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Corporate Office:-
GCM Worldwide
SF-46, Cross River Mall,
Plot No. 9B and 9C,
Karkardooma (CBD Shahdara),
New Delhi-110032
Tel – 011-42111617
Web site: - http://gcmworldwidegroup.com/
AStudyMaterialon
How To Provide
Exceptional Customer
Service
1
2
Experience Sharing Session
On
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DISCUSSION AREA
Building Customer Rapport & Goodwill
Handling problems & complaints
Communication with customers
Dealing with difficult customers
Projecting a professional image
Customer Service Super Star
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Customer Rapport &
Goodwill
• People Skills - EMPATHY
Empathy – Everybody needs somebody
Model & Mirror
Put yourself in their shoes
Ask if you can help
Treat others the way you want to
be treated
Helpful
You feel better & so do they
5
People Skills - Positivity
• --- Words that are an absolute YES
 Please & Thankyou
 How can I help you
 I am sorry
• --- Words that are absolutely NO
 Calm Down
 Can I Be Honest With You
 I dont know I am new here
 We cant’ do that
6
People Skills - Patience
• 5 Deep Breaths (helps to calm )
• Count to 5
• Polite & Smile
7
ACTIVITY
8
Effective communication in
Customer Service
• Effective Communication . . .
– It is two way.
– It involves active listening.
– It reflects the accountability of the speaker and listener.
– It utilizes feedback.
– It is clear.
– It achieves one or more of the goals of communication
9
Communication goals
To get and give information
To persuade
To ensure understanding
To get action
To change behaviour
10
Why is effective
communication important?
• Because we rely on Communication for
everything
– Have you ever
• Received appreciation from your client?
• Given information to a customer or colleague?
• Received a pat at the back for excellent performance?
• Smiled back at someone in response to a smile?
• Answered a telephone call?
• Written a report or letter to your customer?
All these can only be achieved through COMMUNICATION
11
Why is effective
communication important
• Communication creates an image about you and
your company as well
• Excellent communication can build positive and long
lasting relationships with customers
12
Most common ways to
communicate
COMMUNICATE
Body
language
Writing
Visual
Image
Speaking
13
Key components of effective
communication - sending messages
Verbal
Messages
The words we choose
Must be brief, succinct, and organized, free of jargon and do
not create resistance in the listener
Para-verbal
Messages
How we say the words
It refers to the messages that we transmit through the
tone, pitch, and pacing of our voices.
Nonverbal
Messages
Our body language
They are the primary way that we communicate emotions
Facial Expression Postures and Gestures
14
Key components of effective
communication-receiving messages
• Receiving messages requires
• Involves concentration
and energy
• Involves a psychological
connection with the
speaker
• Includes a desire and
willingness to try and see
things from another's
perspective
• Requires that we suspend
judgment and evaluation
Active
listening
• Paying attention to the
words and feelings that
are being expressed
• Maintaining eye contact
with the customer
• Body awareness through
the use of gestures and
responsive expressions –
yes, okay, that’s right etc.
Verbal
• Giving full physical
attention to the
speaker;
• Being aware of the
speaker's nonverbal
messages;
Non verbal
15
Other components of effective
communication
Rate of
Speech
Faster rate of speech indicates anger or impatience
Slower rate of speech indicates fatigue and disinterest
These indications might be misleading however the average
rate of speech should be 125-150 words per minute
Tone 85% of verbal communication happens through our tone or
attitude
Energy portrays the Service Attitude
Confidence portrays the Care for our Customer
Choice of
Words
Be clear and concise do not repeat the sentences more than
twice however, repeat it if required
Ensure proper sentence formation with correct tense and
grammar, it makes you more confident
16
Components of effective
communication
• Many of us think “ Communication” means just
speaking
• We think about
– formulating sentences well,
– using eloquent words or
– being succinct or funny, but we usually never think
about achieving the goals of our communication
• Those who do realize it are probably the “most
effective communicators”
17
Barriers to communication
• Language
• Values and beliefs
• Sex/gender and age
• Economic status
• Educational level
• Physical barriers
• Attitude
• Timing
• Understanding of message
• Trust
18
ACTIVITY
19
FACE TO FACE COMMUNICATION WITH THE CUSTOMER
20
Face-to-face communication
Most customers prefer face to face
communication because it is the
most effective.
These three basic factors in face-to-
face communication carry the
following percentages of impact in
terms of effectiveness:
– words 7% of impact
– tone of voice 38% of impact
– body language 55% of impact
21
Benefits of face-to-face
• Opens two-way communication
• Allows for immediate response to
– questions,
– misinterpretations,
– feedback, etc.
• Takes advantage of voice and body language
to deepen understanding of what is being
communicated.
22
When to use face-to-face
• Face to face is used:
– when you have to share or give information that will
affect the customer
– when the information being communicated needs
immediate attention
– when you have to answer questions directly and
immediately
23
The Do’s of face-to-face
• DO
– give your customer your undivided attention
• listen,
–really listen,
»give full attention
– give your customer honest, direct & comprehensive
information
– treat your customer’s ideas and concerns as critical
and serious
• Don’t belittle their concerns
24
The Don'ts of face-to-face
• DON’T
– tell your customer “what”,
• tell them
–“why, how, and the larger picture”
– make the conversation one-way.
• Invite responses -- discuss and debate
– answer the phone or take a call when a customer is
in your office or when talking to a customer.
• If you really have to take the call apologize to the
customer first before you do.
25
The Don'ts of face-to-face
• DON’T
– wait too long to ask for or give feedback to your
customer, gather information immediately
– hold back bad news. Treat people as intelligent adults,
they want to hear the truth
26
Having a meeting with your
customer?
1. Make an agenda and stick to it.
– Send it out before the meeting, if possible
2. Be clear about the reasons for and goals of
the meeting
3. Watch the time, do not overrun, stick to the
agenda
4. Add humor, allow for laughter, have fun
– it leads to a much more productive meeting
27
Meeting “killers” -- why they fail
• Poor Preparation
• Ignored agenda
• Poor time management
• Lack of participation
• Strong personalities
• Lack of humor and fun
• No/poor closing
28
COMMUNICATING WITH THE CUSTOMER BY TELEPHONE
29
Making A Good Impression
• Think of the telephone as the office reception - the first
place the customer visits.
