Archive for the ‘Phone Customer Service’ Category


FedEx “gets” telephone customer service

I’m trying to call FedEx to schedule a pickup, and while they provide their number on the website, I found that it was a link.

When I clicked on it, I was presented with this page:

A visual representation of what options are available, and where they will take you. Along with what you can say to get you there.

What a fantastic way to help your customers navigate through your phone system!

This is SO much more elegant then forcing your callers to listen to: “Please listen carefully as our menu options have recently changed…”

Not only that, but if you decide to try to use the Online service, instead of the phone, they provide a link to the service you are calling about…the link takes you directly to the correct place on their site!

FedEx “get’s” it when it comes to integrating their phone system with their website. A visual representation of what options are available, and where they will take you. Along with what you can say to get you there.

Kudo’s to FedEx!


Should you answer that ringing phone?

How to decide who to help

How many times has this happened to you: Your front door opens, and in walks a new customer. At the same moment, the phone begins to ring. In a lot of small businesses, answering the phone, and helping that customer, fall to the same person. Do you let the phone ring? Or do you hold up your hand to the customer, in the unspoken language of “wait”, and answer the phone? Which is most important?

Making both feel important

Both. That’s right…both, and it’s your job to make both FEEL important. So how do you do that. First of all, have a backup plan for you phones. It doesn’t matter if it’s a customer walking in the door, or one more line ringing that you can’t answer, you need to have a backup plan for your phones. Tip: A busy signal isn’t a backup plan! If you’ve chosen to live answer every call…if that’s your effort, and you’ve determined that is the best approach, it still will be a good idea to have a well-designed Auto-Attendant as a backup plan. At some point you WILL need it.

The easiest thing is to let the phone ring to your backup plan, and help the customer. They can see your actions, the caller can’t. The caller doesn’t know if you are deferring them or not. The customer does. So help the customer. Let the call go to your backup plan.

That doesn’t just mean letting the call go to your normal voicemail that says “sorry, we’re closed”. If you’re Auto-Attendant is a backup for a primary live answer, you can design it to help the customer. Here are some tips to include in the greeting:

  • Let them know your staff is busy.
  • Give them options to reach people or departments for which they may be calling. You may not need to handle their call at all!
  • Provide a voicemail option if they really would rather leave a message. But give them some kind of promised follow-up time from their message. (“We promise to call you back in the next 2 hours”)
  • Ask them to hold (and if your system supports it, give them the option to wait in queue)

On this one, if your phone system doesn’t support a caller waiting in queue, you could answer the phone, and ask them to hold. But make sure you wait for the answer! They may just need to transfer to another person, and you can quickly handle that for them, without neglecting the customer. It really is a juggling act!

How to be confident of your backup plan

Test your backup plan. Make sure that if you’re on the phone, calls will be handled properly. Nothing worse than “thinking” it worked, when it really didn’t. Or it sounded poor. Or it didn’t provide the options you thought it did. Test your backup plan. It’s not a “plan” unless it’s been tested!


What to say when you answer the phone

What to SayNumber one thing to consider when you are crafting how your phone will be answered: Never…never, don’t ever…require your staff to speak your entire sales spiel, USP, or company mission statement when answering the phone. Don’t do it. Most people know who they’ve called, and they just need confirmation that they’ve reached the right place.

Remember talking about Ben Franklin the Plumber a few weeks ago?

When it’s time to decide how to answer your phone, they can be an example for good…and for bad. You need to have scripts for your front line people. How they answer the phone is critical to how people perceive your business and you don’t want to leave that up to chance. But don’t put your entire sales spiel into that script…no matter how tempting that may be! Your frontline phone people will be dealing with a large number of calls, and it is more customer-friendly to limit the greeting. Sure, if you’ve got some major promotion that will affect a lot of people, then let them know. But keep it brief…no more than a few words.

Confirm the company name, and provide your first name

Here’s an example: “Charter Insurance, this is Julie”. (apologies to any Julies that work at any company named Charter Insurance!) This confirms that they reached the right company (you’d be surprised!) and gives your name as an invitation to use it to springboard into their conversation. You have now become the “voice” of the company. And with that power comes a responsibility to provide a great customer experience

Ask how you may direct their call, unless you can answer their question

This is one thing that a lot of companies do that frustrates callers: asking “how may I help you?” when really what they mean is “how may I direct your call?”. Those greetings give two entirely different meanings to the caller. The first says: “I’ve reached someone who can bridge between myself and this company, probably looking into any records the company has about me or my purchase, and can probably make a decision regarding my concern.” If that’s truly the case with whomever answers the phone at your business, then including “how may I help you?” in your script is great. However, more often then not we hear that, when really all the person is authorized to do is transfer your call to someone else who does in fact have the ability to find you in their computer. Do you see the difference?

