What They See: 5 Service Habits that Damage Your Credibility

watchingService doesn’t just happen during an interaction with the customer. In fact, by the time you find yourself talking to them, your customer may have already have formed a negative opinion about you and the level of service they’re about to receive. That’s because as soon as they see and/or hear you, their experience begins.

Here are five behaviors to avoid any time customers are in the vicinity.

 

1. Personal conversations with other employees (especially when expressing negativity about the organization or its customers).

2. Using the computer to play games or browse the internet.

3. Talking, texting, or browsing on a personal cell phone.

4. Eating, studying, or conducting personal business in view of the customer.

5. Performing legitimate job duties when customers are obviously waiting. Assisting customers should always come first.

 

And here are five behaviors to display at all times.

1. Follow your dress code in order to ensure a professional appearance.

2. Keep your work area tidy and organized.

3. Acknowledge each customer as they enter your field of vision.

4. Smile.

5. Assume customers can see or hear you at all times.

 

Remember, just because you can’t see the customer doesn’t mean the customer can’t see you. So put your best foot forward at all times and make a great impression before the interaction even starts.

We Will Be Right With You: Five Tips For Managing Customer Wait Times

Stressful people waiting for job interviewNobody likes waiting. But it seems we spend an inordinate amount of our time waiting for other people – people who are paid to serve – to turn their attention to us. According to the Bureau of Labor Statistics, we have good reason to be upset. Their latest data indicates that each of us will spend over three days each year waiting in line. That’s six months of your life waiting for service. Is it any wonder we get irritated at waiting? But while most of us despise the idea of waiting, many of us are contributing to the problem. Customers enter our places of business every day and wait. And while some amount of waiting may be unavoidable, or even necessary, small improvements to customer wait time can have a significant impact on their perception of our service. Here then, are five tips for addressing wait times.

  1. Eliminate or shorten the wait. Studies have shown that our perception of time is distorted. Customers will almost always report longer wait times than they actually experienced. In an ideal world, no customer would have to wait to be served. But short of that, anything you can do to shorten the wait time (without sacrificing some other aspect of service) will improve customer satisfaction.
    • Cross train staff so that customers don’t have to wait for the one or two employees who can address their request.
    • Beef up staff during peak times. If you know there’s always a rush on Friday afternoons, make sure you have adequate personnel to cover the volume. Study transaction records to determine when your peak times are.
    • Set rules to address occasional high-traffic situations. For instance, you might set a rule that states any time a station has more than three customers in line, another station gets opened. Make sure all staff (the ones you cross-trained) understand the expectations.
  2. Make waiting more enjoyable. If customers have to wait, make sure their time isn’t wasted staring into space or at you. Provide comfortable seating with up-to-date reading material or a television that plays something interesting to them. Try looping a video that shows tips related to your industry. If a customer walks away with more information that when they came in, the wait time will be seen as beneficial.
  3. Minimize irritants. There are two things that really upset me while I’m waiting. One is not knowing why I have to wait. It’s like being stuck in a traffic jam wondering if the cause is a wreck or construction. So acknowledge the wait, apologize, and explain the cause. The other pet peeve is waiting for service while I witness other personnel milling about. I mentioned an example of this last week – my trip to the local movie theater. Why aren’t they helping me? Try to keep staff not assisting customers out of view.
  4. Make waiting part of the experience. Disney World and other theme parks have realized that customers waiting for a ride on an attraction will quickly get irritated unless there’s something to distract them. So they’ve taken to using the waiting line as part of the experience. Think of ways you can utilize this concept. Like filling out information forms at the doctor’s office, time spent engaged in something useful doesn’t feel like waiting.
  5. Reset the wait-time clock. Customers have an internal stopwatch that starts counting when the wait begins. But any time the wait is interrupted, the clock resets. If a customer has been waiting for a while, having someone check in on them – to offer refreshment or even make short conversation – will reset the clock. As a result, the customer’s perception of wait time is reduced.

Waiting may be an inevitable part of the customer experience, but it doesn’t have to be a frustrating one. Try a few of these tips and see how your customers respond.

