Customer Support Best Practices
Share your thoughts or start a discussion on best practices around CS
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You’re here, so you have a fair idea of how CX plays an important role in retaining customers and driving revenue. We’ve been hearing crazy stats like how CX initiatives by companies can actually overtake Price and Product as the key brand differentiator (Source: Walker) So now we have a question for you. What’s your take on this? Can a business thrive by only banking on stellar CX? We’d love to hear your valuable perspectives, comment away :)
For a lot of companies customer support has truly become a differentiator. While a lot has been spoken about scaling customer first culture, effective Onboarding processes et al- all these start to diminish as the support org (and the company)starts to scale. Given this premise- What do you think is the right ratio of customers to customer support agents? Is there a magic number to ensure that you're not hurt by the scale problems? Do let us know with industry and the size of your support org and customers (if you can share them).
Customer Roundtable Recording : Supercharging CX With Bots and AutomationCustomer Roundtable Recording
We had a very insightful session last Friday (March 5) on the first customer roundtable regarding ‘Supercharging CX with bots and automation’Don’t worry if you couldn’t attend it- you can access the recording in the link above, and also post your questions and comments for your peers and experts in the discussion thread below.Be part of the CX Community to stay current, participate in relevant discussions with your peers and gain access to some great conversation and networking opportunities.We look forward to hosting you at another one of our roundtables soon. Thanks,Pritika Ramani Having issues viewing the recording? Click Here
I want to share one of my favorite principles of both conducting and explaining what great customer service looks like. It’s the principle of “plus-one” customer service.Any time you interact with a customer, strive to add a “plus one.” The “plus one” can be a do-extra: giving them more of your effort than they asked for or reasonably can expect. Or it can be a tell-extra: answering an important question they didn’t think to ask. Strive to practice “plus one” customer service whenever you can find or create a “do extra” or “tell extra” opportunity. It truly builds connection with customers, and keeps your brand/company out of the dreaded “commodity zone” where you’re considered interchangeable with the competition. ****In your day to day work with customers, do you practice “plus-one” or something similar? I’d love to hear. Micah Solomon Author • Forbes Senior Contributor • Customer Service ConsultantPresident and CEO, Four Aces Inc. 484-343-5881Click here to chat live with Micahm
Sorry for the inconvenience ?Question
Many times in customer support, you need to have challenging conversations with customers. You may encounter users who are experiencing difficulties with your product or service and who require your guidance and expertise to help them resolve the problem. ‘Sorry for the inconvenience' is one of the most commonly used expressions in such scenarios. However, it often happens that this statement is much more used and that the client finds it "less personalized". We need to constantly reinvent the wheel and offer genuine help to customers. Therefore, adopting newer, more empathetic apology statements, is a must have for a good customer experience. So, what are your alternatives to “Sorry for the inconvenience” that have worked well for you in the past? We’d love it if you can share some interesting experiences in the comments below.Here is a super cool blog by Freshcaller which explains why we must constantly reinvent the wheel and offer authentic help to customers.