• Have an objective in mind before you answer the
phone,
– ie ‘I want to help’ - don’t just answer it because its
ringing.
• Speak with enthusiasm, as if speaking to a friend.
– Use inflection in your voice, lower the pitch. This
conveys sincerity and confidentiality.
• Smiling is the one type of ‘body language which
translates well on the phone.
30
Answering the Call
• Ensure that you don’t bang the receiver into
anything when picking up the call.
– Your customer will hear if that happens and may
read meaning into it
• Answer the call within as few rings as possible.
• Speak clearly, identify your company and
yourself.
– Don’t start speaking before you put the receiver to
your mouth.
31
Answering the Call
• Mind Your Manners!
– Don’t grab a ringing phone because it shows impatience
and lack of interest in the customer.
• And other customers may be watching you…
– Don’t bang down the receiver
– Don’t stop in the middle of a conversation to ask a
colleague a question
– Try and stop ‘multi-tasking’ whilst talking on the
telephone.
• This encourages you to find answers quickly and ensure
that you give the caller 100% attention
32
Answering the Call
• Mind Your Manners!
– Try not to make comments about your callers to other staff
- sooner or later another customer will hear you!
– Never, ever, talk about customers in a derogatory manner
33
Answering the Call
• Speak clearly, try and use the customer’s
name if you have it
• Let them ‘hear’ you smile
• Provide information, especially numbers,
slowly so the customer can write it down
• Ask if there’s anything else you can help
with
• Remember these are real people even
though you can’t see them
34
Answering the Call
• When you don’t know the answer…
• Never say you don’t know
• Be Honest and say ‘I don’t know but I’ll try and find out”
• Ask if you may put the caller on hold or take his number and
promise to call him back
• When an absent colleague will know the answer...
– Always keep the customer informed as regards what you are
doing
– Explain how you are going to find out the information - if
necessary, tell the customer when you will call him back
– Never use negative language ie ‘um, er, I haven’t a clue’, ‘that’s
not my job
– People are usually patient about waiting for an answer if they
know it will be the RIGHT answer
35
Answering the Call
• Answering Two Calls
– If you are on a long call and another line/two lines are ringing...
• If another line rings persistently
– See if another colleague can answer the call
– Ask the person you are speaking to if they mind if you answer the other
telephone
– Politely explain to the second caller that you are busy with another customer -
take their details and promise to call them back as soon as possible
– Go straight back to first caller
– Apologise for the interruption
– Thank him/her for their patience
– Continue with the enquiry
– REMEMBER to call back the second customer and apologise for the delay
36
Voice Tips
• Vary your tone – it makes it more pleasant to
listen to you and you don’t sound
monotonous.
• Emphasize important words
• Use the ‘dramatic’ pause – ie. pause after
important points.
– This will stimulate attention and the customer will
pay closer attention.
37
Angry Callers - The ASAP
technique
• Acknowledge the person’s feelings and apologise –
– ‘I’m sorry that happened’
• Sympathise - ‘I understand how you feel’
• Accept 100% responsibility for the call
• Prepare to help - ‘I’ll try and help’ - present a willing
attitude.
– Listen, jot down information, try not to interrupt.
– Remain calm
• Remember the customer isn’t angry with you!
– Don’t take their hostility personal
38
At the end of the call
• Summarise
– State what action you are taking
– Use customer’s name if you have it
– Ask if there’s anything else you can do
– Say thank you
– Say good-bye
– Try and let the customer hang up first
39
WRITTEN COMMUNICATION WITH THE CUSTOMER
SESSION 3
40
Written communication
• Reports
• Letters
• Newsletters
• Handwritten notes
41
Benefits of written
communication
• Creates a permanent record
• Allows you to store information for future
reference
• Easily distributed
• All recipients receive the same information
• Necessary for legal and binding
documentation
42
The Challenges
• May seem extremely formal
• Must be well written, straightforward and concise
• Written communications are usually not read
right away
43
DO’s and DON’Ts (written)
• DO -- realize it is not read as soon as it is received
• DO -- make sure that there is enough time to prepare
and send, and for the recipient to receive and digest
• DO -- assess writing skills, if poor -- get help
44
Do’s and Don’ts…
• DO -- outline key points before producing a draft
• DO -- always draft a written piece and then
reduce all unnecessary language -- be brief
• DO -- proof-read very carefully before any
document is distributed
45
Do’s and Don’ts
• DON’T -- use this form of communication if writing is
full of errors -- this reflects poorly on the writer
• DON’T -- use if communication is time sensitive. If
immediate feedback is necessary -- use email
46
HAS YOUR COMMUNICATION BEEN EFFECTIVE?
47
Is your communication clear?
Have you hit your target?
In most forms of communication,
confusion & frustration are
caused by failing to be specific …..
Make it clear, brief and concise…..
48
How can I check if my customer
understands?
• Ask questions
• Use pauses
• Spell out difficult words
• Don’t speak too quickly or use idioms
• Summarise the information given at the
end of the conversation
49
How do you ensure YOU
understand?
• Concentrate and avoid listening to other
conversations at the desk
• Acknowledge other waiting customers
• Hold your tongue - don’t ASSUME you
know what the customer wants or jump to
conclusions
• Don’t interrupt.
• Ask questions and use conversation cues -
• ‘Yes’, ‘I see’, ‘I understand’.
50
ACTIVITY
51
HANDLING
CUSTOMER
COMPLAINTS
52
• At the end of this training session, you will be
able to:
– Identify reasons why a complaint is a gift from the
customer to the service provider
– Note what to expect from customers when they
make complaints
– Identify how to handle customer complaints
– Learn strategies to redeem yourself when you
have failed in providing the customer the level of
expected service
OBJECTIVES
53
• What is a Complaint?
• Identifying A Complaint As A Gift
• Steps For Handling Customer Complaints
• Service Recovery Process
• Handling Difficult Customers
CONTENT
54
WHAT IS A COMPLAINT?
55
What is a Complaint?
