The document outlines key skills for excellent customer service, emphasizing the importance of knowing the organization, customers, and services. It presents the dimensions of customer service—procedural and personal—along with a grid categorizing service styles. Effective customer service requires active listening, empathy, promptness, and building rapport with customers to create a positive experience and foster loyalty.

3. Key Skills For Excellent
Customer Service

4. Know Your
Organization
Know Your
Customers
Know
Your
Services
What You Should Know?

5. Know Your Organization
Organization
culture
Company
support for
service
Customer
interaction policy
and procedures

6. Know Your Services
Service
configuration
Price and
Delivery
Customer
Care Means

7. Know Your Customers
Customer
Needs
Customer
Culture
Customer
Concerns

11. The Two
Dimensio
ns Of
Customer
Services

12. The Procedural
Dimension
The Human
Dimension

13. The
procedural
dimension
Consist of the
established
systems and
procedures to
deliver
products
and/or
services
The
personal
dimension
is about How
service
providers
(using their
attitudes,
behaviors, and
verbal skills)
interact with
customers

14. The
Freezer
The
Factory
The
Friendly
The
Star
Quad Customer Service Dimensional Grid

15. Freezer
• Low in both personal and procedural service. Motto : “We
don’t care”
Factory
• The Factory Good in procedural service, bad in personal
service. Motto : “You are number. We are here to process
you”
Friendly
• Bad in procedural service, good in personal service. Motto :
“We are trying hard, but don’t really know what we are doing”
*Star*
• Excellent in both the personal and procedural dimensions.
Motto : ‘We care and we deliver”

18. Customers types

22. Exploder

24. Anger Man

30. Greedy

34. The Basics
Call Center Customer Service

35. Focus
on your customer
Don’t be distracted
Stop surfing and socializing and

36. Make a good
First Impression
Be everything you would expect and want to your customer
as you would for yourself

37. Let them hear your smile
Welcome them with your tone and greeting

38. Listen actively
use acceptance responses so they know you are listening
repeat all critical elements so they know you understand
paraphrase to confirm understanding
ask clarifying questions when necessary

39. Be prompt
Answer the phone with the designated amount of rings.

40. You’re not a
turtle
Time is valuable, don’t be slow

41. So have a sense of URGENCY!
Empathize with their problems, treat them as your own, and they are important!

42. If you don’t know
It is okay, it’s not the end of the world.
No one knows everything…

43. But… NEVER, EVER say that you…
It’s our responsibility to get the answers
they need.

44. That’s frustrating!
When we say we do not know the answer it is a dead
end to the user.

45. Use all of your TOOLS
Use your resources: your knowledge base, internet, your
Subject Matter Experts, your co-workers, and anything
else you need to in order to get them their answer.

46. Because you need to…
Find out
It’s the only reason we’re here

47. and call them back
Promptly.

48. Don’t leave them on HOLD
Ask permission & keep an eye on the clock. Don’t leave them waiting!

49. they’re waiting for you
so tell them what to expect (research, calling someone, etc)

50. When
they’re
MAD
They are just upset about the problem

51. Don’t take it personally
Even when it sounds like they are mad at you

52. They just need their problem fixed
Remember: It’s why they called.

53. Don’t be
afraid
We have all been there & walked the same roads.

54. to ask for
You won’t have the answer for everything, so ask someone
to help you when you need it.

55. from your
manager

56. …or seek

57. from your co-workers
Sometimes you need
tribal knowledge

58. Diagnose
to
After you ask all the
right questions

59. or fix
their problems!
We’re responsible to fix
certain things on the first contact!

60. Document well
Remember to
Case notes are very important for yourself, the customers
and sometimes others that may need to fix the issue.

61. Check that there aren’t
missing pieces
Give your notes a good review to make sure you haven’t
missed any important bits of information. Fill in any pieces
that need clarity.

62. Keep Smiling
Build a good customer relationship.
Create a devoted customer.

63. Have confidence in yourself
You’ll do better than
you think.

64. and a good attitude…
because you Can Do It!

65. by
Delivering
on your promises
Customers will remember when you make a promise, so always
deliver what you say you will.

66. Don’t forget

67. To have
Take a deep breath. Sometimes they
don’t know, so you have to teach them.

68. Say
Otherwise you may sound
demanding and impatient.

69. and
Because everyone likes to be thanked.

70. Go the extra mile &
Always
It helps to create the devoted customer
that wants to come back.

71. Be prepared for
a long and winding road
(sometimes)

72. … and one last thing …
make them happy they called

73. Is there anything else I can help you with?

78. Resolving Service Breakdown