Welcome! 5 Tips for Greeting Your Customer

welcome_matLast week, I wrote about the value of fresh starts. Of course, the ultimate fresh start occurs at the beginning of a new year. Last week, people all across the world greeted 2015 with a renewed sense of purpose and commitment. Among them were business owners, team leaders, and employees who resolved to improve the way they approach their work. You may have been one of them. For many, customer service remains a focus. Ninety five percent of businesses surveyed recently said that improving customer service was one of their top three initiatives for 2015. But it seems every year public perception of service drops despite promises made by companies that it is their top priority. As both a service provider and a consumer, I know how important the customer experience is to the success of any organization. That’s why I’m going to spend the next several weeks focusing my Monday article on simple customer service tips. There’s no rocket science here, just basic things that great companies get right. We’ll start where the customer interaction starts – at the beginning. Here are five simple tips to make sure your customer feels welcome in your place of business.

  1. Greet each customer as they enter. I hate being ignored, and your customers do too. Simply greeting them as they walk through your door gets the interaction off on the right foot. Make it sincere (not the auto-robotic sounding greetings delivered by many fast food places) and don’t go overboard. You don’t want the customer to feel smothered; but greeting them acknowledges their presence and lets them know you care.
  2. Hold the door if you are nearby. A lot of the businesses I visit seem to have forgotten common courtesy. Employees stand idly by while customers struggle with heavy doors, often juggling packages they’ve just purchased. With so many ignoring the customer on the way out, I can count on one hand the number I’ve encountered who go out of their way for customers on the way in. Impress your customers by going out of your way to hold the door for them.
  3. Proactively ask how you can help. Often, I’ll visit a business and observe several employees standing around while one or two work a line of customers. In fact, it happened to me last night. Abby and I went to the movies on a father/daughter date. One young lady manned a register and filled orders. As we waited, I watched another employee standing to the side. He was engaged with a manager in a casual conversation and neither seemed concerned that customers were waiting. It was only after the manager noticed me watching that he came over to help. Don’t be that guy.
  4. Acknowledge the customer even if you are otherwise engaged. Let’s say you are helping someone when another customer walks by or approaches. How do you respond? What about when you are on the phone as another customer enters? Try simply smiling or nodding your head in the new customer’s direction. Small gestures like this send the message that you are engaged and aware of their presence.
  5. Greet customers as they enter the drive-thru. I hate pulling up to a drive-thru and being greeted by silence. I know those inside are probably assisting someone else or must be busy with another aspect of their job; but I can’t help wondering if they’ve forgotten me – or even know I’m there. I’d feel a lot better if they would just greet me and let me know they’ll be right with me.

These are only a few ideas for greeting the customer. And, as I said earlier, none are rocket science. But how you start usually determines how you finish. Make a commitment to finish strong. How will you make your customers feel welcome this year?

Give Thanks. No, Really Give It!

thank you wordleTis the season to be thankful, right? By now you’ve probably read a number of Facebook posts or newspaper articles about the origins of the Thanksgiving holiday; so I won’t bore you with those details. Suffice it to say that the fourth Thursday in November has become the traditional day of the year to express gratitude for the blessings you enjoy. Now, obviously, you should be thankful throughout the year, not just on a particular day. Thanksgiving is just the day we set aside time to really think about it.

But what about those other 364 days of the year? Shouldn’t we make a special effort to express our gratitude every day? Don’t you like it when someone tells you “Thank you” or goes out of their way to show appreciation for something you’ve done?

Author and speaker Stephanie Chandler thinks so. She’s compiled a list of 12 Ways to Thank Your Customers. These are all pretty basic ideas and most of these suggestions have been discussed in our basic sales & service training classes. See how many of these you already have in place.

