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2024 Holiday Poem - 12/24/24


I sometimes hear it said That things have never been like this before. That challenges are unique, That stresses seem like more.   I sometimes hear it said That we're asked to do much more with less. That workloads are increasing, And we're resource-constrained at best.   And others often say That things are really very good. That they enjoy those Read more

Is Their Poor Planning Your Emergency? - 12/17/24


Have you ever heard the saying:  Your poor planning is not my emergency. I’ve heard it said often – not necessarily directly from one person to another.  More typical is that I hear it from the person having to drop everything and do something immediately because someone else didn’t think Read more

Empathy Examples for Everyday Situations - 12/10/24


I’ve often said that empathy is the single most important characteristic of people who are great at customer service.  If empathy is essentially “to understand the other person,” it helps so much to have that ability in order to specifically help someone.  To talk to what’s unique about them.  Read more

Tell Them Why You’re Giving Thanks - 12/3/24


Thank you! Merci! Danke! Doumo! Gracias! It seems like every language has a translation of Thank You.  Even though I only fluently speak English and speak Spanish, un poco, I – and probably most of you – have heard some or all of the translations of "Thank You” noted above.  Read more

Refine Your Decision-making Process - 11/26/24


Every day, you make decisions of what to do and what not to do.  And in the world of customer service, often the affected parties are our customers, our co-workers, and our company.  Here are a few quotes to consider when you’re thinking about evaluating and refining your decision-making Read more

Acting on the Guiding Principles for Great Customer Service - 11/19/24


In last week’s tip, we shared 5 Guiding Principles for Great Customer Service.  This week, let’s address what “taking action” looks like on those key principles.  If last week was about what to do and WHY, this week is about the HOW. Engage with Interest: To engage with interest, proactively Read more

Guiding Principles for Great Customer Service - 11/12/24


It’s hard to know every procedure, every policy, every technique possible to handle every situation correctly.  After all, maybe our procedures are standard, but our customers are not.  Maybe our policies stay pretty consistent, but our customers’ needs and issues, their attitudes and actions can change from customer to Read more

From a Simple Question to an Exceptional Experience - 11/5/24


Phyllis loves her job.  It’s not just because she loves being a customer service representative, not just because she really likes her co-workers, and not just because she enjoys her company.  It’s because she really appreciates her customers, as well. A customer had ordered a register book off the company Read more

Fix One Problem without Creating Another - 10/29/24


If you’ve ever had an issue with your dishwasher, this will sound familiar.  I’ve dealt with so many dishwashers over the years, and they always seem to have some kind of an issue.  Maybe it’s because of the mix of water and technology, but for whatever reason, these never Read more

Delight Your Customers - 10/22/24


Buddy the Bug Man was different.  His company was new, and the only reason why Janet tried him out was that the service she had used for years just wasn’t working.  Whether it was mosquitoes in the yard, ants in the kitchen, or cockroaches flying through on their way Read more

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Avoid Making a Bad Situation Worse – 12/27/22

Posted on December 27, 2022 in Customer Service Tip of the Week Please leave a comment

Twitter.  When you hear that word, does your temperature rise?  Do you roll your eyes?  Do you ask: What is Twitter?

From a customer service perspective, Twitter has evolved into a virtual place for consumers to complain about businesses.  For those businesses savvy enough to understand the importance of communicating with customers in customers’ preferred communication vehicle, Twitter can be an effective and needed place for service recovery to occur.

Bad Incident, Good Service

For this Tip of the Week, Twitter was a source of a tip.  A writer shared a personal story about his recent travel.  He called the airline in question by name.  But the Tweet was positive.  He said he had a stroller damaged on a trip.  He noted that the airline handled the “situation promptly and fairly,” and it “never turned into a fight.  Just fixed it.  Appreciate the customer service.”

This issue was apparently caused by the airline, and luckily they were dealing with a reasonable customer.  This was a customer who had engaged businesses before where one of those company’s issues was made worse by how the company responded.  Companies can often get defensive.  They can argue insignificant points about the situation or try to deflect blame from themselves instead of focusing on empathy for the customer and the solution to the situation.

This customer actually appreciated the customer service, but they also highlighted their appreciation for the company not turning a company-caused issue into a fight with a customer.

A Different Definition of “Good Customer Service”

Yes, customer service in today’s world is such that good customer service is often defined as companies just not making their initial mistake worse by how they address the issue.

When dealing with a customer who’s complaining about a mistake your organization made, you’re in a delicate position.  Be a little extra in-tune with that fact so that what you say and how you say it is not something that makes the situation worse.  Offer the empathy, find a path to a solution, and avoid the defensiveness and arguments that can lead to the fight.

Avoid making a bad situation worse.

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Open Minds and Ornery Customers – 12/13/22

Posted on December 13, 2022 in Customer Service Tip of the Week Please leave a comment

We all have to deal with some crazy customers, at times.  They might be loud or sad.  Flighty or mad.  They may have unrealistic expectations or think it’s OK to skip past people in line because their need must be more important than the others.  Some are rude, some are disrespectful, and some just flat don’t know how to communicate politely or professionally.  So, it’s understandable why our emotions are triggered, and we can reflect their ornery nature if we’re not careful.

One way to deal with the ornery customer is to have an open mind.  I’m not suggesting that we capitulate to their concern.

Rather, we need our mind to be open to finding new ways to navigate the conversation.  New ways to get to resolution.  New ways to close a conversation.

I’m not talking technique, per se, about how to handle the angry customer.  We’ve dealt with that many times in these tips.  Instead, I’m talking about how we handle ourselves intellectually in a conversation that has the potential to go down the tubes emotionally.

Openness is about allowing the new, the creative, the different, the atypical path forward.  What people can you involve in the conversation or direct the customer to in order to move forward?  What process can you begin that can make the conversation more productive?  Is there an action you can take in front of the customer – right then – to show that you’re in it with them?  Is there an action you can have them do at that moment so they feel like progress has started (and to distract them a little)?  Is there a way to end the conversation with your promise of a follow-up call, e-mail, or text by the end of the day?

When you’re dealing with the ornery customer, you have to deal with the emotions.  But if we keep an open mind about the possible solutions for the situation, maybe that emotion won’t dominate our reaction.  Maybe we can more quickly close the conversation and move to the next step.

Keep an open mind with the ornery customer.

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

Posted on October 4, 2022 in Customer Service Tip of the Week Please leave a comment

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 – Topics that create these connections About The Now:

About The Now

Whether you’re dealing with a new customer or an existing customer coming in upset, you can connect with the customer about what is going on today, right now.  Noted below are 3 categories of connection points that are more about today’s situation.

Environment – What’s the weather like outside?  Is the building pretty, clean, bright, or easy to navigate?  Are they using a mobile device or tablet or computer, and is that what you are using or could be using, as well?

Situation – Have you had other customers who’ve dealt with the situation they’re describing?  Have you personally dealt with a similar situation?  Are there lessons learned in those situations that you can share with them to paint a picture of next steps or final resolutions?

Goals – If you understand their goals, is there some way you can relate to their goals?  Do you understand why they want what they want?  I’m not asking do you agree with their goals; I’m just asking if you can understand and appreciate why they are seeking a particular solution?

Just like we noted in the Part 1 Tip last week, you could ask some of these questions, but it’s just as important to listen closely to what they convey, learning the specifics of what they share, so you can use that information to connect with them, to build rapport.

Find some Situational Connection Points.

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