4 Key Traits That Dominate Customer Service

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4 Key Traits That Dominate Customer Service

Written by John Boe

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Customer Service: The Frontline Makes Your Bottom Line

It happens all the time: A full-page ad is placed in a major monthly publication. The ad touts the service excellence of their product. Catchy phrases. Great promises. Major dollars are spent to create an implied image in the mind of the consumer. And it can vanish in a heartbeat if promises made are not promises kept-if the derived image cancels out the implied image!

Perhaps this has been your experience: You have been standing in line at the bank looking at a sign hanging on the wall that says "Our Customers Are Our #1 Priority" while the customer in front of you is yelled at by a teller for not having the proper forms needed for the transaction. Or perhaps you've had the interaction with a clerk who rolls her eyes when you ask one too many questions about the product. The point is: we will all talk about the derived image-not the glossy ad. Couple this "talk" with chat on the Internet and you've exponentially reached thousands.

Why should you care what your customers are saying?

It costs 6 to 8 times more to get a new customer than to keep an old one.
There is a 12% higher profit margin with your existing customers.
Companies that keep their existing customers enjoy a 9% higher growth rate than ones who don't.

It doesn't take much to make a negative impression. Here are some of the most common customer complaints: unprofessional staff; disinterested staff; bad attitudes matched with a sense of boredom; more enthusiasm for chatting with co-workers than with the customer and a lack of an ability to solve problems.

Your employees have probably had customer service training but perhaps you are still seeing customers leave. Why is this you ask? It's because leadership didn't take the time to find out how the customer service "rules" affect the actual customer. Here are ten tips to take your customer service from drab to fab:

1. The single most important thing you can do to increase customer satisfaction is to treat your employees well. One disgruntled employee can easily alienate dozens of customers. Find out what is wrong and fix it.

2. Keep employees in the loop so that they are in the know and FEEL like valued insiders. With the power of the Internet your employees can find out corporate news before you do. Don't let this happen to your company. Talk to employees often and in-person.

3. Teach employees to think of themselves as business consultants rather than employees. Empower them to make customer-pleasing decisions without having to call a supervisor.

4. Ask employees to change their viewpoint. Have them look at all customers as multi-million dollar businesses and treat them accordingly.

5. Embrace new ideas and reward innovation. Seek and act on advice from your frontline because most of the time they are the only contact a customer has with your company.

6. Recognize and reward each other. Think in 360 directions. A manager needs praise from a subordinate a much as from her boss. Encourage peer-to-peer recognition for helping each other resolve customer issues.

7. Constantly seek innovation. Ask everyone to study the competition and find out what they do that makes them better. The frontline will see what a higher-level manager will not.

8. Seek and act on customer feedback. Don't bother with customer surveys. Assign an employee or employees to scour the Internet for both positive and negative conversations about your company.

9. Make your current customers feel important. Offer them price cuts or coupons, make every transaction with them pleasant, communicate transparently and have a live person answer your phones, thanking the customer for his business .

10. Seek and reward referrals from current customers. One local chiropractor provides a free adjustment to any patient who refers someone else. She gets dozens of referrals every week and her practice thrives even during economic turmoil.

Don't just pay lip service to improving customer service. Good customer service is the linchpin to survival at any time but especially during difficult times. Start by treating your employees well, keeping them in the loop, and releasing them to do what it takes to send each customer away happy.

Your Greatest Assets

The heart of any company can be found beating inside the walls of its customer service department. Providing superior customer service after the sale is a smart business decision that pays long-term dividends. All the money that company spends on sales training, marketing research, advertizing, and PR initiatives to attract new customers is wasted if they can't keep them satisfied after the sale. Your satisfied customers' positive "word-of-mouth" endorsements have always been and always will be your company's greatest asset and most effective marketing program.

The only surefire way to keep a customer happy is to consistently go the "extra mile" and exceed his or her service expectations. Several years ago, I read a fascinating article about a survey that asked people to list the top character traits they expected from a customer service representative, CSR. The survey data clearly identified four key character traits that dominated the feedback list. As you review the list below, think about how your customers would rate your character traits and the quality of service you provide.

The Four Cornerstones of Superior Customer Service

1. Positive mental attitude. A smile can be felt over the phone, but so can a frown. First impressions are extremely important and there's absolutely no substitute for a cheerful disposition and a positive mental attitude. Customers don't want to deal with grumpy, negative-minded CSRs who project a less than professional attitude. The survey showed that a positive attitude topped the list of the most valued character traits.

2. Respectful. All customers deserve to be treated with respect, even if they're difficult to work with or upset. Being rude or displaying unprofessional behavior is the fastest way to lose a customer for life. Cursing, name calling, sarcasm, belittling, shouting, or arguing with a customer is never justifiable under any circumstances. When you show respect to your customer, you'll eventually gain his or her respect in return.

3. Proactive. Don't just be reactive, be proactive. Proactive support is all about identifying and resolving customer service issues before they become a problem. You can be so successful with proactive customer service that you can often solve problems before your customers even realize they exist. Customers expect a CSR to be results-oriented. The best CSRs are inventive and show initiative when solving customer complaints.

4. Dependable. If you can't be counted on to keep your word and deliver on your promises, your customers will drop you like a bad habit. When you make a commitment to a customer, always remember to under promise and over deliver. Your word is your bond and your customers expect you to live up to your promises. A dependable CSR keeps his or her customers continuously updated and return e-mails and phone calls quickly.

"One customer, well taken care of, could be more valuable than $10,000 worth of advertising."
- Jim Rohn

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John Boe
		About the author:
		John Boe is an entertaining speaker with a powerful message and a passion to help salespeople reach their full potential. He has devoted the last two-decades to training and motivating high-performance, successful salespeople. His knowledge has been synthesized into one of the most powerful sales training programs ever created on the subject of peak-performance selling and personal achievement! .