The New Qualities for Customer Service Excellence

The covid pandemic clearly highlighted those companies that truly care about their customers and which provide customer service excellence.

If a company claims to be customer centric then it is essential that they don’t just talk the talk, but walk the talk too. The pandemic gave many people more time to review from whom they bought and what services they were getting in return.

A few years ago I was prompted to question my own purchase decision of cable services from the Swiss company UPC-Cablecom. It had been known to have a  long-term deficit in customer service excellence versus its main competitor Swisscom. And as recent PWC research shows, 86% of buyers are willing to pay more for a great customer experience.

Swisscom has made customer service their MSP (main selling point or value proposition) and they were renowned for putting their customers first. UPC-Cablecom, on the other hand, had until then, been trying to win customers through non-stop promotions and aggressive price cutting. In today’s connected world, especially where the internet is concerned, dissatisfied customers will be quickly heard – across the net.

Back to the incident that prompted this post. After a few days of being ignored by UPC-Cablecom – my perception at least, because my emails and phone calls were not being answered – I’m somewhat embarrassed to say that I resorted to Twitter.

It is more than five years ago that Twitter was first referred to as today’s customer service centre. Social media usually guarantees a quick response, since contacting customer services through the usual channels often results in no reaction for hours if not days.

[bctt tweet=”Social media usually guarantees a quick response, since contacting customer services through the usual channels often results in no reaction for hours if not days. #CustomerSatisfaction #CustomerCare #CallCentre #CRM #CEX” username=”Denysech”]

 

What makes a great customer care centre?

Customers these days expect a response in minutes or hours rather than days. Research shows that nearly a half of all customers (46%) expect companies to respond faster than 4 hours, and 12% expect a response within 15 minutes or less. And yet the average time to respond to customer service requests is currently 12 hours and 10 minutes! How does your own customer service response times compare? As you enjoy my blog posts I assume they are significantly better.

Most call centres are a frustrating, if sometimes necessary, experience for (often dissatisfied) customers to endure. In many cases, they are automated, with a long and complex self-selection process of button pushing to arrive at the department one needs – if you’re lucky that is!

But too often the result of all that effort is just a recording telling you to call back later as the department needed is not open at the moment, or that the collaborators are currently busy and to please stay on the line.

We are next subjected to music supposedly designed to calm our nerves, interspersed with messages suggesting alternative solutions to waiting on the line. Going to the website to find a solution in their available FAQs, or to complete a contact form, or to send an email. This I find insulting since I am sure most people only call after having tried to find a solution online – anything so they don’t have to suffer these long waits!

And then, of course, to add insult to injury, we hear the trite message about our call being important to the company! Really? If so you’re not showing it, you’re not walking the talk.

Some companies that have understood their customers’ frustration with long help-line queues, have found alternative solutions such as offering a callback. Of course, providing sufficient staff to cover the busiest times, or at least to be available when the customer is most likely to need support, would be the simplest and most acceptable solution, no?!

Today there is no excuse for a consumer goods company in particular to not be ready to help their users when they need it the most. For example:

  • Early morning or late at night for personal care products
  • Breakfast, lunch and evening meal times for food manufacturers
  • Evenings and weekends for TV and technology products

[bctt tweet=”Today there is no excuse for a consumer goods company to not be ready to help their users when they need it the most. #CustomerSatisfaction #CustomerCare #CareCentre #CustomerFirst” username=”Denysech”]

While in a few cases, a few customers may use Twitter to jump the call centre queues, in most cases, it is only used as a customer’s final cry for help, after being frustrated by long waits on call centre help-lines or self-service selections that led the customer nowhere except around in circles. 

 

What makes a great customer service representative (CSR)?

Taking the customers perspective is the absolute right thing to do for a company. But perhaps we as customers, should also take the company’s perspective when reaching out to them. Or at least that of the poor customer service representative who is subjected to our frustration and anger at the end of our email or phone call.