• “An expression of dissatisfaction made to an
organization, related to its products or services, or
the complaints-handling process itself, where a
response or resolution is explicitly or implicitly
expected”
56
Why do customers complain?
• Their expectations have not been met!
• To release their anger
• To help improve the service
• Because of concern for others who also use the service
57
• What proportion of unhappy customers
complain?
– Generally 9% to 37% of unhappy customers make
complaints to the firms.
– The rest never bother to complain
• Why don’t unhappy customers complain?
– They think it is not worth the time or effort.
– They further think that no one would be concerned
about their problem or solve it.
– They do not know where to go or what to do.
Why do customers complain?
Each happy customer will tell at least six other people
58
Most common complaints...
• Wrong information
• Poor customer service
attitude
• Overpricing
• Lack of adequate information
• Delays
• Unresponsiveness of service
providers
……
59
The customer is always the customer and this
means simply that solving the problem is
often more important than who is right.
• If you can solve their problem without
blaming yourself or others,
– you will reduce stress,
– everyone will feel better and
– you will be on your way to attaining CUSTOMER
SATISFACTION
The customer is not always right
but...
60
IDENTIFYING A COMPLAINT AS A
GIFT
61
Is a complaint a gift? Why?
• Complaints are gift packages waiting to be opened
because they:
– Are given freely
– Are not solicited by the recipient organization
– Are unexpected…they come as a surprise (usually)
– Hold the key to happiness for the recipient
organization
• If they are well handled
62
Is a complaint a gift? Why?
• A complaint gives you:
– Free direct communication from the customer about
service failures, competitors offerings etc. without the
added cost of conducting a survey
– Readily available market research: they define what
customers want
63
– A complaint gives you the opportunity to:
• Increase customer trust
• Build long term relationships-
– customers will use your services again if they believe
complaints are welcomed and addressed
• Rectify service failures
• Engage customers as advocates
Is a complaint a gift? Why?
64
Is a complaint a gift? Why?
If a customer is complaining, you are being given a
chance to retain that customer
65
The customer’s needs when
they complain
• The customer has 2 separate needs when complaining-
– needs relating to the complaint
– needs as individuals and
• Example 1
– Complaint – the product is not working as expected
– Underlying message – I don’t understand the new technology, I need help
• Example 2
– Complaint- I was disappointed with the service during my last visit
– Underlying message – I am testing the value you place on my loyalty to
your business
66
The customer’s needs when they
complain
• Needs relating to the complaint
– To have their concern dealt with quickly, fairly and properly
– To be given what they have been denied and perhaps an apology
– To have action taken to rectify a problem or address a concern-
• a resultant process change
• Needs as individuals
– To be heard
– To be understood
– To be respected
67
When the customer’s need is
met…
• Who is your advocate???
– A person who publicly supports or
recommends you
– Someone who speaks, or argues in
your favor
68
You automatically Engage your Customer as
your Advocate!
STEPS FOR HANDLING CUSTOMER
COMPLAINTS
69
How to Handle Customer
Complaints
• How do you react to customer complaints about the way
you do your work?
– Especially when you think you are doing your best???
• People react to customer complaints in
different ways…
– Some
• Ignore complaints
• Become defensive
• Become angry or annoyed
• Are concerned about the loss of trade or the damage to their
professional reputation
70
• For others, it is
– A hindrance
• They just wish the customer would go away! Or
– They do not believe some or all of what the
customer is complaining about.
• These reactions are as a result of blame
being attributed to us or our
organization.
How to Handle Customer
Complaints
71
How to Handle Customer
Complaints
• In making complaints, some customers portray the following
characteristics
– Lack of gracious social skills to communicate properly
– Nervousness
– Harshness
– Very Emotional
– Lack understanding of you or your organization’s limitations
– Rudeness
– Unreasonableness
• We need to learn to expect such behaviour and remember however
that a complaint is evidence that, in the customer’s view, we have not
met their expectations.
72
How to Handle Customer
Complaints
• Listen
• Repeat
• Apologise
• Acknowledge
• Explain action
• Thank
• Follow up
• Remember not to
take it personally
• Remain calm
• Focus on the
problem and not
person
• Turn unhappy
people into happy
customers
73
• Address customers by name
• All communication should be in the first person.
– Use “I am sorry” not “we”
• Don’t make excuses or blame others in your
organization
• Give the customer your full attention and
establish eye contact
• Paraphrase their complaint in your own words to
determine whether you have correctly
understood the situation.
How to Handle Customer
Complaints
74
• If you don’t know the answer to their
problem, don’t lie.
• Call back when you say you will, even if
for some reason, you haven’t been able
to obtain a satisfactory answer by then
• Make the customer part of the solution
– not part of the problem
How to Handle Customer
Complaints
75
• Don’t be defensive
• Be composed at all times
• Don’t take criticisms personally
• Offer an apology even if the disservice is not
your fault
• Show empathy by using such phrases as: “I
can understand how you feel”, “I appreciate
what you’re saying.”
How to handle customer
complaints
76
• Tell them what you can do…not what you can’t
do
• Find out what it will take to turn their
dissatisfaction into satisfaction
• If they agree to that solution, act quickly
before they change their mind
• Follow up
• And remember: You can never win an
argument with a customer
How to Handle Customer Complaints
77
Steps for handling complaints
Acknowledge
receipt of the
complaint
It is important that you acknowledge the receipt of all complaints, verbal
or written. Preferably allocate a complaint reference number and provide
the customer with a contact point for further correspondence.
Accurately record
complaint
information and
make it accessible
Make sure that your recorded version of the complaint matches exactly
what the customer said. Also make sure that the complaint record is
accessible by any branch of the organization that the customer may
contact.
Attach timeframes
for resolution of
complaint
The company should attempt to resolve complaints on first contact, but if
this is not possible, then a complaint should be finalized within a specific
number of days eg. 30 days.
At the organization’s level, there is the need for a complaint handling system which
will involve the following steps as a minimum:
78
Steps for handling
complaints
Customers must
be informed
about any delays
in resolving a
complaint
As soon as you realizes that they are unable to resolve a complaint
within the given timeframe, contact the customer, and inform
advising him/ her of the delay and set a new timeline
Make staff aware
of complaint
handling
procedures
The complaint handling procedures should be known to all
employees and be part of regular training
Inform
Customers Of
Complaint
Handling
Procedures
Posting your complaint handling procedures on your office
premises is a good way to inform customers. Also these
procedures may be incorporated in the organisation’s brochure
79
YOUR CUSTOMER IS KING
80
• HOW?
