Customer service•Basic concept of customer service•Basic communication skills of dealing with customers

1. What is customer service?

How a company deals with its consumers before, during and after a purchase or use of a service. A series of activities designed to enhance the level of customer satisfaction – that is, the feeling that a product or service has met the customer expectation. A proactive attitude that can be summed up as: I care and I can do.

2. Why it matters?

Businesses need to recognize:The benefits of having satisfied customers;The costs of having dissatisfied customers .

3. Who offers it?Who gives customer service?Name some job roles…

Shop assistants (salespersons)ReceptionistsBank assistantsInsurance agentsFood serversBus driversCustomer service representatives

Link: Customer Care

Customer care centreCustomer care representative The two terms (customer service and customer care) are often used interchangeably. Customer care is the application of customer service.

3. Who offers customer service?

Excellent customer service can only be achieved by training all employees, even those who do not have direct contact with customers.Happy employees make happy customers.

4. How to offer customer service?

Listening: - p.89

4. How to offer customer service?

Discussion: What rules for good customer

service can you summarize?

4. How to offer customer service?

Excellent customer service is the ability of an organization to constantly and consistently exceed the customer's expectations. It’s all about attitude and skills.

Rules for good customer service

Answer your phoneMake sure that someone is picking up the phone when someone calls your business.

Don’t make promises unless you WILL keep themListen to your customers

Let your customer talk and show him that you are listening by making the appropriate responses, such as suggesting how to solve the problem .

Deal with complaints Be helpful, courteous, and knowledgeable

Communication skills of dealing with complaints

“Customer complaints” p.85, Book 4“Telephone complaints” p.131, Book 3“Handling difficult situations” p.43, Book 4 “Resolving conflict” p.73, Book 4 “Active listening” p.89, Book 4

Words & phrases that damage customer relationship

You don’t understand.I don’t know. I can’t…You don’t see my point. Hold on (or hang on) a second. Our policy says (or prohibits)…That’s not my job/responsibility.You must/should…You’ll have to…What you need to do is…What’s your problem?Why don’t you…?I never said…

“ I’ll find out for you”; “I’ll need to check on that and get back to you”; “I’ll have to look that up, when is a good time for me to call you back?”

Words & phrases that build customer relationship

Please.Thank you.I can/will…How may I help?I was wrong.You’re right.I understand how you feel.May I …? / Could we try …?Have you considered …I’m sorry for …It’s my/our fault.What do you think?Would you mind?

Express empathy to customersUse empathic phrases:

“I can see why you feel that way”“I see what you mean”“That must be very upsetting”“I understand how frustrating this must be”“I’m sorry about this”Always say you’re sorry

Excellent customer serviceStudy these “winners” Customer service stars:

2009 BusinessWeek Top 25

http://images.businessweek.com/ss/09/02/0219_customer_service/1.htm

Customer service & CRMCRM is useful for customer service. Businesses can use automated CRM applications to analyze customer complaints, or compliments, and change the business processes accordingly. Interestingly enough, CRM products also run many automated call-centers for businesses (i.e. customer service systems). CRM applications and practices are used to make businesses more efficient and improve customer satisfaction.

Role play (work in pairs)You have bought a cell phone and it’s broken after only one week and you’re very angry about products not being made to last anymore. You want the salesperson to do something immediately. She is offering you a replacement and you want a refund.

Homework

Listening pp.84-85

Case study p.90

Appendix

How to deal with different types of customers?

The talkative customerAsk closed questionsLimit the time available for them to interrupt (don’t have long pauses)Provide minimal responseSmile and be pleasant, but don’t encourage themWind up – thank them for coming, walk them to the door but don’t be rude or dismissive

The angry customerListen carefully without interrupting so you understand the problemEmpathize in a broad wayStay calm and remain politeDon’t escalate the problemDon’t take it personally, be defensive or blame othersPropose an action plan and follow itSeek support if you are scared, if you can’t agree on a solution or if the customer asks to see “whoever’s in charge”

The ‘know it all’ customerAcknowledge what they sayCompliment them on their researchBe generous with praiseDon’t put them in their place no matter how temptingDon’t try to be smart – you can’t win!Ask them questions and use them to improve your knowledge

The indecisive customerFind out what they really wantAsk them for the optionsReflect back to them what they’ve saidAssume control gently and point out the best course of action from what they’ve told you they needBe logicalConfirm a plan of action with themMaybe even put it in writing

The suspicious customerEstablish your credibilityEnsure you know your product or serviceThey will try and catch you out so don’t guess or tell them something you’re not sure ofBe careful what you sayBe politeDon’t take it personally, they don’t trust anyone!