To illustrate the skills and talents of a great customer services rep, I want to share my experience with UPC-Cablecom. Jimmy N. was one of the very best examples of what a CSR should be, based upon my considerable years of experience on both sides of contact centres. What did he do so well and what might we all learn from him, despite his relatively young age (mid twenties)?

I have summarised below what I see as the most important skills of a customer services representative, that he clearly demonstrated. I call them the 7Ps of customer service excellence.

The new 7Ps of customer service excellence

  1. Private: He immediately took the conversation offline after confirming my mobile number and also asking for my email address. He then called me back to speak in person. This is a win-win for both the company and the customer. It made me feel important as he called me straight back. But it also enabled the company to take my complaints offline and away from the eyes and ears of other current or potential customers.
  2. Patient: He let me talk first. He just listened attentively until I had finished ranting, or when I stopped to ask a question. Sometimes a good listener is all it takes to defuse a potential issue from escalating. The customer wants to be listened to and understood, and in this case, I felt real empathy from Jimmy as I shared my negative experiences with his company’s services.

[bctt tweet=”In customer service, sometimes a good listener is all it takes to defuse a potential issue from escalating. The customer wants to be listened to and understood, and an empathetic ear is a great place to start. #CRM #CEX #CustomerCare #CustomerSatisfaction” username=”Denysech”]

3. Polite: He never lost his cool, even when I did! I admit I would not make a good CSR. I am generally calm, but when I do get angry I really explode, especially when I feel I am being treated unfairly or being taken advantage of. Having reps who can remain calm even when the customer is accusing the company or even their call centre personnel of exaggerated shortcomings, is essential to defuse the emotional tension of the connection.

4. Perceptive: Jimmy empathised with me, and connected very well. He recognised when to push forward with the next topic and when to go back to reiterate what had been agreed. He ensured that I understood the information he was sharing and that I was comfortable with his comments, explanations and proposed solution.

5. Professional: He was an expert; he knew his topic and more importantly how to explain its complex details in simple terms. Have you never called for help and found that you knew more about the topic than the company representative? I know I have on several occasions. As a result, instead of feeling supported, I became even more frustrated, as I was forced to explain my problem in different terms, or in more detail until it was understood.

[bctt tweet=”It is vital that care centre reps are knowledgable and are able to explain complex details in simple terms. Don’t let the customers get frustrated by knowing more than the person they have turned to for help! #CEX #CRM #CustomerCare #CustomerSatisfaction.” username=”Denysech”]

6. Pragmatic: Jimmy worked with me to find a solution that worked for us both. Unlike many call centres where the clear objective is to get you to accept the least costly alternative, I really felt that Jimmy was working with me not against me. I was confident that the solution we found together would be the best one for me and my precise situation.

7. Perseverant: He continued to ask and answer questions until he was sure I was happy with everything. Many companies now add a question at the end of the discussion, asking if there is anything else that we need. However, in most cases, it sounds totally artificial, especially when we have already thanked the CSR for their help and getting ready to say goodbye. I can understand why it is important to make sure the customer is fully satisfied before hanging up, but it would be better if the question is adapted to each individual situation.

Are these the seven best qualities for call centre advisors, or are there more “Ps” that you would add? If you have suggestions, then please add them in the comments below, especially you Jimmy if you read this!

Do you believe that your CSRs could do more for your customers? Then we would love to support you. We know we can help, just tell us where and when. Contact us here and check out our website for more information on our services: http://C3centricity.com/training

This article is regularly updated; the original version was posted on C3Centricity in February 2013.

Today’s Toughest Marketing Challenge is Not Customer Satisfaction!

We all know how extremely demanding consumers have become in recent years. The offers of constant innovation and novelty have made us all more impatient and critical.

Today we want things better, faster and sometimes cheaper as well. And customer satisfaction is becoming insufficient to drive growth alone. Companies need to deliver more, a lot more!

I was recently in the US and as seems to be the norm these days, the hotel in which I stayed asked me to rate their performance afterwards. I completed their form, giving only four and five-star ratings, as I had been very satisfied with my stay, the hotel rooms, the staff and their services. Imagine my surprise therefore when I got the following email a day or so after submitting my review:

“Thank you for taking the time to complete our online survey regarding your recent stay at our hotel.

