Good customer service is the heart of every business. It flows from employees who engage internal and external customers, meet their needs, and exceed their expectations. Good customer service creates a “wow” experience for your customers, leaves a positive impression, encourages repeat business, and ideally refers other customers to your organization. So how do you get your employees on-board? Here are 3 critical elements of good customer service.
1. Good customer service starts with the right attitude and mindset.
Customer service starts with having the right underlying attitudes and motivations. This means not only hiring people with the right customer service mentality and who want to help and satisfy their customers, but also encouraging the right focus and attitudes by talking positively about customers in the organization, repeatedly communicating the importance of customer service to your business’ success, training employees on the customer service practices your organization has decided to emphasize, and recognizing employees who serve the customer extraordinarily well.
Key employee attitudes that drive good customer service include viewing customers positively, understanding that customer service is important to the organization’s success, feeling motivated and accountable for providing good customer service, having the information and tools needed to provide good customer service, viewing leaders as enthusiastic and supportive of good customer service, and believing that they can take initiative to do what is best for the customer.
2. Good customer service requires effective communication.
Exceptional customer service requires mastering communication with internal customers (other employees) and external customers (those outside of your organization) as well as with difficult customers. Without both quality communication through a variety of channels such as face-to-face, over the phone, or via email, as well as effective communication in a diverse range of situations both internal, within the organization, and external, outside the organization with a diverse group of customers, service can suffer.
Customer service issues almost always arise from a failure to communicate properly.
For example, customers may not know what to expect or may not be accurately informed of changes and schedules. Customers also could perceive a lack of responsiveness or courtesy. A customer’s tone may unleash an emotional reaction from your representative. The underlying problem in all of these issues (and most customer service dilemmas) is a failure to communicate well.
Effective communication with customers involves listening and understanding your customer’s viewpoint or problem, handling emotions, organizing and preparing one’s thoughts, speaking clearly and succinctly, responding to or following up on questions directly and in a timely manner, watching non-verbal cues like tone and body language, problem solving, and closing conversations or interactions to keep the door open for an ongoing positive relationship with the customer.
Communication is as much an art as a science and takes practice. Building self-awareness of communication strengths and weaknesses and teaching skills through training, role-playing, scripts, and conversation coaching are just a few methods to use to drive better customer service. But beware: not all customer service training and skill-building is created equal. Traditional lectures or “guides” simply won’t cut it. Employees must practice, engage in the changed behaviors, and obtain feedback as they are doing so by a trained professional.
3. Good customer service is practiced on your internal customers.
Practice good service with your internal customers. Employees generally don’t provide good customer service to their customers if they aren’t serving one another in a consistent, reliable, friendly, and timely manner.
Good customer service is the result of positive, supportive interactions between staff members who are interdependent on one another for information, especially when multiple people and departments are involved in the process of delivering a product or service to the customer.
Organizations that provide good internal customer service:
- Have collaborative cultures that recognize and reward teamwork
- Freely and efficiently share information with one another; create processes that enable free-flow of information
- Respect each others’ time; respond and resolve internal inquiries in a timely manner
- Listen and try to understand the concerns and demands of one another
- Have clear communication channels for communicating product and business process information
- Speak to one another courteously and respectfully
If you expect and want good customer service from your employees, the best way to achieve it is by modeling the attitudes, behaviors, and communication practices you seek inside your organization and creating a workplace that lives, breathes, and teaches what it means to put the customer first.