– THROUGH
• Surveys,
• focus groups,
• mystery shopping
• One complaint statistically represents 24
similar ones
Find out what your customers really
think…
81
STRATEGIES FOR SERVICE
RECOVERY
82
• Service recovery is how you remedy a failed
service encounter with a customer. In other
words,
– pull a customer from hell to heaven in the
shortest possible time.
– It involves:
• apologizing,
• solving the problem,
• compensating the customer with something of value
What is service recovery
83
• 95% of customers who have a complaint that was
handled efficiently and promptly will not only
continue to do business but will become even more
loyal (Wharton Business School)
• So how do you make amends or appease the
customer?
– Through
• product replacements,
• good will gifts,
• free of charge services, etc…
Service recovery
84
Some important statistics
• Only 4% of dissatisfied customers complain. 96% leave
without any communication to the business
• Of the 96% who leave, 91% will never return
• A typical dissatisfied customer will tell 8 to 10 people about
the issues with your business
• 1 in 5 dissatisfied customers will tell 20 people about the
issues with your business
• It takes 12 positive service incidents to make up for one
negative incident
85
Some important statistics
• 7 out of 10 complaining customers will do business with
again you if you resolve the complaint in their favour
• Of complaining customers, 95% will do business with you
again if you resolve the complaint at the first contact
• On average, a satisfied complainer will tell 5 people about
their problem and how it was solved
• It costs 6 times more to attract new customers than it does
to retain current ones
• Customer loyalty is worth 10 times the price of a single
purchase “How to win and Keep Customers” – Michael LeBoeuf
86
ACTIVITY
87
HANDLING DIFFICULT CUSTOMERS
88
• Who is a difficult customer?
• How do you handle such people?
Handling Difficult Customers
89
Types of Difficult Customers
• Angry
• Nasty
• Demanding
• Critical
• Non-stop Talker
• Indecisive
• Sarcastic
• Argumentative
90
Why Are They Difficult?
• They are often
expressing a need
but chose an
appropriate and
impolite way to
communicate this
need
• They are difficult
for their own
reasons –
– not because of you
91
Common Reasons For Being Difficult
• tired or frustrated
• confused or
overwhelmed
• defending their ego
• unfamiliar with situation
• feel ignored
• under influence of drink
or drugs
• don’t understand
• in bad mood
• in a hurry
• other reasons…..
92
• “this job would be very good if it weren’t for
the difficult people I have to deal with
everyday”
• Approach them professionally and not personally
– Taking things personally can damage your professional
reputation
– Listen for the signals that you are taking things personally
How Do I Deal With Difficult
Customers?
93
• Check you customer service attitude
– Attitude is the key to success
• Attitude is your mental position on facts - or more
simply, the way you view things
How Do I Deal With Difficult
Customers?
94
How Do I Deal With Difficult
Customers?
• Five points about
attitude:
– your attitude towards
customers influences
your behaviour. You
cannot always
camouflage how you
feel
– your attitude
determines the level of
job satisfaction
– your attitude affects
everyone who
comes in contact
with you
– tone and body
language reflect your
attitude
– your attitude is not
fixed. The attitude
you choose to display
is up to YOU
95
How Do I Deal With Difficult
Customers?
• Remind yourself!
– This is my job and I’m
going to do it
professionally
– If it were not for
these customers I
would not have a job
– Every time I solve a
problem I will feel
better
• Reinforce this by saying…
– “I like the job, not
because it’s easy, not
because there are no
difficult people, not
because there are no
frustrations but because
people are part of any
job and I can make things
easier by taking things
professionally
96
• Be positive
• Take things professionally and not personally
• Aim for customer satisfaction, not just service
• Solve problems without blaming yourself or
others
• Remember attitudes are caught, not taught
What is to be done??
97
Projecting a Professional Image
• Energized, motivated and positive
• Immediate good first impression
• Sound polished, positive and professional on
the telephone
• look good and sound wonderful even when
you feel awful
• Make your voice sound as friendly as a smile
98
How to Make an Immediate Good First
Impression
• SMILE.
• Greet them by name
• Ask how you may help them
• Suggest sale items specific to their interests
• Study their verbal and body language for clues
to how much help to offer
Check back to see if help is needed
99
Make your voice sound friendly
• Find a key word
• Focus on a mental image of the word
• Watch your body posture
• Smile: It will affect how you sound
100
“Ready to Help” Attitude That Makes
Customers Feel Good
• When you greet customers:
1. Smile
2. Greet them by name
3. Make eye contact
4. Show enthusiasm
5. Use a warm tone of voice
6. Give your customer 100% of your attention
101
—How to Hear Yourself as Others Hear
You
• Notice the following:
• Do you sound enthusiastic?
• Are you speaking in a monotone?
• Do you enunciate and speak clearly, without
mumbling?
• Do you speak at an appropriate volume?
• Do you vary your inflection?
• Does your voice reflect a positive attitude?
102
Deal With Unhappy, Irrational, Angry
and Upset Customers
• 96% of unhappy customers never complain
• 91% of those who don’t complain will not buy
again from your business
• The average unhappy customer will share the
negative story with at least nine other people
• 13% will tell more than 20 people
• The average unhappy customer will remember
the incident for 23 1 ⁄2 years
• The average happy customer will talk about the
pleasant experience for 18 months
103
The five top reasons customers
complain
• They are confused or overwhelmed
• They feel ignored
• They are defending their ego (self-esteem)
• They were treated poorly in the past
• They had to wait too long for service
104
Turning Complaining Customers Into
Lifetime Customers
• Using empathetic listening
• Remaining calm and professional
• Analyzing the situation
• Apologizing
• Accepting responsibility
• Thanking the customer for the information
• Asking the customer for recommendations
• Fixing the problem
• Following up
105
Increase Sales and Profitability
Through Good Customer Service
• Make your customer comfortable
• Meet your customer’s needs
• Give your customer a good deal for the money
• Provide a friendly atmosphere
• Demonstrate product and/or service knowledge
• Make your customer’s buying experience efficient
• Establish trust by providing consistent service
• Provide a hassle-free experience
106
How to Wind Up Every Customer
Transaction on a Positive Note
The answer to this is just five simple words
you should say to every customer.