We’re back with the episode 6 of Masters of Moment!Offering great customer service is no longer just a 'nice to have’ — it is the key differentiator between business success and failure. Making sure that you understand the challenge being faced by the customer, fosters a sense of connection in a positive customer experience.Managers must constantly remind their CX team to imagine themselves in their customer's shoes to truly feel their frustrations and understand how important quick, effective solutions are.This is because empathy flows from the top down.It is also an important character trait for CX agents because they have to talk to different kinds of customers daily, solve their problems, and ensure that they represent the company in the best way possible for an excellent customer experience.Join us on Tuesday, July 5th, 2022, to catch an illuminating chat between Alan Berkson, Director of Thought Leadership, and Shelley Archambeau, Former CEO, and Verizon Board Director, to learn
We’re back with the second episode of Masters of Moment!This episode is about writing, something that dominates customer service activities - be it email, chat, or conversations over social media. In customer service scenarios, as far as precedence goes, writing is purely transactional. Yet, injecting more life into all forms of written communication is the need of the hour.Writing can be every bit as effective and engaging as conversations over the phone. The right techniques can help customer service professionals investigate matters deeply, weave in emotions, and respond with great clarity and conviction. Guided practice is particularly effective in achieving these ends.Join us on Jan 21, 10 am PST/6 pm GMT for a 30-minute LIVE workshop with expert Tanya Baker on what good customer-facing writing looks like. Tanya will share simple techniques to write compellingly and informatively, and workshop a piece of customer-facing writing LIVEon Linkedin. You will have to registerfor the eve
Having a service recovery framework is important because, even in the best of times, it’s hard for most of us to improvise entirely from scratch without a structure to guide us and upon which to fall back. And a situation that calls for service recovery is, by definition, far from the best of times. When things haven’t gone smoothly and a customer is upset, employees are likely to feel embarrassed, or defensive, or put-upon, or angry—or all of these at once. With so much emotion flying around, it’s hard for even the most seasoned and even-tempered customer service professionals to do their best.All great customer-focused organizations have one, and they tend to form a mnemonic for easy recall under the gun. For example: Marriott’s spells LEARN; Starbucks’, quite adorably, spells LATTE.If your organization hasn’t already committed to a different service recovery system, let me offer you my own four-step MAMA service recovery framework. I expect it will stand you in good stead. [NOTE: He
According to Gartner, 89% of companies will compete primarily on the basis of customer experience in the future. In such a world, it is important for every company to regularly gather feedback from customers to ensure that they are satisfied with products and services.“Doing the same thing over and over again and expecting different results is madness”Customer feedback is critical to any business. As we know without customers there can be no business. In this blog post, we discuss the importance of a CSAT survey after phone interactions and how Freshcaller can help you create the perfect IVR CSAT survey.What is the significance of customer feedback to your business?
No matter how good our customer experience is today, innovation is required to a) keep up with our competition and b) keep up with the ever-growing service expectations of our customers. Here are five steps that I suggest that will drive--and sustain--customer experience and customer service innovation. 1. Set up a transparent framework for reviewing proposed innovations. For an innovation culture to thrive, you’ll want to establish a framework to submit suggestions for innovation in an organized manner and have them reviewed—within a transparent system—for potential action. USAA, the insurance and financial services giant, has used such an approach to encourage and harvest nearly 1,000 patents based on employee suggestions, most of them from non-technical employees, including a staggering 25 from a single security guard employed at the company.2. Build a blame-free culture and embrace your mistakes. Some of the best innovations come from serendipitous accidents rather than linear pro
It’s important to regularly check (at your company or in your department) for lapsed customer service standards (best practices). This is something that, as customer experience and customer service consultant, I stress to my clients. Including:• How quickly are your phones answered? Three rings should be your standard. (Why? Studies done by the Ritz-Carlton Hotel Company have determined that by that fourth ring customers will have grown worried that you'll never answer, or won’t really be on the ball if you do.) \• How quickly do you answer emails? (a standard of “within 24 hours” is unacceptable in today’s world; these days, that’s like 36 years in internet time. Commit instead to answering all inquiries the same morning or the same afternoon.) • How about webform queries that come in on your site? (You may be unpleasantly surprised if you test this one yourself; often “never” is the depressing answer to when these are ultimately replied to.)These are just three standards related to t
ABasic customer service takes care of customers’ expressed wishes and answers their stated questions. (The customer requests something, and you provide it to them; the customer asks a question and you answer it.) Of course, these basics are important. But world-class customer service also seeks out what’s been left unexpressed or unasked. This is a master practice of customer service and one that brings the service you provide up to an entirely higher plane. Why would customers not ask for something they would benefit from? There are three basic reasons:They’re not technically knowledgeable enough to know they would benefit from it (you, after all, are the professional, the expert) They simply don’t know that it’s available, that you offer it. They’re not an assertive person in public and they “don’t want to be a bother.” By stepping in proactively to serve them on this deeper level, you can become, and stay, head and shoulders above your competition. Plus, it’s a good feeling.
