Why My Horse Doesnt Smile

“ Why My Horse Doesn’t Smile?” A presentation by: Neelesh Kapoor

Why My Horse Doesn’t Smile?
Presentation Coverage:
The issues and concerns that restrict us to offer good customer service
Different ideas and better ways and means to deliver world class customer service
What do we need to do in order to make customer service a priority
How can we exceed customer’s expectations to make them remain loyal to our organization

‘ Customer Service’ is the ONLY differentiator in today’s biz world
If we don’t take care of our customers, someone else will
Good quality customer service is a necessity to reinforce the earlier positive experience of customer
Our greatest asset is the customer! Treat each customer as if they are the only ones
Customers don’t expect you to be perfect. They do expect you to fix things when they go wrong

Let your customer do selling for your organization
Good customer service builds great experience; customers tell each other about that. Word of mouth is really powerful
One customer, well taken care of, could be more valuable than $10,000 worth of advertising
Single most important thing to remember is that the result of a business is a satisfied customer
There is place in the world for any business that takes care of its customers – After the Sale

Customer – A few Definitions
A customer is someone who purchases or rents something from an individual or organization.
Any person, who defines needs or wants, justifies or pays for part or entire project, or evaluates or uses the results.
The person or business that buys from a business; a purchaser of goods or services.
“ Customer service is awareness of needs,
problems, fears and aspirations”

Characteristics of a Customer
A customer is someone:
Who has a ‘need’ or ‘want’ of a particular article.
Who can afford it, means who has enough ‘money’ to buy it.
Who has the ‘authority’ to decide the purchase.
“ A company without customer service will be a
company without customers”

Service – Some Definitions
Work done by a person or group that benefits another.
An act of help or assistance.
The act of managing the expectations of others.
“ One customer, well taken care of, could be more
valuable than $10,000 worth of advertising”

Customer Service – A few Definitions
Customer service is your ability to cater to the needs and the wants of your customers.
Customer service is your ability to constantly and consistently exceed the customer's expectations.
“ The goal as a company is to have customer service
that is not just the best, but legendary advertising”

Customer Service – Few simple rules
Always give people more than what they expect to get
I may not have the answer of all questions, but for my customer
I will find the answer he or she is looking for. I may not have the time, but I will make it.
“ Care stands for Customer Are Really Everything”

Customer Service – Pre-requisite
I know you have an impressive wardrobe. But of all the things you wear, your expression is the most important.
It is true, if someone remembers your suit and not your smile, you didn’t smile enough.
If you work just for money, you will never make it, but if you love what you are doing and you always put customer first, success will be yours
“ Everyone smiles in the same language”

Smile Always
Smile Always
Smile Always
Smile Always
Smile Always
“ A smile is a curve that sets everything straight”

Self Esteem
Do we respect our self?
Do we feel pride in what we are doing?
Do we have faith in our self and our abilities?
Do we feel confident of achieving all the goals we have set for our self?
“ Put all excuses aside and remember this:
YOU are capable”

Positive Self Esteem
Learn to welcome changes rather than fear them
Your self-image need not to be exaggerated
Positive self-esteem does not make you perfect
Failure is a stepping stone to success. Instead of blaming or repenting, you must try to find out alternative course of action.
“ Sooner or later, those who win are those
who think they can”

Communication
Verbal Communication
Speech – Tone and Pitch of Voice
Choice of Words
Non-Verbal Communication
Body Language
Eye Contact
Hand Gestures
Facial Expressions
“ The ill and unfit choice of words wonderfully
obstructs the understanding”

Communication
Tone of Voice
Do I speak too fast or too slow?
Do I have long pauses between two sentences?
Do I get appropriate words or do I repeat words already spoken?
How is my pronunciation?
Intonation
The SUN rises in the east – The pitch rises while saying SUN
The sun rises in the EAST – The pitch rises while saying EAST
“ I speak two languages, Body and English”

Communication - A few tips related to body language
Distance from others
Positioning of Head
Communication through eyes
Hand Gestures
“ The language of the body is the key that can unlock the soul”

Communication – Listening versus Hearing
Listening is a prerequisite for being an effective Customer Service Representative.
Listening helps in understanding the customer’s complaint and point of view
Listening is a prerequisite to maintain good relationships
” Most of us have been gifted with the ability to hear, but few of us have taken hearing and refined it into the art of listening”

Communication – Choosing your response
Newton’s Third Law of Motion:
“ When two or more bodies interact with each other their action and reaction act in the opposite direction.” Human beings are no different. To every action of ours, there is a reaction from the other person. Most of the time, this reaction is in the opposite direction. This is because everyone believes in their own point of view.
“ The first reaction to truth is hatred”

