Customer care


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Caring about your customers — and showing it through service — gives you a high return on the time, effort and money you invest. Loyal customers are well worth nurturing. They buy more, more regularly. And the cost of selling to them is almost nil, whereas finding new customers is an expensive business.

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Customer care

  1. 1. Start-Up BriefingCustomercareCaring about your customers — and • Return your emails and calls. If you say youshowing it through service — gives you a will send a quote by Friday, keep to thathigh return on the time, effort and money invest. Loyal customers are well worthnurturing. They buy more, more regularly. You are legally required to provide customersAnd the cost of selling to them is almost with certain information, including details ofnil, whereas finding new customers is an their cancellation rights and financial details ofexpensive business. any credit agreement they sign up to.Satisfied customers will recommend you to Additionally, businesses who do not sellothers. Dissatisfied customers will complain to customers face-to-face must provideto an average of ten other customers and customers with certain details about pricing,potential customers, multiplying the damage to payment and cancellation arrangements andyour reputation. This briefing explains: details about the identity and location of the business under distance-selling rules.• How to communicate with customers.• How to deliver consistent service. 1.2 Concentrate your efforts on the needs of• How to handle complaints. the customer — not on what it would suit• How to involve your whole team in you to sell. customer care. 1.3 Use your person-to-person skills, especially when meeting face to face.1 Customer contact • Greet your customers as if you are pleasedEvery communication with the customer is a to see them. Learn their names, and usechance to impress or to disappoint. them. • Be polite, friendly and positive.As a start-up business, you will need to make Smile, make eye contact and look andthe most of these opportunities. sound enthusiastic. Speak clearly. • Use physical contact. Shake hands when1.1 Respond to emails promptly and appropriate. answer the phone swiftly. Make sure your • Show a personal interest. There is almost out-of-office email and phone messages always time to discuss non-business are up to date, provide alternative contact matters. Be a good listener. details or make it clear when you will • Make sure your appearance — and the respond. look of your premises — will convey the right image.• Provide information immediately, or let customers know when they can expect it. Keeping your promises is most important of all.• Stick to what you have promised. Promise only what you know you can achieve.England Reviewed 01/06/11
  2. 2. Start-Up Briefing 22 Care where it shows 3 Good care needs systemsBe flexible. Make it obvious to your customers Do all you can behind the scenes to save yourthat your operation is run to suit them, and not customers time, money and suit your own convenience. 3.1 Choose reliable suppliers who will not hold2.1 Provide the most convenient service. up your own production and deliveries.• Organise delivery schedules that take 3.2 Make use of technology. account of the customer’s needs.• Offer the longest and most convenient • Direct telephone numbers and individual hours of opening you can afford. email accounts will allow customers to make direct contact with the person they2.2 Set low minimum order levels, especially need. for regular customers. • A good database system can help you record, organise and plan your contact with2.3 Minimise the amount of paperwork your customers. customers have to do. • Contact management software may be useful if you have a large number of2.4 If things go wrong, inform customers accounts. as soon as possible, in order to keep • Stock control records can help you disruption to a minimum. maintain adequate stock levels meaning that customers will not be left disappointed• If a delivery is likely to be delayed, give as by out-of-stock messages. much notice as possible. • Use your website to provide customers with information on products and services.2.5 Sell your customers only the products that You can also use it to allow customers suit their needs, not the products that will to place and track orders. Make sure make you the most profit in the short term. information from your website can be tranferred to your main database.• Give unbiased, realistic advice even if it means no immediate sale for you. Nothing 3.3 Check your production procedures. builds trust more effectively. • Remove any bottlenecks that could cause unnecessary delays. 3.4 Set up a production process that ensures Systematic quotes no defects, rather than relying on inspection of the finished product. A builder who is asked to quote on several pieces of work needs to decide how to 3.5 Establish systems and cross-checks prioritise the process of producing quotes. to ensure that every order is correctly executed (the right amount of product to • Quotes to existing customers are top the right address on the right date). priority — they are most likely to buy. • All households should receive a quote 3.6 Set up a simple returns procedure for any within a week of the builder’s visit — rejected goods. whereas competitors often reply two weeks later. • The big contracts need specially 4 Follow up the sale prepared proposals in bound documents — to show the builder is serious about What you do after making a sale can help you winning the business. turn a new customer into a loyal repeat buyer. • Mrs Atkinson, who owns several Don’t take your eye off the ball at this stage. properties in the area, will get a longer letter, sooner — she might need more 4.1 Offering excellent after-sales service is work done in future. often an inexpensive way of setting your • Mr Owens — who thinks about an business apart from the competition. extension every year, and always wants an immediate quote — gets the last • Explain what level of service is provided — quote of all. and any cost — at the time of the sale. • Following the sale, send a courtesy email or