When you hear someone answer with “How may I direct your call?” you instantly know that this person won’t be the one helping you solve your problem, or answer your question, but they very likely will be a big help in getting you to the right person. The more obscure your question, the more you need their help and knowledge of the inner workings of the company in order to transfer you to the right person.

The first greeting, if spoken by someone who really just wants to transfer you will cause customer frustration. After taking the time to explain the details of their situation, the receptionist says “please hold while I transfer you to Customer Service” where you get to start your story all over again! Heaven forbid you were transferred to the wrong place, or that Customer Service isn’t the right place for you to be! So pay attention to these minor word differences…they can make a big impact on the service you deliver over the phone.


Decreasing customer “pain points” at banks

In a Ipsos-Insight consumer survey of banks, less than half of customers surveyed fit into the “Loyal” or “Diehard” categories. The other 56% were split between”Switchers” (31%) and “Movers” (25%).

And where your ATM’s are located is just one of the reasons customers might leave your bank.

Decreasing “penalty pain” is an effective way to keep Switchers and Movers, and even your Loyal and Diehard customers as well.

In an article from Neuromarketing, Roger Dooley talks about one of the negative “drips” of dissatisfaction when banks process checks in reverse order of magnitude, increasing the chance that more checks will be overdrawn.

Roger writes:

“Businesses should weigh the short-term boost in profits from penalizing otherwise good customers against the pain these penalties will cause and the damage to their brand in the minds of those customers.”

While “Switchers” are ready to move on to a new bank that offers them fewer fees, and higher interest rates, even “Loyalists” will consider moving when they feel mistreated.

So what are those pain points?

  • Unclear fees
  • “Free” services that don’t remain free
  • Negative interactions with tellers
  • Navigating confusing Auto-Attendant greetings
  • Being placed On-Hold to just silence, or “beeps”
  • Not enough ATMs or Branch locations

We’re living in a society that values genuineness and authenticity. Clearly stating when and what you intend to charge for is a lot better then leaving a customer feeling like they’ve been “had”.

The next time you consider raising fees, or push that “Hold” button, understand that you’re giving your customer one more “drip” into an intravenous artery of unhappiness. How many “drips” will it take to make him look for another bank?

Identifying and removing as many “pain points” as possible is a great strategy for moving “Switchers” to “Diehards”!

Would you like an outside the box perspective on YOUR Caller Experience? We’d love to help you!


On Hold Message: Key Component of your Brand’s Sound Signature

This TED video from Julian Treasure has a lot to teach about the use of sound in business. Have a watch/listen, and then we’ll discuss a few ideas for how to make the best of this information.

First, you may have noticed some pretty big numbers….a drop of 66% in productivity in open-plan office environments and a sales drop of up to 28% in a retail environment when inappropriate sound is present.

I especially liked his observation that we, “…move away from unpleasant sound and toward comfortable sounds.”

Telephone Sound is one of 8 types of commercial sound that Treasure talks about. If you haven’t thought about the rest of your soundscape, your phone sound signature is a good place to start. A Caller Experience expert can help craft your phone sound to be a reflection of your business goals. You can go from there into more purposeful and directed tactics for every other element of sound in the business.

If you already have a unique soundscape in your advertising, in-store experience, products and services, you’ve made that expert’s job easier, but no less urgent.

Crafting and producing an on-hold message is not good territory for Do It Yourself business marketers. As a business owner, you’re likely to only mention info that’s important to YOU, while failing to take a customer-centric view. You risk falling into instruction mode instead of taking an informative and (if appropriate) entertaining strategy.

Warning signs that you’ve got a bad on-hold message company:

  • They offer “canned” pre-produced, or fill-in-the-blank message.
  • They expect the business owner to write the scripts.
  • They offer little choice in voice talent, music and production.
  • Make no attempt to customize your message to match the sound signature of your business and other marketing efforts

A great on-hold message provider will:

  • Thoroughly uncover the key values of the business
  • Dig deep enough to find the important facts for the message
  • Match up the business with the appropriate voice talent and music
  • Provide turn-key support and quick response for updating messages

I liked Treasure’s first three golden rules of commercial sound:

  1. Make it congruent (with the core values and other sound elements of the business)
  2. Make it appropriate (to the intended listeners)
  3. Make it Valuable (by offering more than a caller expected to hear)

So, what’s holding you back?