Thank you for your business!
107
Customer Service Superstar
108

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CUSTOMER SERVICE & EXCEPTIONAL SERVICE CARE & DELIVERY , MASTERING COMMUNICATION SALES AND LEADERSHIP, EMAIL & PHONE ETTIQUITTE t

  • 1. Corporate Office:- GCM Worldwide SF-46, Cross River Mall, Plot No. 9B and 9C, Karkardooma (CBD Shahdara), New Delhi-110032 Tel – 011-42111617 Web site: - http://gcmworldwidegroup.com/ AStudyMaterialon How To Provide Exceptional Customer Service 1
  • 2. 2
  • 4. DISCUSSION AREA Building Customer Rapport & Goodwill Handling problems & complaints Communication with customers Dealing with difficult customers Projecting a professional image Customer Service Super Star 4
  • 5. Customer Rapport & Goodwill • People Skills - EMPATHY Empathy – Everybody needs somebody Model & Mirror Put yourself in their shoes Ask if you can help Treat others the way you want to be treated Helpful You feel better & so do they 5
  • 6. People Skills - Positivity • --- Words that are an absolute YES  Please & Thankyou  How can I help you  I am sorry • --- Words that are absolutely NO  Calm Down  Can I Be Honest With You  I dont know I am new here  We cant’ do that 6
  • 7. People Skills - Patience • 5 Deep Breaths (helps to calm ) • Count to 5 • Polite & Smile 7
  • 9. Effective communication in Customer Service • Effective Communication . . . – It is two way. – It involves active listening. – It reflects the accountability of the speaker and listener. – It utilizes feedback. – It is clear. – It achieves one or more of the goals of communication 9
  • 10. Communication goals To get and give information To persuade To ensure understanding To get action To change behaviour 10
  • 11. Why is effective communication important? • Because we rely on Communication for everything – Have you ever • Received appreciation from your client? • Given information to a customer or colleague? • Received a pat at the back for excellent performance? • Smiled back at someone in response to a smile? • Answered a telephone call? • Written a report or letter to your customer? All these can only be achieved through COMMUNICATION 11
  • 12. Why is effective communication important • Communication creates an image about you and your company as well • Excellent communication can build positive and long lasting relationships with customers 12
  • 13. Most common ways to communicate COMMUNICATE Body language Writing Visual Image Speaking 13
  • 14. Key components of effective communication - sending messages Verbal Messages The words we choose Must be brief, succinct, and organized, free of jargon and do not create resistance in the listener Para-verbal Messages How we say the words It refers to the messages that we transmit through the tone, pitch, and pacing of our voices. Nonverbal Messages Our body language They are the primary way that we communicate emotions Facial Expression Postures and Gestures 14
  • 15. Key components of effective communication-receiving messages • Receiving messages requires • Involves concentration and energy • Involves a psychological connection with the speaker • Includes a desire and willingness to try and see things from another's perspective • Requires that we suspend judgment and evaluation Active listening • Paying attention to the words and feelings that are being expressed • Maintaining eye contact with the customer • Body awareness through the use of gestures and responsive expressions – yes, okay, that’s right etc. Verbal • Giving full physical attention to the speaker; • Being aware of the speaker's nonverbal messages; Non verbal 15
  • 16. Other components of effective communication Rate of Speech Faster rate of speech indicates anger or impatience Slower rate of speech indicates fatigue and disinterest These indications might be misleading however the average rate of speech should be 125-150 words per minute Tone 85% of verbal communication happens through our tone or attitude Energy portrays the Service Attitude Confidence portrays the Care for our Customer Choice of Words Be clear and concise do not repeat the sentences more than twice however, repeat it if required Ensure proper sentence formation with correct tense and grammar, it makes you more confident 16
  • 17. Components of effective communication • Many of us think “ Communication” means just speaking • We think about – formulating sentences well, – using eloquent words or – being succinct or funny, but we usually never think about achieving the goals of our communication • Those who do realize it are probably the “most effective communicators” 17
  • 18. Barriers to communication • Language • Values and beliefs • Sex/gender and age • Economic status • Educational level • Physical barriers • Attitude • Timing • Understanding of message • Trust 18
  • 20. FACE TO FACE COMMUNICATION WITH THE CUSTOMER 20
  • 21. Face-to-face communication Most customers prefer face to face communication because it is the most effective. These three basic factors in face-to- face communication carry the following percentages of impact in terms of effectiveness: – words 7% of impact – tone of voice 38% of impact – body language 55% of impact 21
  • 22. Benefits of face-to-face • Opens two-way communication • Allows for immediate response to – questions, – misinterpretations, – feedback, etc. • Takes advantage of voice and body language to deepen understanding of what is being communicated. 22
  • 23. When to use face-to-face • Face to face is used: – when you have to share or give information that will affect the customer – when the information being communicated needs immediate attention – when you have to answer questions directly and immediately 23
  • 24. The Do’s of face-to-face • DO – give your customer your undivided attention • listen, –really listen, »give full attention – give your customer honest, direct & comprehensive information – treat your customer’s ideas and concerns as critical and serious • Don’t belittle their concerns 24
  • 25. The Don'ts of face-to-face • DON’T – tell your customer “what”, • tell them –“why, how, and the larger picture” – make the conversation one-way. • Invite responses -- discuss and debate – answer the phone or take a call when a customer is in your office or when talking to a customer. • If you really have to take the call apologize to the customer first before you do. 25
  • 26. The Don'ts of face-to-face • DON’T – wait too long to ask for or give feedback to your customer, gather information immediately – hold back bad news. Treat people as intelligent adults, they want to hear the truth 26
  • 27. Having a meeting with your customer? 1. Make an agenda and stick to it. – Send it out before the meeting, if possible 2. Be clear about the reasons for and goals of the meeting 3. Watch the time, do not overrun, stick to the agenda 4. Add humor, allow for laughter, have fun – it leads to a much more productive meeting 27
  • 28. Meeting “killers” -- why they fail • Poor Preparation • Ignored agenda • Poor time management • Lack of participation • Strong personalities • Lack of humor and fun • No/poor closing 28
  • 29. COMMUNICATING WITH THE CUSTOMER BY TELEPHONE 29