  3. 3. Start-Up Briefing 3 call to check that everything is all right. • Use advertising as part of the process of• Ask customers to complete a customer keeping the contact going. satisfaction survey on your website. Keep it It can help reassure customers about your short and specific. business and its products.• Encourage customers to contact you if they • Give customers the names and contact have any concerns. details for their account manager and other You can address any issues before they key contacts. Key customers can be given escalate into a full blown complaint. out-of-hours contact numbers in case of• Send customers information on related emergencies, where appropriate. items that might help them prolong or • Contact customers that have lapsed. get more value out of items they have purchased. 5 Value those complaints4.2 Consider how you will stay in touch. Unless you listen out for complaints and• Make full use of your customer database. grumbles, you may be genuinely unaware of For example, send regular email updates or what you need to improve. newsletters about new products or special offers that might be of interest. Only one in ten of all dissatisfied customers• Visit or call your customers — or invite ever bothers to complain directly. them to your premises — to discuss their changing needs and new ways in which 5.1 Encourage complaints and deal with them you can help them. effectively. Ask customers to complete a It may be helpful for your customers’ short questionnaire after making an online technical or accounts staff to meet their purchase or have a dedicated feedback opposite numbers in your business. mechanism on your site. • Show sympathy — apologise for the fact What the customer wants that the customer is upset (‘I’m sorry to hear that you are disappointed’). A classic customer care success story • Listen to what the customer has to say. from the 1980s was the turnaround of the • Establish the facts. Swedish airline, SAS. • Agree what you will do. • Give your name, so customers know who Following a disastrous year when SAS made is taking responsibility for the problem. a loss of $8 million, the company promoted • Keep the customer informed and deal with a young marketing executive, Jan Carlzon, the problem promptly and politely. to the position of president. Just 18 months later, the airline achieved a gross profit of Most complainers just want to make a point. $71 million. 5.2 If you just listen, and sympathise, you are While competitors had concentrated on well on the way to turning the complainer cutting costs in an effort to reduce their into a committed customer. losses, Carlzon had focused on customer care. • If you do not listen — or are defensive — the complaint will escalate. The customer He started by identifying the airline’s most will not buy from you again and may also important customers — business flyers. try to put other people off. He then asked them what would make them want to fly with SAS, rather than a 5.3 Give your frontline employees the authority competitor. The answer was loud and clear. to deal quickly with complaints themselves. They wanted punctual flights. • Well-handled complaints are a great way of Carlzon put a monitor on his desk, showing creating loyal customers. the take-off and landing of every SAS flight, around the world. He personally phoned pilots to find the reasons for any delays. 6 Check what’s going on Suddenly, SAS flights became extremely punctual and new customers started Choose the customer-care strategies that are queuing up. appropriate to your situation. Then establish systems to make it happen, and monitor your actual performance.
  4. 4. Start-Up Briefing 46.1 Prioritise your resources. quantities they need when they require it. You can also contact them when your• Work out which customers are the most records indicate they are likely to have to profitable, taking into account the cost re-order. of providing them with the service they require. 7 Care starts with employees• Bend over backwards to please your best customers. The extra service has already Whether there are two of you or 20, everyone paid for itself. in your business has a role to play in customer• For your average customers, offer extra care. It is not just the people in frontline roles service only if you expect to get a fair return who need to be involved. on the expense involved. Your reputation can be seriously harmed by6.2 Set standards. someone who is curt or offhand on the phone.• The service offered by competitors provides Real damage can also be done by the person a basic standard below which you cannot who sends out the wrong invoice or who holds afford to fall. up completion of an order.6.3 Try to pinpoint where good service or 7.1 Lead by example and care for your presentation would impress customers. employees. If you do not, you cannot expect them to• Do customers expect to be greeted care for your customers. at reception by a uniformed or smartly dressed employee? • Reward excellent customer service.• Does your packaging look good when the products are delivered? 7.2 Let your employees see how their efforts can affect the final product or service you Think about where poor service would provide directly. discourage customers and lose you business. 7.3 Train your employees in the right technical and personal skills. This need not take long.6.4 Keep track of whether you meet the standards you have set. • A common weak point is answering the telephone. Whoever usually answers the• Ask customers whether they are getting the phone should be trained thoroughly, to a service they expect. Try placing an order high level of professionalism. and see what happens. At the same time, everyone in the company• When incidents occur and you fall below should be taught how to handle calls and your usual standards, recognise what has take basic enquiries. happened, apologise to the customer and find out the root cause of the failure. 7.4 When one person has made a mistake,• A log of customer feedback will help you whoever is talking to the customer must identify problem areas. take responsibility by apologising.• Periodically ask all your customers: ‘What would you want to change or improve about • Make it an iron rule that employees never our product or service? What else can we blame others in the company. "Sorry, we do to improve our offer?’ have made a mistake" sounds a hundred times better than "It’s not my fault, it’s our © BHP Information6.5 If, like many start-ups, you depend on sales people." Solutions Ltd 2011. a few customers who give you repeat ISSN 1469-0470. All rights reserved. No business, customer care takes on even 7.5 Encourage employee suggestions and part of this publication greater importance. give generous rewards for good ones. may be reproduced or transmitted without the written permission of the• Keep records on each customer company 7.6 Aim for realistic standards. publisher. This publication and on key individuals in the company. This is for general guidance way you will be able to keep track of the only. The publisher, expert contributors and distributor information. disclaim all liability for For example, note down what, when and any errors or omissions. how much each customer buys, and their Consult your local business support organisation or your preferred delivery dates. That way you professional adviser for help can make sure you have the product and and advice.Published by BHP Information Solutions Ltd, Althorp House, 4-6 Althorp Road, London SW17 7EDTel: 020 8672 6844,