice, Education 1 Comment

Western Illinois University wants to retain more of its students. Particularly for first year students, a WGEM.com article notes that “More than a third of Western Illinois University’s freshman last year didn’t come back for their sophomore year.” So their answer is that they implemented a new mentoring program – Building Connections. This program taps into faculty and staff to volunteer to mentor incoming Freshmen.

Now whether the program is highly successful or not depends on many things; consider these questions. What’s in it long-term for the “volunteer” staff to fully participate? How well-trained are the staff? Do the students even want a faculty/staff mentor? About what will they be mentored?

But the most important question is “What’s the root cause of the problem?” The article notes that “over half of last year’s Freshman were first generation college students,” but that’s a fact, not necessarily a root cause. I hope that WIU is really digging into research to identify what are the core characteristics of those who do not return v. those who do. The research needs to be based on their historical data, the perceptions of their incoming Freshmen, their current students, and those that left. These are the Four Cornerstones of Retention-based Research.

In other words, I hope they use data to point them toward the right solutions.

When you’re dealing with retention issues, you most likely have a myriad of data on customers who were retained and those who weren’t. Use that as the starting to point to get at the true root cause.

Listen to our latest podcast episode of “Stepping Up Service” on The MESH Network at http://themesh.tv/stepping-up-service/

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Outsourcing Groupon E-mail Customer Service?

Posted on in Business Advice, World of Customer Service Please leave a comment

Groupon is toying with the idea of outsourcing some of its e-mail customer service. In a recent wired.com article, Groupon notes that it’s looking to open its own customer service center in India. While it notes that it’s not using an outsourced vendor, the reason for the move is clear – to save money. According to the article, “Groupon shares closed at $4.27 Monday, down almost 84% since the company’s initial offering in November.”

But what might be most interesting about the article is the information shared about the job posting in India. Groupon is looking for “staff with ‘high degrees of empathy, patience, resourcefulness, and web savvy [who can] respond to emails.'” So let’s percolate on this for a minute.

Much of the dialogue in business these days is conducted via e-mail. So to be effective in communicating with customers via e-mail, just as you would via face-to-face or telephone communications, you need to understand what employee qualities would work.

While empathy is vital to great customer service (in outsourcing or otherwise), it’s particularly difficult to convey when communicating via e-mail. To provide good customer service via e-mail, one of the primary qualities is the ability to write, to understand the words you’re using and how the other person would most likely receive them. An employee needs to know how to write in a concise manner, to answer questions specifically, to set expectations. They have to know how to write well.

Whether Groupon adopts this outsourcing philosophy is up to them, but if they (or any other company) wants to provide good customer service via e-mail, they need to look for people who can write in an organized manner, who can personalize in writing, who write with more of a “you” focus than “I” focus, yes – who can convey empathy in writing, and who can convey tone with the written word.

Look for something special in your customer service reps.

Readour New Book– “Ask Yourself…Am I GREAT at Customer Service?”http://www.amigreatat.com/

Listen to ourlatest podcast episode of “Stepping Up Service” on The MESH Networkathttp://themesh.tv/stepping-up-service/

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Canceling Internet Service – 8 calls, 5 employees, 5 tweets, 2 phones, and a Partridge in a Pear Tree

Posted on in Business Advice, World of Customer Service Please leave a comment

Welcome to my nightmare from Saturday. I wanted to cancel internet service at my home, and this is what transpired…

Web Attempt to Cancel

I logged into to my account on the company website to cancel internet service (but keep my television service). The website FAQs said that I could not cancel over the internet, and it provided a number to call.

Call Attempt #1

  • I called a toll free number found on the website.
  • The system stated “I noticed you’re calling from an out of town number,” which seemed odd since it was a toll-free number.
  • It said to press 1 for Los Angeles, 2 for El Segundo, etc. I’m in Charlotte, so I wasn’t expecting the El Segundo reference.
  • The system asked what I was calling about, and I said to disconnect; after I confirmed again that it was to disconnect…I got the proverbial “All of our agents are currently busy” message.
  • After 8 minutes of silence (absolutely no noise, beeps, or music), I hung up.

Call Attempt #2

  • I called the same number and went through the same menu.
  • The call was transferred to a representative after 2 minutes of the menus, and he picked up immediately – whew!
  • Charles introduced himself; I introduced myself.
  • He then said “Is anyone there? I cannot hear anyone. If I don’t, I will be forced to hang up.” After not hearing my repeated statements of “Hello! Charles! Can you hear me?!”, he hung up.

Call Attempt #3

  • I used a different phone (a cell instead of the landline at the house), called the same number and went through the same menu.
  • I received the “All of our agents are currently busy” message.
  • This time I DID get music and a message about every 90 seconds about agents being busy.
  • I held for 26 minutes, and it disconnected me and started beeping…
  • While I was on hold, I tried to do an online chat, and they also said I couldn’t cancel via the web, but they gave me a different number to call to cancel.

Call Attempt #4

  • I called the alternative toll free cancellation number.
  • It sent me through a menu (at least they didn’t ask me about El Segundo…).
  • I received the “All of our agents are currently busy” message.
  • They picked up after 7 minutes, and they could hear me…hallelujah!!!!!!!!!!!
  • I confirmed several items for the representative, and then they all of a sudden couldn’t hear me, so they disconnected me – UGH!!!!

Call Attempt #5

  • I called the alternative toll free cancellation number again.
  • It sent me through a menu again, and I received the “All of our agents are currently busy” message.
  • I Tweeted, they responded within 4 minutes – WOW…Great!
  • Still holding on call #5…
  • They picked up in 6 minutes but couldn’t hear me…I’ve tried 2 different phones (1 AT&T landline and the other Verizon cell), and they couldn’t hear me on the landline, and they both could and could not hear me on the cell.

Call Attempt #6

  • I called the alternative toll free cancellation number again.
  • It sent me through a menu again, and I received the “All of our agents are currently busy” message.
  • I tweeted again but didn’t get a response.
  • After 6 minutes, I finally got through to the 4th rep on my 6th call using my 2nd phone, 2nd phone provider, and 2nd toll free number. She “couldn’t hear me,” and disconnected my call.

It’s interesting that the provider initially responded so quickly to my tweets. When I tweeted that my frustration was about cancellation, they didn’t return the tweet.

I later sent a summary tweet with my concerns, and they did respond and asked me to Direct Message them so they could schedule a call. We did so, and they promised a call in 2-4 hours; the call came 48 hours later.

I returned the call and left a message; they returned my call, and we got it canceled.

Finally Tally

I initiated 8 calls, talked to 5 employees, called 3 phone numbers, used 2 phones, tweeted 5 times, made 2 web attempts (via website and live chat) and now all I have to do is bring their modem to one of their facilities during their hours to cancel their service. I think cancelling their TV service will be next…if I’m willing to go through the hassle again.