retention | Customer Service Solutions, Inc.

When Passive Voice is a Good Thing - 8/9/22


It’s all your fault, Mr. Customer! We may want to shout it from the rooftops, but other than venting and absolving ourselves of guilt, this wouldn’t help much in the grand scheme of things. We have a customer sitting in front of us or on the phone, and maybe they are Read more

They’re Stressed, So You Can… - 8/2/22


Wow!  That customer looks stressed!  Maybe it’s their body language or their expressions; they could be fidgety or talking really fast. In the past, when we offered guidance in these situations, we focused on how to navigate the conversation step-by-step - what points to cover and what points to avoid. But Read more

Find the Hidden Compliment - 7/26/22


The fact is, they ARE complaining:  The room is too cold.  The wait is too long.  They wish the parking spaces were bigger.  The new app doesn’t have a mapping function.  They cannot pay with their phone.  The website is unclear. In these types of complaints, the ones that are Read more

When You Know More Than They Do - 7/19/22


It was 95 degrees outside.  That’s not too bad when you’re inside and enjoying the air conditioning; but when Rachel’s A/C went out, in came Rachel’s worry.  Luckily, she knew the company to call, and a technician from Acme HVAC (fake name, real company) came out the next morning. Rachel Read more

Investigate for FACTS - 7/12/22


Sometimes the issues that we deal with don’t have an immediate resolution.  There’s unknown information and conflicting stories.  Many individuals are involved, or possibly whoever is involved is not available.  You have to investigate. For situations where you have to be clear on what occurred, make sure you’re gathering all Read more

Become a Great Teacher - 7/5/22


Are you one of those people who really liked school?  School is always made more enjoyable by great teachers and professors. Do you love sports?  Many coaches in football and basketball, in hockey and baseball view themselves as teachers…teaching the game they love to their team. True leadership is about growing Read more

Don’t Assume Their Motivation - 6/28/22


The company was instituting new human resources policies aimed at holding employees accountable for being late to work.  Employee lateness had been rising, and management wanted to make sure they reinforced the need for people to be on time. At a meeting to roll out the new policies, a leader Read more

It’s Not Always About the Outcome - 6/21/22


We want the satisfied customer.  We want the issue resolved.  We want to be able to fix the error or save the client.  We want to feel good coming out of a conversation, or feel like we have accomplished something special.  We want the “win win.” But all those great Read more

Ask: What is your goal? - 6/14/22


Through these Tips, we’ve shared our technique about how to meet the customer’s need right the first time.  It’s a conversation – a give and take with the customer where you hone in on what their true need or concern is, seeking more clarity to more quickly get to Read more

Make it Sincerely Yours - 6/7/22


I’d like to hear more.  I’m sorry about the situation.  Resolving your issue is important to me.  We appreciate your business.  Thank you for bringing this to my attention. These phrases are generally well-received depending on the situation.  But we want to make sure when we’re speaking to others that Read more

How to Make the Situation Right – 12/28/21

Posted on in Customer Service Tip of the Week Please leave a comment

The manager in the field office felt that – when problems arose with customers – the company didn’t do an especially good job of responding effectively.  He felt like this was hurting customer renewals of annual service agreements.  The company developed many customer service and retention initiatives with little benefit.  So they solicited ideas from three of their best technicians.

The manager gathered the techs in a room and identified existing customers with common issues that weren’t yet resolved.  After sharing the situations with the techs, he sent them off to individually come up with the best solutions.

The next day, the manager met again with the technicians to hear their ideas.  The first tech – Jackie – researched data on her customer, and offered her best guess on what would satisfy the customer and get them to renew their contract.

The next technician – Mark – focused on the issue with the customer’s system, and he came up with an idea for how to compensate the customer for the issue and fix the system.

The third tech – Stacey – came up with what seemed like a crazy idea.  She didn’t offer compensation.  She didn’t focus on past customer history in the database.  The other three people in the room looked at each other but didn’t say a word in response.  Finally, the manager said:  Why would you possibly think that’s the way to resolve the issue and to retain the customer?