If you’re abusing your customers by delivering a bad phone experience, this is one of the easiest marketing touchpoints to fix.

If you’re not sure what kind of experience you’re delivering, get it evaluated.

If you currently offer flat, dead silence, that’s the best place to start.

Dave Young is a marketing/branding consultant who works exclusively with owner-operated businesses like ProsoundUSA to help them grow. He blogs at BrandingBlog.com and teaches at OnYourMarket.com.


Here’s What is Wrong With Banks Today

Ok, so I admit…I imagine this is probably simply an address snafu…a mere slip-up of a Google Maps mashup. But it pretty much defines the feeling people have when calling your bank’s Customer Service line.

This is a screenshot from bank’s website Contact page. At the very least I’d recommend they update their address for Customer Service. I’m pretty sure that’s not the message they intend to send!

Are you going to be different?

And speaking of different…are you going to sound different? Or like most banks, will your callers hear silence while On-Hold? Do you know what they hear right now? You could check out our Caller Experience Evaluation service and know. Today.


The Sign of a Great Caller Experience!

A Day in the Life of a Sign 4/5: Omaha's Satellite MotelI was driving this past weekend with my family, and decided to come home without traveling on the Interstate highways.

It was a beautiful day, and as we drove through small-town USA, it struck me how a business’ presentation to passers-by was critical to it’s surviving! If they had a good sign, a clear presentation, and was the type of place I was interested in stopping, I would be a customer.
But poor signage, a bad presentation, or no clear idea of what I would find inside, and I would keep on driving (maybe to never pass that way again!).

While this may seem an obvious concept to you, there’s a parallel here for your business.
You’ve run your ads on radio, TV, Billboards, and the internet. You’ve spruced up your front entrance to make it appealing and inviting. You’ve educated your staff on how to ask the right questions of customers, without being pushy. Now you’re waiting for customers to come pouring in your door.

Have you overlooked anything? I think you’ll be surprised!

About 50% of people in the US are Introverted and about 50% are Extroverted. Which means that 50% of your customers will be more inclined to do their research, pick out the product they want, then pick up the phone and call you, to see if you have what they want at a price they want to pay.

Have you test-driven your phones lately?

Your Caller Experience is a critical link to convincing new customers they should buy from you, and reinforcing that fact to existing customers.

And just like the road signs I was watching as I traveled through small towns, you have but a few seconds to make (or break) that experience over the phone. Callers will put up with bad experiences only so long.

So what makes a bad experience?

Poor phone skills – staff that doesn’t properly answer the phone, and place an importance on handling the phone call with clarity and promptness.

Silence On-Hold (or just music) – callers don’t know if they’ve been disconnected, or simply put on “forget”. You wouldn’t have an empty showroom when they walk in…don’t have “empty” On-Hold time. Nobody likes it.

Long waits – being On-Hold at some point is a fact of life. But don’t forget about your caller On-hold. Try to get back to them as quickly as possible!

Transferred to the wrong person – make sure when you transfer a caller, you stay on the line to make sure they get to the right person or department. Your caller will really appreciate it.

Transforming your Caller Experience

Those are just a few of the things we measure with our Secret Caller service. It’s amazing how just a few small things can make a huge difference in how customers experience your business. Those few seconds over the phone are critical to whether they choose to do business with you…or go on to your competition.

What do YOUR phones say about your company?


How stopping the leak in your phone system first makes your Social Media stronger

Chris Brogan writes about how companies are jumping on the Social Media bandwagon as a customer service tool, while their existing customer infrastructure is in major need of a transformation!

I’m sure you’ve seen the news stories on the phenomenal growth of Twitter and Facebook as company communication tools. If you haven’t been noticing, take 4 minutes and 26 seconds to watch this:


[youtube]http://www.youtube.com/watch?v=lFZ0z5Fm-Ng[/youtube]

So companies are going to the social media space to reach customers, and rightfully so.

But in the rush to meet customers where they’re at, those same companies are forgetting that 91% of US households have cell phones (Source: CTIA December 2009), and I have never walked into a business that didn’t have a landline of some sort.

The telephone as a tool to connect to customers may be the most overlooked “social media” tool there is.