🤔Next week on April 21st is Get To Know Your Customers Day.I’m writing a post about this and would love YOUR ideas.How do you get to know your customers? What do you recommend to leaders who are pretty far away from their actual customers? What do you wish you knew about your customers?It’s ironic but often as someone rises up in an organization they get farther and farther away from customers. It becomes more difficult to really stay connected to who they are and what they’re looking for.What methods or fun ideas have you seen work OR what ideas do you propose?Let’s get to know our customers!!
Hey Community & CX experts I am thrilled to be introducing @Micah Solomon (if you haven’t already heard of him), customer experience and customer service consultant, subject matter expert and author of 5 books today! Watch his video on the topic of his new book, ‘Ignore your customers (and they will go away)’ Customer experience is the new marketing. 93% customers say they make decisions in full or part based on word of mouth recommendations, or as Micah puts in word of thumb. From sharing a glimpse into the world of Don Draper, a fascinating conversation between an Amazon agent, Thor and a customer, Odin, and a heartwarming incident on the Seabourne Cruise Line, Micah takes us through his 5 principles for creating exceptional customer experiences - 1. Today’s customers are the enemies of stupid 2. Beware of the cliff of dissatisfaction - Perceived timeliness is what matters i.e you are able to match the consumers scheduling expectations. 3. Today’s customers prefer an eye le
The golden rule—the principle of treating others as you’d like to be treated, a philosophy that is believed to exist in every culture (in “do unto others as you’d have them do unto you” or somewhat similar language) is the bedrock of customer service and hospitality the world over, and has been, you could argue, since biblical and Classical times and before: “For once I was a stranger in a strange land” and so forth. It is also the explicit basis of some of the most storied organizations that have built their growth on service. My favorite example of this being the conscious growth of Four Seasons Hotels and Resorts as a golden rule-powered organization, powering its growth all the way from its humble origins as ––kid you I do not– the Four Seasons Motor Hotel, based on this simple principle. The Golden Rule as a driver of CS, and ultimately of company growth, however, has taken a beating in recent, years. I know that sounds hard to believe, but in our world, one-upmanship rules the d
While 2020 revealed the impact of technology as an enabler of business continuity, digital transformation initiatives will be the backbone for businesses to succeed in 2021. Make a #FreshStart in 2021Tell us your #FreshStart 2021 Digital Transformation Initiative, in the comments below. Accelerating Digital Transformation in 2021 Download the Ebook
We’re back with the fifth episode of Masters of Moment!Optimizing a customer service environment for impact demands is, first and foremost, an investment in improving personal productivity.Connecting customer service professionals partly ensure this to tools that help them do their best work. But technology is typically optimized for velocity, not efficiency - it can help you do more but not necessarily better. Unless the investment in customer service technology is supplemented with an investment in productivity training, the strain on customer service professionals to produce extraordinary results can be immense.To reconcile productivity-quality tension and ensure customer service professionals don’t fall short of their goals, prioritizing tasks that align with their strengths, business goals, and complexity of customer complaints is a valuable check. Attention is key.Join us on the 18th of May for an interesting session between Alan Berkson of Freshworks and Markus Demirci, Founder
🖐Hi there! I’m curious what you have to say!Teams today are struggling with employees moving from one job to the next or “the great resignation” or other labor shortages. I personally have seen how delivering a great customer experience and focusing on ways to make employees more efficient and effective helps reduce employee turnover. And referred job candidates tend to get hired faster and stay longer, so it seems like a huge opportunity to encourage employees to refer others.But many organizations don’t ask current employees what they like or what the organization can provide for them to deliver a better experience. I’m curious, have you participated as an employee in a “stay” interview, not just an exit interview when you leave? Did you see changes? Did they close the loop with you on your feedback?My hope is that leaders are starting to realize the value in checking in more often with employees on their experiences. What do you think?