Communication – Choosing your response
In ‘Mahabharata’ when Arjuna asked Lord Krishna, “ Keshav, aap itne stithipragya kaise rah lete hein ”. It means: How can you be so undeterred in every situation, whether it is a moment of joy or sorrow. Krishna replied, “Because I always act”. An action is always controlled and appropriate whereas a reaction is uncontrolled and in most of the cases it is in the opposite direction, which may make it in appropriate.
“ Most of the successful people I've known are the ones who do more listening than talking”

Rephrasing
Rephrasing to clarify what you have said but could not be
understood as it was intended
"What I meant to say was…“
"Let me rephrase that…“
"Let me put it in this way...“
“ Don’t try to tell the customer what he wants.
If you want to be smart, be smart in the shower.
Then get out, go to work and serve the customer”

Rephrasing
Rephrasing to confirm that whatever you listened was the message customer wanted to communicate
"You mean…"
"It seems to me you feel . . .“
“ You seem to . . .“
"In other words . . ."
“ Isn’t it really ‘customer helping’ rather than customer service?
And wouldn’t you deliver better service if you thought of it that way”

Telephone Etiquette
Speak clearly
Proper choice of words
Appropriate pitch of voice
Pleasant tone of voice
Do not eat anything or chew while talking over phone
“ The telephone is a good way to talk to people
without having to offer them a drink”

Telephone Etiquette - How to answer the Phone calls
Pick-up all incoming calls before the third ring
Your voice should reflect warmth and enthusiasm
Pronounce the words clearly, be audible, speak slowly but clearly
Avoid using words, ‘OK’ or ‘No problem’, instead use words, ‘Certainly’ or ‘Sure’
Avoid using fillers, ‘uh huh’, ‘um’, or phrases ‘you know’
Instead of saying, "I don't know" say, "Let me find out what can I do for you.“
“ Greet all callers professionally
with a smile on your face”

Telephone Etiquette - How to answer the Phone calls
Listen attentively, instead of ignoring, must seek clarification
Return all calls received in your absence at the earliest
Avoid using speaker phone. Use it only when someone else is required to respond to the customer’s query/complaint
Always keep a notepad, pen or pencil with you
Before hanging up the call, you must thank the customer
“ God gave you a gift of 86,400 seconds today.
Have you used one to say, thank you”

Creating Rapport: Greeting
“ Atithi Devo Bhavah” (A guest is equivalent to God)
Tips for Developing Rapport
Encourage the customer to talk
Disagree without being disagreeable
Have patience
“ A person without patience is a lamp without oil”

Querying the customer
Query versus Interrogation
What and when to query a customer
Courtesy in querying while asking customer any question, use the word, ‘Please’.
“ Ma’am, can you ‘PLEASE’ tell me if you have…..”
“ Sir, ‘PLEASE’ tell me the date when this problem occurred.”
“ Ma’am, may I request you to ‘PLEASE’ inform me about…”
“ If you mean to profit, learn to PLEASE”

Handling Difficult Customers
Uninformed
Well-informed
Anxious
Friendly
Egoistic or High-Headed
Informal
“ Customer complaints are the schoolbooks from which we learn”

Handling Complaints
Always put yourself in the customer’s shoes
Accept that if a customer is angry with you or your organization, there must be a problem
Acknowledge their problem, show genuine concern to resolve it.
The customer may get angry or annoyed during conversation; but you maintain your cool.
When unable to resolve the issue; must refer it to the concerned authorities
“ Courtesy is a small act but it packs a mighty wallop”

Handling Stressful Situations
Positive Stress
What can stress do?
How to deal with stress?
Prevent stress
Share your stress
Spend time with self
Know your limits
Have a sense of humor
Make to – do list
Cooperation versus Confrontation
Cry sometimes

Follow-up
If we follow-up on the issues faced by customers, it gives them an assurance that you are taking interest in resolving their problem
Follow-up makes a customer feel delighted rather than being just a satisfied customer.
We fail to follow up if we lose our sensitivity towards the customer’s issue. Empathize with the customers.
Whatever may be the outcome of the follow-up, it must get communicated to the customer within the stipulated time.
“ Customers don’t expect you to be perfect. They do expect you to fix things when they go wrong”

Published by: VIVA Books Pvt. Ltd.
(121 pages, ISBN 978-81-309-1263-9)
4737/23 Ansari Road, Daryaganj, New Delhi - 02, India, (9111-42242200) [email_address] 215-216, New Apollo Estate, II Floor, Mogra Lane, Andheri (E), Mumbai 400 069 [email_address] Jamal Fazal Chambers, 26 Greams Road, Chennai - 06 [email_address] B 103 Jindal Towers, 21/1A/3 Darga Road, Kolkata [email_address] 7, Sovereign Park Apts. 56-58, K.K. Road, Basavanagudi, Bangalore 560 004 [email_address] 101-102, Moghal Marc Apts. 3-4-637 to 641, Narayanguda, Hyderabad 500 029 [email_address]

Why My Horse Doesnt Smile

by Neelesh_Slide on Feb 11, 2010

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Why My Horse Doesnt Smile — Presentation Transcript