Customer Service Training 101

Whether you are in a new customer service role or simply need some customer service refresher tips, Customer Service Training 101, is the book for you.

Now in its third edition (originally published in 2005), you’ll find practical and actionable techniques and behaviors to ensure you are providing the best possible service for your customers.

Along with dozens of scenarios, examples, guidelines and practice lessons, author, Renee Evenson, also provides a focus on customer service in today’s marketplace, which includes effectively using social media.

My favorite parts of the book include Evenson’s techniques for effective customer service via the phone and for properly responding to customer complaints.

First, for effective customer service via the phone:

Verbalize what you are doing – explain to your customer what you are doing throughout the phone contact. Never assume that the person on the other end understands.
During pauses, tell the customer what is happening – Silence, to a customer on the other end of a phone line, can create confusion: Are you still there? What are you doing? Letting them know you are still there and working on the issue at hand builds trust.
Explain why you need to place customers on hold – and be sure to tell your customer approximately how long it will take.

Next, you’ll provide excellent customer service when you follow these five main steps (and additional sub-steps) when responding to a customer complaint, explains Evenson:

Understand the complaint

Listen

Apologize

Assure

Recap

Display empathy

Identify the cause

Investigate the situation

Determine if the customer has a valid complaint

Apologize again if necessary

Explain what happened

Solve the problem

Offer your best solution

Focus on what you can do

Never assign blame

Show compassion

Offer an alternative solution

Restore the relationship

Thank the customer for allowing you to make things right

Offer something extra

Make a follow-up call or visit

Fix what needs to be fixed

Analyze what went wrong

Fix the problem

Make things better

Evenson also recommends:

Make sure your attitude is never indifferent, but one of making a difference.
Put yourself in your customer’s shoes and try to see things from his/her perspective.
Focus on the problem, not the person’s attitude or behavior.
Display empathy toward the customer’s situation.
Focus on what you can do.

“When customers take the time to complain, they are giving you a gift,” says Evenson. “They are giving you the opportunity to make the situation right. When you do so, you will not only save this customer, you also save others who would not have taken the time to tell you when something is wrong.”

Customer Service Training 101, is suitable for nearly any type of business – retail and non-retail.

Comments

Communicate Often And Tell A Story

"Most leaders' visions fail, not due to a leader's inadequacies, but due to the leader's lack of communication," said Margaret Reynolds of Reynolds Consulting, LLC in Lee's Summit, MO. Reynolds shared her expertise with me recently during an interview. She added that it's not that leaders don't communicate, but that they don't beat the drum regularly enough. "Leaders need to communicate often, regularly and consistently," she recommended. "In terms of how to communicate so people get it, it is pretty widely accepted that story telling is the most effective," explained Reynolds. Leaders need to paint a vision where people see it often. She recommends that leaders share their vision at least seven to 10 times with their employees, and to make it clear to everyone what specifically each person can do each day to help achieve the collective mission. Reynolds' other advice to leaders is to be one who: •listens with respect...

Key Interviewing Questions To Ask To Identify Leaders

The next time you are interviewing a candidate and you want to access their leadership skills, consider asking the candidate these questions: What personal qualities define you as a leader? Describe a situation when these qualities helped you lead others. Give an example of when you demonstrated good leadership. What is the toughest group from which you've had to get cooperation? Have you ever had difficulty getting others to accept your ideas? What was your approach? Did it work? Describe a situation in which you had to change your leadership style to achieve the goal? One leadership skill is the ability to accommodate different views in the workplace, regardless of what they are. What have you done to foster a wide number of views in your work environment? Thanks to Sharon Armstrong, author of The Essential HR Handbook , for these helpful questions!

Find The Ideal Tone For Your Emails

Can't quite master the ideal tone for the emails you send employees and customers? Or, do you have employees whole struggle with the tone of their emails? You might want to check out ToneCheck. ToneCheck , a software program that works with Microsoft Outlook 2003, 2007 and 2010, helps to ensure your tone is clearly communicated and understood. It acts somewhat similar to an email spell checker, and you can select the suggested alternatives or ignore the advice. The program evaluates words and phrases for the intensity of eight primary emotions, allowing you to adjust the overall tone before you send your message. ToneCheck scans your messages for terms that may be inadvertently conveying: • Affection • Friendliness • Amusement • Excitement • Sadness • Grief • Fear • Uneasiness • Anger • Shame Over 165 billion email messages are sent worldwide each day. The average worker will spend 10 years of their work life dealing with email. And, sometimes, perhaps all t...