Do you have any best practices when it comes to managing remote support teams? I know a lot of them revolve around best practices for work from home like have a dedicated work space, schedule as though you were in an actual office, but I was looking for specific around customer support.Are you using any tools to collaborate?How are you managing load at these times?among others
All great customer-centric companies have what I call a default of yes, an ethos of, “The answer is yes; now what is your question?” As a customer service consultant customer service trainer, helping companies develop and sustain the default of yes is one of the most important disciplines I can share. The default of yes is a powerful, transformational principle. I can walk right into your business and tell whether you have a cultural “default of yes” or not. More importantly, your customers can too. Of course, you must be thinking: What if you can’t say yes—to a ridiculous customer request on price, deadline, and so forth? Here’s the secret: even if you can’t give a customer the exact “yes” they were hoping for, never say “no” without providing one or two reasonable alternatives. Think of it this way: “No” is a dead end,” while “Here’s what we can do” keeps the channel open. *******If you’re in a leadership position and want to work toward a default position of yes in your company or
One of the essential success skills for a customer-facing employee is the ability to keep your attitude fresh: to see things through the eyes of your caller, without growing jaded. The principle to remember, of course, is this: Even if this is the 4,733rd case of its kind that you’ve worked on this week, to your customer it’s the only one. My favorite take on this came from a bus-tour operator at a conference for SYTA (the Student and Youth Travel Association), explaining the attitude he brought to work every day: ‘‘No matter how many times I’ve previously given a tour of the government sites in Washington, D.C., for example, I consciously work to remember that for this group of kids this tour is their ﬁrst and maybe only one.’’ What techniques are you using to keep your attitude fresh every time you connect onto a new (but oh so similar) call? Is the conscious reframing of my SYTA friend enough? Is there more that you do? I’d love to hear. Micah Solomon Author • Forbes Senior Contr
Interacting directly with customers, helping them stay happy, which helps boost revenue is not an easy task. Your customer service representatives are on the frontline of your business and their work is highly unpredictable. It is very important to ensure that the customer service agents have enough bandwidth to handle customers and their concerns in a timely manner. Not taking these variables into account can clog your customer service channels and lead to negative criticism, or worse – loss of reputation and potential for future revenue.This is why it is so important to measure and optimize agents' productivity. So tell us what some of the metrics, tips, tricks that you and your organization use to boost agent productivity.Here is a blog by Freshdesk that helps identify some ways you can calculate productivity and explore 10 strategies to help you maximize it at every turn.
Internal customer service isn’t exactly the same as external customer service, but it’s no less essential. Allow me to share the list below of the principles and essential subtleties of execution involved in internal customer service: internal customer service best practices/principles for transforming your company culture into one where internal customer service is a powerful force.1. Respect is expected. With no exceptions. Bullying has to be addressed immediately, no matter how high up in the organization it occurs.2. Fine points of etiquette don’t have to be the same internally as externally (for example, we can informally answer an internal extension with “Purchasing–Jim” rather than “XYZ Homewares, Jim speaking, how may I help you today?”), but the spirit of kindness must prevail.3. Through lateral service, we do more for each other, and for the company. By moving out of our assigned positions to help fellow employees when they are temporarily short-staffed, we build a stronger c
Connect with your customers and put them at their ease–and give your brand an “unfair advantage” –by absolutely nailing your beginnings and endings. These two points, what the Ritz-Carlton Hotel Company calls the “warm welcome” and “fond farewell,” are the moments most likely to linger in your customers’ memories, due to the well-document psychological principles known as the primacy and recency effects. If you can provide comfort to your customers at these two key moments, it can create a halo over the rest of the time they spend with your brand.So how do you do it? Great beginnings (“warm welcomes”): • Answer your phone within 3 rings. Studies done by the Ritz-Carlton Hotel Company have established that by the fourth ring, incoming callers start to lose faith that you’ll ever answer their call--or if you do, that you’ll be competent in the service you provide. • Never make a customer feel like an interruption, even for that tell-tale microsecond at the beginning when you take the
In many customer facing teams (support, customer success) act as the liaison between customers, and all the internal teams like product development, marketing, sales among others. Do you follow any best practices while doing this? In other words, what do you do to ensure customer facing teams have a seat in product roadmaps?
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