  • 30. Making A Good Impression • Think of the telephone as the office reception - the first place the customer visits. • Have an objective in mind before you answer the phone, – ie ‘I want to help’ - don’t just answer it because its ringing. • Speak with enthusiasm, as if speaking to a friend. – Use inflection in your voice, lower the pitch. This conveys sincerity and confidentiality. • Smiling is the one type of ‘body language which translates well on the phone. 30
  • 31. Answering the Call • Ensure that you don’t bang the receiver into anything when picking up the call. – Your customer will hear if that happens and may read meaning into it • Answer the call within as few rings as possible. • Speak clearly, identify your company and yourself. – Don’t start speaking before you put the receiver to your mouth. 31
  • 32. Answering the Call • Mind Your Manners! – Don’t grab a ringing phone because it shows impatience and lack of interest in the customer. • And other customers may be watching you… – Don’t bang down the receiver – Don’t stop in the middle of a conversation to ask a colleague a question – Try and stop ‘multi-tasking’ whilst talking on the telephone. • This encourages you to find answers quickly and ensure that you give the caller 100% attention 32
  • 33. Answering the Call • Mind Your Manners! – Try not to make comments about your callers to other staff - sooner or later another customer will hear you! – Never, ever, talk about customers in a derogatory manner 33
  • 34. Answering the Call • Speak clearly, try and use the customer’s name if you have it • Let them ‘hear’ you smile • Provide information, especially numbers, slowly so the customer can write it down • Ask if there’s anything else you can help with • Remember these are real people even though you can’t see them 34
  • 35. Answering the Call • When you don’t know the answer… • Never say you don’t know • Be Honest and say ‘I don’t know but I’ll try and find out” • Ask if you may put the caller on hold or take his number and promise to call him back • When an absent colleague will know the answer... – Always keep the customer informed as regards what you are doing – Explain how you are going to find out the information - if necessary, tell the customer when you will call him back – Never use negative language ie ‘um, er, I haven’t a clue’, ‘that’s not my job – People are usually patient about waiting for an answer if they know it will be the RIGHT answer 35
  • 36. Answering the Call • Answering Two Calls – If you are on a long call and another line/two lines are ringing... • If another line rings persistently – See if another colleague can answer the call – Ask the person you are speaking to if they mind if you answer the other telephone – Politely explain to the second caller that you are busy with another customer - take their details and promise to call them back as soon as possible – Go straight back to first caller – Apologise for the interruption – Thank him/her for their patience – Continue with the enquiry – REMEMBER to call back the second customer and apologise for the delay 36
  • 37. Voice Tips • Vary your tone – it makes it more pleasant to listen to you and you don’t sound monotonous. • Emphasize important words • Use the ‘dramatic’ pause – ie. pause after important points. – This will stimulate attention and the customer will pay closer attention. 37
  • 38. Angry Callers - The ASAP technique • Acknowledge the person’s feelings and apologise – – ‘I’m sorry that happened’ • Sympathise - ‘I understand how you feel’ • Accept 100% responsibility for the call • Prepare to help - ‘I’ll try and help’ - present a willing attitude. – Listen, jot down information, try not to interrupt. – Remain calm • Remember the customer isn’t angry with you! – Don’t take their hostility personal 38
  • 39. At the end of the call • Summarise – State what action you are taking – Use customer’s name if you have it – Ask if there’s anything else you can do – Say thank you – Say good-bye – Try and let the customer hang up first 39
  • 40. WRITTEN COMMUNICATION WITH THE CUSTOMER SESSION 3 40
  • 41. Written communication • Reports • Letters • Newsletters • Handwritten notes 41
  • 42. Benefits of written communication • Creates a permanent record • Allows you to store information for future reference • Easily distributed • All recipients receive the same information • Necessary for legal and binding documentation 42
  • 43. The Challenges • May seem extremely formal • Must be well written, straightforward and concise • Written communications are usually not read right away 43
  • 44. DO’s and DON’Ts (written) • DO -- realize it is not read as soon as it is received • DO -- make sure that there is enough time to prepare and send, and for the recipient to receive and digest • DO -- assess writing skills, if poor -- get help 44
  • 45. Do’s and Don’ts… • DO -- outline key points before producing a draft • DO -- always draft a written piece and then reduce all unnecessary language -- be brief • DO -- proof-read very carefully before any document is distributed 45
  • 46. Do’s and Don’ts • DON’T -- use this form of communication if writing is full of errors -- this reflects poorly on the writer • DON’T -- use if communication is time sensitive. If immediate feedback is necessary -- use email 46
  • 47. HAS YOUR COMMUNICATION BEEN EFFECTIVE? 47
  • 48. Is your communication clear? Have you hit your target? In most forms of communication, confusion & frustration are caused by failing to be specific ….. Make it clear, brief and concise….. 48
  • 49. How can I check if my customer understands? • Ask questions • Use pauses • Spell out difficult words • Don’t speak too quickly or use idioms • Summarise the information given at the end of the conversation 49
  • 50. How do you ensure YOU understand? • Concentrate and avoid listening to other conversations at the desk • Acknowledge other waiting customers • Hold your tongue - don’t ASSUME you know what the customer wants or jump to conclusions • Don’t interrupt. • Ask questions and use conversation cues - • ‘Yes’, ‘I see’, ‘I understand’. 50
  • 53. • At the end of this training session, you will be able to: – Identify reasons why a complaint is a gift from the customer to the service provider – Note what to expect from customers when they make complaints – Identify how to handle customer complaints – Learn strategies to redeem yourself when you have failed in providing the customer the level of expected service OBJECTIVES 53
  • 54. • What is a Complaint? • Identifying A Complaint As A Gift • Steps For Handling Customer Complaints • Service Recovery Process • Handling Difficult Customers CONTENT 54
  • 55. WHAT IS A COMPLAINT? 55
  • 56. What is a Complaint? • “An expression of dissatisfaction made to an organization, related to its products or services, or the complaints-handling process itself, where a response or resolution is explicitly or implicitly expected” 56
  • 57. Why do customers complain? • Their expectations have not been met! • To release their anger • To help improve the service • Because of concern for others who also use the service 57