How To Write An Employee Satisfaction And Engagement Survey

According to Polaris , a company that specializes in employee research, “a company’s employees are often the face and frontline of an organization and their opinion of that organization affects their attitude, thus affecting customers’ attitudes, behavior and ultimately, the bottom line.” That is why Polaris recommends that business leaders conduct employee research that allows leaders to better understand what motivates employees, drives loyalty, and makes and keeps employees happy. “An added benefit of conducting employee satisfaction research is that, in doing so, a company lets their employees know they are important, their opinions and suggestions matter, and there is a sincere desire to make the company an enjoyable place to work,” reports Polaris. Here are 10 questions Polaris recommends you ask employees as part of a wide-ranging employee satisfaction and engagement survey : For each of the following statements, indicate if you: • Strongly disagree • Disagree • Somew...

Resolve To Find A Mentor In 2011

Having a mentor is one of the best things you can do to advance your career as a leader. So, decide today to secure a mentor who will work with you during 2011. Make that one of your New Year’s resolutions. A mentor can benefit leaders new to their leadership role and they can benefit experienced and seasoned leaders, as well. A strong mentoring relationship allows the mentor and the mentee to develop new skills and talents, to build confidence, and to build self-awareness. Proper mentoring takes a commitment from both parties and it takes time to develop and to reap the rewards of the relationship. Plan to work with your mentor for no less than three months, and ideally for six months or longer. When seeking out a mentor, think about these questions: 1. Will the relationship have good personal chemistry? 2. Can this person guide me, particularly in the areas where I am weakest? 3. Will this person take a genuine interest in me? 4. Does this person ha...

Give Positive Feedback. Don't Praise.

There is an important difference between giving your employees positive feedback and giving them praise . Positive feedback focuses on the specifics of job performance. Praise, often one-or two-sentence statements, such as “Keep up the good work,” without positive feedback leaves employees with empty feelings. Worse yet, without positive feedback, employees feel no sense that they are appreciated as individual talents with specific desires to learn and grow on the job and in their careers, reports Nicholas Nigro, author of, The Everything Coaching and Mentoring Book . So, skip the praise and give positive feedback that is more uplifting to your employees because it goes to the heart of their job performance and what they actually do. An example of positive feedback is : “Bob, your communications skills have dramatically improved over the past couple of months. The report that you just prepared for me was thorough and concise. I appreciate all the work you’ve put into it, as...

Do Exit Interviews

Knowing why an employee leaves your company can help you to reduce your employee turnover rate. That's because you can use the reasons a departing employee provides to gather information about processes, people and departments that might need some redirection to correct situations that may have contributed to the employee's reasons for leaving. So, do an exit interview whenever possible with each departing employee. Ask each person: Why they are leaving What they liked about their job What they would have changed about their job How they felt about the cooperation level among co-workers How they felt about communication and interaction with co-workers Whether they received the necessary training to do their job Whether they received frequent coaching and balanced feedback from their supervisor Would they recommend a friend apply for work at your company How they felt about their pay How they would describe the morale in the company and in thei...

How To Avoid 8 Common Performance Evaluation Pitfalls

As the year comes to a close it's likely time for many business leaders to tackle the annual performance appraisal process. So, here is a good reminder from author Sharon Armstrong about how to avoid eight performance evaluation pitfalls . These are in what I consider is the best chapter of the book The Essential HR Handbook , that she co-authored with Barbara Mitchell. 1. Clustering everyone in the middle performance-rating categories 2. Overlooking flaws or exaggerating the achievements of favored employees 3. Excusing substandard performance or behavior because it is widespread 4. Letting one characteristic - positive or negative - affect your overall assessment 5. Rating someone based on the company he or she keeps 6. Rating someone based on a grudge you are holding 7. Rating someone based on a short time period instead of the entire evaluation period 8. Rating everyone high, to make you look good There's ot...

The Five Points Of Professionalism

Here's more good advice from The Everything Coaching And Mentoring Book : Professional behavior on the job means that work habits are strong and consistent. Your organization's work ethic should be solution- and positive-results-oriented. And you should regularly take inventory of these five points of professionalism : Honesty and integrity Learning and initiative Resilience Positive attitude Teamwork Check out these useful online resources for more coaching and mentoring tips and advice: Micomentor The Center for Coaching and Mentoring The Coaching and Mentoring Network Coaching and Mentoring for Small Business Owners Manager's Forum Coaching and Mentoring Careers Peer Resources Coaching and Mentoring Training

Use A Board Of Advisors

David Burkus often provides valuable comments to my various Blog postings, and he's a person who effectively uses a board of advisors, instead of mentors, to help him achieve success. "I've found that in my life, it was easier and more effective to set up a board of advisors," said Burkus, the editor of LeaderLab . "This is a group of people, three to five, that have rotated into my life at various times and that speak into it and help me grow. I benefit from the variety of experience these people have." LeaderLab is an online community of resources dedicated to promoting the practice of leadership theory. Its contributors include consultants and professors who present leadership theory in a practitioner-friendly format that provides easy-to-follow explanations on how to apply the best of leadership theory. Community users can download a variety of research reports and presentations about leadership and leadership versus management. For example, a pr...

Eric Jacobson On Management And Leadership

Search This Blog