On behalf of our entire team, I would like to apologize for failing to exceed your expectations. Your satisfaction is important to us and we will be using the feedback you provided to make improvements to ensure we offer an exceptional experience for our guests in the future.

I hope that you will consider staying with us again so that we can have another chance to provide you with a superior experience.”

Shocking mail isn’t it? To think that a Hotel apologises for not exceeding my expectations! But I believe that is exactly why they get a 4 1/2 star rating on TripAdvisor. For them customer satisfaction is not enough; they want their guests to be enchanted, enthralled, excited, so that a return visit is a “no brainer”; no other hotel choice would make sense!

[bctt tweet=”Shocking to think that a Hotel would apologise for not exceeding my expectations! #hotel #travel #leisure #CustomerSatisfaction” ” username=”Denysech”]

How do you treat your own customers, consumers and clients? Do you do just enough to satisfy them, or do you consistently look to exceed their expectations?

If you are a regular reader here – and I’d love to know why if you’re not, so I can do better in the future – you will know that I often talk about “surprising” and “delighting” our customers. These are not hollow words; there’s a very real reason why I use them. The reason is that our customers may be satisfied, but they will never stay satisfied for long.

[bctt tweet=”Our customers may be satisfied, but they will never stay satisfied for long. #CRM #CEX #CustomerSatisfaction” username=”Denysech”]

The above personal example I give is one way that the hotel staff ensure they have enough time to correct whatever is not a “superior experience” as they term their own desired service level, and to continue to offer total customer satisfaction.

 

Here are a few examples of other companies who go above and beyond in terms of their own customer service. I hope they inspire you to do the same and to aspire to exceed customer satisfaction whenever and wherever you can.

Amazon

Amazon's amazing customer satisfaction logo
Image source: Amazon.com

I have to start with Amazon because they clearly mention in their mission statement that they want

“to be the Earth’s most customer-centric company, where customers can find and discover anything they might want to buy online.”

Although they don’t specifically mention exceeding their customers’ expectations, they are known for regularly giving extra in their customer service. This might be by surprising their customers by sending the ordered goods by priority mail when only standard was paid for, or refunding the total cost of an article that failed to totally meet if not exceed expectations.

They are also known for being extremely helpful in proposing other articles you might be interested in buying, based upon your current or past orders. Yes it might also make good business sense to do this, but as a result of this practice, who doesn’t trust Amazon and start their search online on their website? Customer service to Amazon means going beyond customer satisfaction alone.

One recent challenge for Amazon is the claimed increase in fake reviews. I myself was once asked to give a five-star rating in return for a total reimbursement of the cost of the product. Needless to say, I immediately returned the item and informed Amazon.

This practice seems to be particularly common for articles coming from China, although I am sure it is becoming a widespread behaviour as companies realise the importance of high customer ratings. In fact, there are now even platforms for checking the validity of reviews, so hopefully things will improve in the near term. If you would like to learn more on the topic, then I suggest you read this great article on cnet.

Zappos

Zappos powered customer satisfaction through service
Image source: Zappos.com

Just like Amazon, Zappos too has made customer centricity the heart of their business. Their mission statement, also referred to by Zappos employees as their “WOW Philosophy,” is “To provide the best customer service possible.”

CEO Tony Hsieh is often quoted as saying that

“We believe that customer service shouldn’t be just a department; it should be the entire company.”

That makes it crystal clear how customer centric they are.

Another of his quotes is

“To WOW, you must differentiate yourself, which means do something a little unconventional and innovative. You must do something that’s above and beyond what’s expected. And whatever you do must have an emotional impact on the receiver.” 

This mentions another of the reasons it is important to go beyond what customer’s expect today – the emotional connection. That is what touches our customers and makes them feel differently about our brand, company or service. Customer satisfaction is not enough, we need to stimulate their emotions too. 