  • 58. • What proportion of unhappy customers complain? – Generally 9% to 37% of unhappy customers make complaints to the firms. – The rest never bother to complain • Why don’t unhappy customers complain? – They think it is not worth the time or effort. – They further think that no one would be concerned about their problem or solve it. – They do not know where to go or what to do. Why do customers complain? Each happy customer will tell at least six other people 58
  • 59. Most common complaints... • Wrong information • Poor customer service attitude • Overpricing • Lack of adequate information • Delays • Unresponsiveness of service providers …… 59
  • 60. The customer is always the customer and this means simply that solving the problem is often more important than who is right. • If you can solve their problem without blaming yourself or others, – you will reduce stress, – everyone will feel better and – you will be on your way to attaining CUSTOMER SATISFACTION The customer is not always right but... 60
  • 61. IDENTIFYING A COMPLAINT AS A GIFT 61
  • 62. Is a complaint a gift? Why? • Complaints are gift packages waiting to be opened because they: – Are given freely – Are not solicited by the recipient organization – Are unexpected…they come as a surprise (usually) – Hold the key to happiness for the recipient organization • If they are well handled 62
  • 63. Is a complaint a gift? Why? • A complaint gives you: – Free direct communication from the customer about service failures, competitors offerings etc. without the added cost of conducting a survey – Readily available market research: they define what customers want 63
  • 64. – A complaint gives you the opportunity to: • Increase customer trust • Build long term relationships- – customers will use your services again if they believe complaints are welcomed and addressed • Rectify service failures • Engage customers as advocates Is a complaint a gift? Why? 64
  • 65. Is a complaint a gift? Why? If a customer is complaining, you are being given a chance to retain that customer 65
  • 66. The customer’s needs when they complain • The customer has 2 separate needs when complaining- – needs relating to the complaint – needs as individuals and • Example 1 – Complaint – the product is not working as expected – Underlying message – I don’t understand the new technology, I need help • Example 2 – Complaint- I was disappointed with the service during my last visit – Underlying message – I am testing the value you place on my loyalty to your business 66
  • 67. The customer’s needs when they complain • Needs relating to the complaint – To have their concern dealt with quickly, fairly and properly – To be given what they have been denied and perhaps an apology – To have action taken to rectify a problem or address a concern- • a resultant process change • Needs as individuals – To be heard – To be understood – To be respected 67
  • 68. When the customer’s need is met… • Who is your advocate??? – A person who publicly supports or recommends you – Someone who speaks, or argues in your favor 68 You automatically Engage your Customer as your Advocate!
  • 69. STEPS FOR HANDLING CUSTOMER COMPLAINTS 69
  • 70. How to Handle Customer Complaints • How do you react to customer complaints about the way you do your work? – Especially when you think you are doing your best??? • People react to customer complaints in different ways… – Some • Ignore complaints • Become defensive • Become angry or annoyed • Are concerned about the loss of trade or the damage to their professional reputation 70
  • 71. • For others, it is – A hindrance • They just wish the customer would go away! Or – They do not believe some or all of what the customer is complaining about. • These reactions are as a result of blame being attributed to us or our organization. How to Handle Customer Complaints 71
  • 72. How to Handle Customer Complaints • In making complaints, some customers portray the following characteristics – Lack of gracious social skills to communicate properly – Nervousness – Harshness – Very Emotional – Lack understanding of you or your organization’s limitations – Rudeness – Unreasonableness • We need to learn to expect such behaviour and remember however that a complaint is evidence that, in the customer’s view, we have not met their expectations. 72
  • 73. How to Handle Customer Complaints • Listen • Repeat • Apologise • Acknowledge • Explain action • Thank • Follow up • Remember not to take it personally • Remain calm • Focus on the problem and not person • Turn unhappy people into happy customers 73
  • 74. • Address customers by name • All communication should be in the first person. – Use “I am sorry” not “we” • Don’t make excuses or blame others in your organization • Give the customer your full attention and establish eye contact • Paraphrase their complaint in your own words to determine whether you have correctly understood the situation. How to Handle Customer Complaints 74
  • 75. • If you don’t know the answer to their problem, don’t lie. • Call back when you say you will, even if for some reason, you haven’t been able to obtain a satisfactory answer by then • Make the customer part of the solution – not part of the problem How to Handle Customer Complaints 75
  • 76. • Don’t be defensive • Be composed at all times • Don’t take criticisms personally • Offer an apology even if the disservice is not your fault • Show empathy by using such phrases as: “I can understand how you feel”, “I appreciate what you’re saying.” How to handle customer complaints 76
  • 77. • Tell them what you can do…not what you can’t do • Find out what it will take to turn their dissatisfaction into satisfaction • If they agree to that solution, act quickly before they change their mind • Follow up • And remember: You can never win an argument with a customer How to Handle Customer Complaints 77
  • 78. Steps for handling complaints Acknowledge receipt of the complaint It is important that you acknowledge the receipt of all complaints, verbal or written. Preferably allocate a complaint reference number and provide the customer with a contact point for further correspondence. Accurately record complaint information and make it accessible Make sure that your recorded version of the complaint matches exactly what the customer said. Also make sure that the complaint record is accessible by any branch of the organization that the customer may contact. Attach timeframes for resolution of complaint The company should attempt to resolve complaints on first contact, but if this is not possible, then a complaint should be finalized within a specific number of days eg. 30 days. At the organization’s level, there is the need for a complaint handling system which will involve the following steps as a minimum: 78
  • 79. Steps for handling complaints Customers must be informed about any delays in resolving a complaint As soon as you realizes that they are unable to resolve a complaint within the given timeframe, contact the customer, and inform advising him/ her of the delay and set a new timeline Make staff aware of complaint handling procedures The complaint handling procedures should be known to all employees and be part of regular training Inform Customers Of Complaint Handling Procedures Posting your complaint handling procedures on your office premises is a good way to inform customers. Also these procedures may be incorporated in the organisation’s brochure 79