Stacey responded:  Because I called him up and asked what was his understanding of the issue and what we could do to fix it.  This is what he suggested.  It sounded reasonable and was within policy, so we went ahead and fixed it.

We can spend a lot of time coming up with the most creative and complex and high compensation ideas to address service recovery situations.  Yet, sometimes the quickest and easiest way to identify a solution in a service recovery situation is to ask them.

Consider asking the customer what would make the situation right.

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Diss the Dissatisfiers – 8/3/21

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Do people still talk about “being dissed?”  When I was growing up, we used to talk about how someone may get dissed by others – short for disrespected; you could also define “diss” as holding in contempt.  I understood the term “diss” and used the term, at times, to describe the situation – it seemed like a cool slang term to use, even though I may not have been the coolest person in my school (as my family members would attest).  But I digress…

In general, it’s not good to diss someone, but someTHINGS are sometimes worthy of being dissed.  Let’s talk about customer dissatisfiers.  Some businesses are so focused on creating the WOW experience or reciting their customary script that they forget that one or two negative experiences can easily overshadow that one WOW.

For many organizations, before they try to determine how to delight the customer, they first need to shore up the quality and consistency of their experiences.  They need to identify those key customer dissatisfiers.  They need to determine what situations or responses or reactions or processes or product experiences that could cause a customer never to come back.

The fast-food restaurant has a “B” sanitation grade.  It had incredibly fast service, but who would want to eat there?

The boutique had snobby employees.  They had interesting products in a nice ambiance, but who wants to pay money to somebody who’s treating them as “lesser than?”

The big box store took forever to check out.  Sure, they had a large selection, but who wants to wait in line over 20 minutes to buy a $10 phone cord?

The sporting event played music so loud that you couldn’t hear anything else.  Sure, the team won, but if the between-play music dominated the environment and didn’t allow you to talk with others, didn’t the music detract from the experience?

I appreciate when businesses try to create the WOW.  But organizations need to also identify those key aspects of the experience with their people, products, processes, places, or overall experience that can drive customers away.

Find those pain points for your customers – the reasons that could cause their exit. And then find ways to ensure you take the pain out of your experience.

Diss the Dissatisfiers.

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Why Did They Walk Away? – 6/22/21

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Granted, the drive-thru line was long, but Cynthia thought it would move pretty quickly.  After almost 10 minutes of only moving up one spot, she drove away.

Benny was on hold, but the system didn’t tell him for how long.  Then he looked at his watch; 5 minutes later he looked again. And 3 minutes later, he looked again. Then 2 minutes later, he hung up.

Jenny took her lunchbreak to go to the bank and get a few questions answered about her account.  She got into the branch and stood in line.  She stood, and she stood, and she stood.  Eventually, she could not stay in there any longer.  She was frustrated and had to get back to work.  She turned and walked away.

Three different customers with three different needs – they were trying to get their needs addressed three different ways.  And if each of the three companies did a customer satisfaction survey, they would never know why Cynthia or Benny or even Jenny left.  Technically, they might not have information on those three customers, and none of their systems may even know those three people had a need.  These customers left – maybe to never return.

The companies lost business that day and maybe customers for a lifetime, and they didn’t know why they walked away.  They didn’t know why they hung up the phone or drove away.

This is the big problem with gauging customer satisfaction based on numbers of complaints or who visits your office the most.  If we don’t find other ways to uncover what the customer experience is like other than surveys that occur after the transaction, then we could miss information on some of the most important customers – those who were so dissatisfied that they left before getting served.

Take a step back and look at your overall research strategy.  Do you incorporate mystery shopping?  Do you conduct annual surveys of customers gauging more broad-based perceptions?  Do you conduct research such as focus groups with customers who don’t engage with you anymore or who have not renewed contracts or have closed accounts?

Make sure that your customer experience research provides the answer to the question:  Why did they walk away?

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