Developing customer service strategy


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Developing customer service strategy

1.Write down your mistakes of this year.
See what lessons you can learn from them. Perhaps you had several cases pointing to the same issue, a gap in your policy or service terms? Now is a good time to go over and rework those.
Make sure that every member of your customer service team is familiarized with these cases so that they can learn not only from their own mistakes, but also those made by their team mates.
Keep a record of all difficult cases and include this information in the training program for new employees.
Track not only your mistakes, but also cases resolved successfully and similarly make them known to all members of the support team as a model of customer service that you strive for.
2. Create a centralized board where all employees can learn company updates as soon as they go out.
Dealing with unknowledgeable employees is one of the most common customer frustrations. It is not rare unfortunately that sometimes a customer knows more about the company or it’s recent launch/promo than does a customer service agent.
Give your best to keep your reputation clear from such shameful accusations. It’s not difficult after all. You just have to add one more must-do to your customer service routine and create a space where all updates are shared with the whole team before the news goes out to clients.
3. Set up analytics tools and invest time into actually digging into that information.
Analytics is important, but not only analytics pertaining to your customer service channels, but overall analytics for your company performance showing if there has been any progress.
Consider customer service as another sales and marketing tool and see if goals are being met and if you are moving anywhere.
Have your sales increased? Did you get more referral traffic? Did more people join your affiliate program? How many clients terminated a contract with you? The answers to these questions will help you determine how effective your customer service is.
4. Set up a feedback system.
Don’t rely on the analytics numbers alone. Listen to a live feedback from your customers and see if you are meeting their expectations. Customers will also point out to you those areas where you can improve and suggest to you how you can improve.
Monitor all your customer service channels for feedback and set up additional feedback tools, such as on-site survey, post chat survey, post-purchase survey to get more insights and create greater engagement with your clients.
5. Make consistency one of your priorities.
Recent stats show that 58% of customers complain about companies not being able to deliver what they have promised upfront.
Make sure you stay away from false marketing promises, given online as well as across your customer service channels. Let every member of the team be clear on what products and services you offer and what your company identity, culture and mission are.
Practice “underpromise and overdeliver” rather than reverse.
6. Empower your employees to see better performance from them.
Utilize the full potential of your people. Let them think for themselves, allow creative approaches to solving the customers’ issues.
Don’t force them to follow the script, but do provide guidance and help, including scripts, training material and tools until they are confident working with minimum supervision and help.
Encourage them to experiment with their line of work and find the best ways to approach customers, to handle complaints, collect feedback etc.
Listen to your employees and delegate responsibility to them so that they have a sense of belonging. Emotional attachment, freedom that comes along with responsibility will cultivate the most loyal and devoted people in your company.
7. Invest in your frontline.
Preparing, developing strategies, monitoring are all important. But what really makes a difference at the end of the day is a single interaction between the customer and the service representative, interaction happening at any single given time.
If your customer service agent does not possess the right skill, the right attitude for the service job, if they do not have the efficient tools to deliver the best service to the customer, no on-paper strategy will save them.
Pay more attention to hiring people with the right mindset and invest into modern tools to help them become more efficient.
Make sure the people understand your company’s mission, its priorities and culture. Empower them to work together and share their experience and ideas. Encourage employees to bring their personalities to work.
8. Create a customer reward program.
Offering incentives to customers who continuously do business with you is important. It is not necessarily due to the fact that people like free stuff. More than anything else people crave for attention. It is just in our psychology, we want to be recognized and appreciated.
Statistically, 55% of customers expect specialized treatment for being a good customer. It’s more than a half now, and most likely, the number will be growing in the next years.
Adding some extra service to show your appreciation of your clients’ business and maybe their personality too, is something that can help you have higher retention rates.
9. Develop a vision of your company’s mission and communicate it to clients and employees.
This step is actually very important, because a clear vision helps to put all facets of your business together. It puts customer expectations in line with your potential. It brings transparency to your business operations and customer service in particular.
It allows the service agents to steer their efforts into realizing the company vision, to make the right decisions and give promises which can be fulfilled.
10. Make customer service easy to obtain.
I suggest that we turn “Make it easy” into a customer service mantra for 2014. The top customer expectation of 2013 has been “I wish customer service and support were easier and more convenient to obtain”.
Indeed, aren’t we all tired of getting through voice machines, long holds, multiple department transfers or no response at all? Let’s make every effort to deliver a customer service that is easy, fast, effective, rewarding and memorable

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