How to make sure your customer service team is skilled, empathetic, and engaged
What is the most important thing you can do to improve relationships with your customers? The answer is as obvious as it is overlooked: improve customer service. No matter how great your product is or how talented your staff is, one of the things that customers are most likely to remember is the direct interaction they have with your company.
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1. Strengthen your customer service skills
It's important to make sure that your customer service team has the right skills for your managing customers' needs. No amount of CRM software can compensate for shortcomings in this area. What skills should you be looking for in a customer service rep?
Bottom line, your customer service team is often the face of your company, and customers' experiences will be defined by the skill and quality of the support they receive.
Some customers will be irate. You must know how to handle all of them and provide the same level of service every time.
Every customer is different, and some may even seem to change week-to-week. You should be able to handle surprises, sense the customer's mood and adapt accordingly.
You don't want your customer to think he's getting 50% off when he's actually getting 50% more product. Use authentically positive language, stay cheerful no matter what and never end a conversation without confirming the customer is satisfied.
Customers appreciate a rep who will see their problem through to its resolution. At the same time, you must have good time management skills and not spend too much time handling one customer while others are waiting.
Ultimately your customers rely on you for their knowledge of your product. Customers will appreciate the honesty and your efforts to find the right answer.
The customer's always right ...? Whether your team works directly with customers or looking for feedback on social media, they've got to keep the customer's happiness in mind.
Not sure if your reps have the right customer service skills? Survey or interview your customers to understand whether your service team is showing each of these traits. Running a customer feedback survey through your CRM program, at the point of sale, or when you send customers an invoice is a great way to see where your team's skills do and don't measure up.
If you are not constantly on the lookout for opportunities to improve your customer service, then your relationships will stagnate. Here are a few customer service tips for identifying ways to better serve customers.
2. Look at every touchpoint
A bad customer experience at any point in the customer lifecycle can ruin your relationship. In addition to making sure the right skills are demonstrated, you need to be sure they're being demonstrated consistently. Pay the most attention to key touchpoints, but make sure you have a full view of the customer experience, or you risk lapses in service that can really hurt business.
3. Improve your customer interactions
That's a good start if your staff has the necessary skill set. They still need to relate to your customers. Here are some tips for making sure customer service is both thorough and well received:
You'll want to know how your customer service team feels about working conditions and compensation, opportunities for career advancement, training and their peers. Our employee engagement template offers a good overview. We've also compiled benchmark engagement data to help you understand how your employees' engagement compares to other companies.
Your customers want to feel like they have access to real people, not faqs and bots. Take full advantage of social media (such as Facebook, Twitter and Yelp) and write responses when your customers post on your page. This shows your customers that you are real people working on their behalf.
Work early and late when needed, especially if your customers are in different time zones. Even providing customers with your physical address helps build their trust and reminds them that your company exists off the internet.
Offer VIP treatment for your best customers to let them know they are appreciated. What special services might your customers like? Set up focus groups, interview customers, or run a survey to get ideas.
You can bring various customers together in numerous ways, including webinars, interactive websites, social media, trade shows and conventions. And don't forget that while your customers come to these forums to learn from you, you can learn as much-- if not more-- from them.
5. Make sure your reps are engaged
You can have the best customer service skills and the best training in the world, but if your reps are checked out, it won't matter at all. Improving employee engagement is another way to make sure customers have a great experience. Dissatisfied employees are unlikely to come forward with their problems, so consider an anonymous suggestion box or an employee engagement survey to see what makes your employees tick.
Ask reps to try to identify a common ground-- like shared interests-- with the people they help. Having this point of understanding makes conflict easier to overcome by humanizing the relationship, and it endears customers to your rep (and ultimately your company).
Practice active listening so your customers feel heard. Rephrase and clarify what the customers say to ensure you understand them. Empathize with and reflect their feelings by saying things like, "That must have upset you" or "I can see why you feel slighted."
Admit your mistakes, even if you discover them before your customers do. This builds trust and restores confidence. It also allows you to control the situation, re-focus the customer's attention and resolve the issue.
Follow-up after a problem is solved. Make sure the issue stays fixed and that your customers were satisfied with the service. Sending an email, or even a feedback survey is an excellent way to let the customer know you're still on their side.
4. Enhance your customer service strategy
What organizational strategies can you employ to please customers? Practice proactive customer service by making your customers happy before they come to you with problems.
6. Give your customers a way to provide feedback
No matter how proactive you are, you'll never be able to get in front of every customer issue. To make sure you learn about the good, the bad, and the ugly experience your customers have, create an easily accessible way for customers to give feedback.
Whatever steps you choose to take, remember feedback's importance to customer satisfaction. Make an effort to get closer both to your customers and your reps.
A bad customer experience at any point in the customer lifecycle can ruin your relationship. Practice proactive customer service by making your customers happy before they come to you with problems. Make an effort to get closer both to your customers and your reps.
Not only will you discover touchpoints and skills that need improvement, but your customers will see that are dedicated to providing top-notch, proactive customer service.
It's important to make sure that your customer service team has the right skills for your managing customers' needs. Running a customer feedback survey through your CRM program, at the point of sale, or when you send customers an invoice is a great way to see where your team's skills do and don't measure up.
Not only will you discover touchpoints and skills that need improvement, but your customers will see that are dedicated to providing top-notch, proactive customer service.