[bctt tweet=”Customer satisfaction is not enough, we need to stimulate their emotions too. #CEX #CRM #CustomerSatisfaction #CustomerCentricity” username=”Denysech”]

Apple

Apple targets customer satisfaction
Image source: commons.wikimedia.org

Steve Jobs is famously quoted as saying that “It’s really hard to design products by focus groups. A lot of times, people don’t know what they want until you show it to them.”

It was therefore his philosophy to do limited market research and never to ask the advice of consumers on his innovations. What he did ask questions about however, was their pain points.

In a video way back in 2014 Tim Cook talked about being “better.” While Cook mentions the environment, the bigger picture in what he was saying was that he wanted Apple to produce world-changing products that leave the planet better off. This can be in a literal sense like pollution, but also in a more figurative sense, like the iPhone, which has made millions of lives better.

Over the past four years, we have seen clear evidence of Cook’s vision coming true. In an interview for Fast Company earlier this year, he was asked what makes a good year for Apple. His reply?

“For me, it’s about products and people. Did we make the best product, and did we enrich people’s lives? If you’re doing both of those things–and obviously those things are incredibly connected because one leads to the other—then you have a good year.”

How many organisations would look different if we used these same criteria!

[bctt tweet=”Did you make the best product, and did you enrich people’s lives? If you’re doing both of these, then you are having a good year. #quote @TimCook #CEX #CRM #CustomerSatisfaction” username=”Denysech”]

 

Brompton Bikes

Brompton bikes offer exception customer satifaction
Image source: Brompton Bikes

The final example I want to share is from the UK and shows how even retail can become an essential part of delighting the customer. The brand is Brompton Bikes, a folding, city bike.

They understand that it is no longer sufficient to provide an excellent product and an easy way to buy them or to order online. Brompton have realised that their retail outlet needs to be an integral part of the brand experience, if they want to not only satisfy, but delight their customers.

Now while that may not in itself be that new, Nike and other trainer brands have been doing this for a while, it is the first time I have seen it done for durable goods.

What Brompton have done particularly well, is to understand their urban buyers’ lifestyle. They have been able to become an integral part of it, by not only providing transport, but also an easy way to buy accessories, get repairs done and even to park safely while their customers visit the adjacent shopping mall. In other words they have made their brand a solution for city dwellers.

 

In conclusion, these examples provide a clear roadmap for anyone wanting to move their customer service and engagement to the next level, by offering more than mere customer satisfaction:

  • Surprise your customers with something unexpected. Whilst I know it is becoming ever more difficult to do this these days, it is definitely worth the effort in order to build their loyalty.
  • Touch the customer emotionally so your product or service resonates with them. Brompton have achieved this by deeply understanding the lifestyle of their customers. As Maya Angelou is famed for saying

“I’ve learned that people will forget what you said, people will forget what you did, but people will never forget how you made them feel.” 

  • Strive for better in everything you do, Never be satisfied with just repeating previous successes. This is perhaps the greatest lesson from all these great companies. As the Hotel mentioned, they want to exceed the expectations of their guests.
  • Make it a part of every employee’s objectives to ensure your products and services not only obtain customer satisfaction, but go even beyond that in any way they can. As Tony Hseih says, customer service is not the responsibility of any one department.

Coming back to the title of this post, I hope you now agree that satisfaction is no longer sufficient to attract and keep your customers. It is time to step up your game, to aim for surprise and delight. This should be an ongoing objective too, since customers can quickly increase their demands as what once excited them becomes the norm. 

I am sure you have many examples of companies that were not satisfied until they had gone above and beyond what you as their customer expected of them. In a previous post I mentioned Dyson; what others would you add to the list?

[bctt tweet=”Which companies excel at not only satisfying their customers, but surprising and delighting them too? #CEX #CRM #CustomerSatisfaction #CustomerDelight #CustomerCentricity ” username=”Denysech”]

Please share your suggestions below. Of course, you can also share your horror stories, as they provide useful information – and often amusing anecdotes too! Thanks. 

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