We talk to companies almost every day who have no idea what their customer hears when they call. Companies that have spent thousands (and sometimes hundreds of thousands) of dollars on marketing and advertising, without considering how the Caller Experience they provide will impact that potential sale.

So while on one hand, the Social Media is working hard to deliver customer satisfaction, at the same time, the Caller Experience is fighting against their efforts!

I’m all for Social Media. It’s certainly a very valid, and current way to reach customers. But it would be a much more effective tool if customers weren’t turning to it as a last resort, out of frustration from the Caller Experience!

Fix the leak in your cup before filling it up. Your customers will thank you.


Know thine own On-Hold Message

Know before you go”…”Look before you leap”…that’s what they say.Good quotes and all. Handy for telling your friends AFTER they’ve done something that wasn’t too smart. Now they’re suffering the consequences, and you’re coming up with brainy quotes. Helpful of you.

I was in a meeting of store managers recently, and asked “who knows what you’re callers are hearing On-Hold right now? Because right now, a customer or prospect has called your store, and is waiting On-Hold. What are they hearing?”

I was met by silence and blank stares.

Until it was broken by one brave manager: “I have no idea.”

This is so often the case. Top level managers, business owners, and especially employees, have no idea what happens when they push that Hold button. It’s just something they’re supposed to do.
1. Answer call
2. Speak to customer
3. Push Hold button
4. Retrieve call by lifting receiver
5. Speak to customer

Except that if you don’t know what that customer or prospect is hearing while they’re On-Hold, they might not be there for step 5. They may have vanished. Oh, they’re still around. As a person. But they’ve vanished from your business…and you’ve become invisible to them. While your competition has become they’re latest love.

Think about it the next time you push that Hold button. What ideas are you putting in your customer’s head?

If you do use an On-Hold message, to you play it for your employees? If they knew what your caller just heard, right before they picked them back up, could they help reinforce that message? Of course it would!
(Side note: Do you involve employees in your On-Hold updates? You should! They’re on the front lines of your business!)

And do me a favor, will you?
Pick up your cell phone, call your company right now, and ask whoever answers the phone to put you On-Hold.

Does your Caller Experience need some help?

“Know before you go!”


How to think like a customer

It’s hard to read the label from inside the bottle. “Huh?” you say?

See what you think is your “inside reality”…the customer experience inside your doors, is only what your customer says it is. Nothing more. And thankfully, nothing less.

That means you have the opportunity to surprise and delight your customer with the unexpected service.

Recently I ended up owning two identical 32gb 3G model iPads. At a time when iPads were more scarce than a hippy at a classical music concert. You just couldn’t walk into an Apple store and walk out with an iPad!

Well, when I found out I wouldn’t have to pay a restocking fee to Apple to return one of them, I decided to send one back. It was only AFTER I decided to do that, when I found out that Apple not only would not charge a restocking fee, but they would send me a prepaid return shipping label, and the return wouldn’t cost me a thing. As in free. I was delighted.

And the reason I was delighted (aside from saving the money, or course!) is because it was unexpected. Nowhere does Apple advertise “Free return shipping…you can send it back, and not pay a dime!” It’s just something they do, that makes me like doing business with them.

So what do you do to delight your customers? What are the little…or big…things that you could do to surprise and delight your existing customers. Strengthening the bond with your existing customer base is one of the best ways to increase your revenue.

So why is it that it often goes the other way? You woo a customer in with fantastic ads, and heartfelt promises, then once they’re “in the fold” they are no longer on the “To Be Delighted” list?

So here’s a way to have some fun, and maybe discover some ways to delight more customers.

1. Get out of the office…business…or whatever work environment you are in. That’s right, go ahead.

2. Grab a cup of your favorite beverage, and contemplate your business category.

  • Are there any preconceived notions or misconceptions that prevent more people from coming to your business, or buying what you sell?
  • What mistakes do some competitors make? That is, how could they create a more fulfilling customer experience?

3. Now, call your business, and ask for directions to your store. Pay attention to the what it sounds like…how the phone is answered…what you hear as a customer.

4. Walk into your business, and buy something. Was it easy? Did you enjoy the experience? What was the environment like?

Sometimes it takes getting out of the familiar to see things through another perspective. And even then it’s hard!

Comment below on ways you can surprise and delight your customer!

If you need some help, give our Caller Experience Evaluation service a try. You might be surprised at the view from outside the bottle!


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