  • 80. YOUR CUSTOMER IS KING 80
  • 81. • HOW? – THROUGH • Surveys, • focus groups, • mystery shopping • One complaint statistically represents 24 similar ones Find out what your customers really think… 81
  • 83. • Service recovery is how you remedy a failed service encounter with a customer. In other words, – pull a customer from hell to heaven in the shortest possible time. – It involves: • apologizing, • solving the problem, • compensating the customer with something of value What is service recovery 83
  • 84. • 95% of customers who have a complaint that was handled efficiently and promptly will not only continue to do business but will become even more loyal (Wharton Business School) • So how do you make amends or appease the customer? – Through • product replacements, • good will gifts, • free of charge services, etc… Service recovery 84
  • 85. Some important statistics • Only 4% of dissatisfied customers complain. 96% leave without any communication to the business • Of the 96% who leave, 91% will never return • A typical dissatisfied customer will tell 8 to 10 people about the issues with your business • 1 in 5 dissatisfied customers will tell 20 people about the issues with your business • It takes 12 positive service incidents to make up for one negative incident 85
  • 86. Some important statistics • 7 out of 10 complaining customers will do business with again you if you resolve the complaint in their favour • Of complaining customers, 95% will do business with you again if you resolve the complaint at the first contact • On average, a satisfied complainer will tell 5 people about their problem and how it was solved • It costs 6 times more to attract new customers than it does to retain current ones • Customer loyalty is worth 10 times the price of a single purchase “How to win and Keep Customers” – Michael LeBoeuf 86
  • 89. • Who is a difficult customer? • How do you handle such people? Handling Difficult Customers 89
  • 90. Types of Difficult Customers • Angry • Nasty • Demanding • Critical • Non-stop Talker • Indecisive • Sarcastic • Argumentative 90
  • 91. Why Are They Difficult? • They are often expressing a need but chose an appropriate and impolite way to communicate this need • They are difficult for their own reasons – – not because of you 91
  • 92. Common Reasons For Being Difficult • tired or frustrated • confused or overwhelmed • defending their ego • unfamiliar with situation • feel ignored • under influence of drink or drugs • don’t understand • in bad mood • in a hurry • other reasons….. 92
  • 93. • “this job would be very good if it weren’t for the difficult people I have to deal with everyday” • Approach them professionally and not personally – Taking things personally can damage your professional reputation – Listen for the signals that you are taking things personally How Do I Deal With Difficult Customers? 93
  • 94. • Check you customer service attitude – Attitude is the key to success • Attitude is your mental position on facts - or more simply, the way you view things How Do I Deal With Difficult Customers? 94
  • 95. How Do I Deal With Difficult Customers? • Five points about attitude: – your attitude towards customers influences your behaviour. You cannot always camouflage how you feel – your attitude determines the level of job satisfaction – your attitude affects everyone who comes in contact with you – tone and body language reflect your attitude – your attitude is not fixed. The attitude you choose to display is up to YOU 95
  • 96. How Do I Deal With Difficult Customers? • Remind yourself! – This is my job and I’m going to do it professionally – If it were not for these customers I would not have a job – Every time I solve a problem I will feel better • Reinforce this by saying… – “I like the job, not because it’s easy, not because there are no difficult people, not because there are no frustrations but because people are part of any job and I can make things easier by taking things professionally 96
  • 97. • Be positive • Take things professionally and not personally • Aim for customer satisfaction, not just service • Solve problems without blaming yourself or others • Remember attitudes are caught, not taught What is to be done?? 97
  • 98. Projecting a Professional Image • Energized, motivated and positive • Immediate good first impression • Sound polished, positive and professional on the telephone • look good and sound wonderful even when you feel awful • Make your voice sound as friendly as a smile 98
  • 99. How to Make an Immediate Good First Impression • SMILE. • Greet them by name • Ask how you may help them • Suggest sale items specific to their interests • Study their verbal and body language for clues to how much help to offer Check back to see if help is needed 99
  • 100. Make your voice sound friendly • Find a key word • Focus on a mental image of the word • Watch your body posture • Smile: It will affect how you sound 100
  • 101. “Ready to Help” Attitude That Makes Customers Feel Good • When you greet customers: 1. Smile 2. Greet them by name 3. Make eye contact 4. Show enthusiasm 5. Use a warm tone of voice 6. Give your customer 100% of your attention 101
  • 102. —How to Hear Yourself as Others Hear You • Notice the following: • Do you sound enthusiastic? • Are you speaking in a monotone? • Do you enunciate and speak clearly, without mumbling? • Do you speak at an appropriate volume? • Do you vary your inflection? • Does your voice reflect a positive attitude? 102
  • 103. Deal With Unhappy, Irrational, Angry and Upset Customers • 96% of unhappy customers never complain • 91% of those who don’t complain will not buy again from your business • The average unhappy customer will share the negative story with at least nine other people • 13% will tell more than 20 people • The average unhappy customer will remember the incident for 23 1 ⁄2 years • The average happy customer will talk about the pleasant experience for 18 months 103
  • 104. The five top reasons customers complain • They are confused or overwhelmed • They feel ignored • They are defending their ego (self-esteem) • They were treated poorly in the past • They had to wait too long for service 104
  • 105. Turning Complaining Customers Into Lifetime Customers • Using empathetic listening • Remaining calm and professional • Analyzing the situation • Apologizing • Accepting responsibility • Thanking the customer for the information • Asking the customer for recommendations • Fixing the problem • Following up 105
  • 106. Increase Sales and Profitability Through Good Customer Service • Make your customer comfortable • Meet your customer’s needs • Give your customer a good deal for the money • Provide a friendly atmosphere • Demonstrate product and/or service knowledge • Make your customer’s buying experience efficient • Establish trust by providing consistent service • Provide a hassle-free experience 106
  • 107. How to Wind Up Every Customer Transaction on a Positive Note The answer to this is just five simple words you should say to every customer. Thank you for your business! 107