  1. Greeting Cards. Think of all the major, minor, and wacky unofficial holidays on the calendar during the year. Why not send out a card to celebrate with your customer?
  2. Personal Notes. Forget the email or form letter. Pull out the stationery and a pen. Now write a few short lines that mean something personal to your customer.
  3. Invitations. Call up a customer and invite them to come in for some face-to-face time. Call it a portfolio review or research study. Spend some quality time listening to your customer and see what a huge impact it makes.
  4. Small Gifts. They don’t have to be lavish or expensive. They just have to say “I was thinking of you.”
  5. Food. We like getting food at work right? Why not return the favor?
  6. Gift Cards. Know what your customer likes? Get them a gift card to their favorite store or restaurant. Don’t know what they like? Try Amazon!
  7. Referral Rewards. When a customer thinks enough of you to refer new business your way, it’s time to say “Thank You!”
  8. Reverse Referrals. I’ll bet your business customers like to receive referrals too.
  9. Customer Appreciation Days. Plan something around Founder’s Day or Customer Appreciation Week. Or just choose some arbitrary day and make it special.
  10. The Gift of Information. See an article or book you think might interest your customer? Why not send it their way with a special note?
  11. Host Events. Hosting an open house or cook out is an easy way to show your appreciation.
  12. Life Events. Did your customer receive a promotion? Did a son or daughter graduate? Did they get married, open a new location, or close a big sale? Let them know you noticed.

There’s no rocket science involved here. The key is to develop an attitude of gratitude and perpetuate it all the time – not just once a year. And if you don’t currently have an active “appreciation strategy,” now is the perfect time to start. Just pick one of these ideas and get to it.

I think it’s also worth mentioning that most of these suggestions also work for coworkers. That’s another group just begging for some appreciation. Whew, I don’t know about you; but I’ve got a lot of work to do.

Happy Thanksgiving!

P.S. Got a great way of saying “Thank you?” I’d love to hear about it.

Taking it To the Bank

imageAs a kid, I had a piggy bank. I don’t remember where it came from, but I do remember the thrill I would get each time I dropped a coin into it. I couldn’t see inside, and it didn’t have a plug in the bottom; so I had no way of knowing how much money I had collected. Occasionally, I would shake it, but the only way to know how much was in there would have been to break it open. And I didn’t want to do that until I knew I had filled it up. I knew that once I had put everything I could into the bank, I would have something extremely valuable. So every chance I had, I dropped another coin in.

In a sense, each of us has an internal piggy bank. Each encounter with another human being has the potential to impact who we are and how we see those around us. Positive encounters result in deposits being made. The more positive the experience, the more is deposited and the more our internal balance of positive experiences grows.

Negative interactions on the other hand, are like shaking the piggy bank upside down until change falls out. They are jarring and disorienting. They result not just in a diminished balance, but in an unsettling of what remains. And in the end, there’s a void; a space that has to be filled back in before the balance can start growing again.

But there’s a significant difference between our internal piggy bank and the one I had as a child. You see, each time you make a deposit into someone else’s bank; your balance grows by the same amount. Sometimes it grows by more. Each time you do something for someone else, each time you serve them, you benefit. The more you give, the more you get.

And of course, the opposite is true as well. Each time you shake someone else’s piggy bank – each time you withhold service or leave them with a negative perception of an interaction with you – your balance diminishes at least as much as theirs does. Sometimes you lose more.

When you think about it, the best way to grow your own balance is focus on growing someone else’s. If you sit around waiting for someone to put coins in your bank, you could be waiting a long time. But making an investment in someone else always pays off.  The more you invest, the more you stand to gain.

Take a look at your customer. Take a look at your coworker. Is your relationship with them not as rich as it could be? Maybe it’s time to make a deposit.

The best thing about filling a piggy bank is that it doesn’t require large deposits. Just a few coins here and there will fill that thing up in no time. I bet if you checked you’d find you have a little to give right now. Why not invest it today?

Service Starts With Me

SmileyIt’s Customer Service Week, an annual recognition of the contributions made by individuals whose primary job is to support the customer. It was first introduced in 1984 and made official by President Bush in 1992. In his proclamation, Bush said,

“A business will do a better job of providing high quality goods and services by listening to its employees and by empowering them with opportunities to make a difference.”

 When you think about it, there are really only two types of jobs.

The first is on the front line. It’s the person directly involved in serving the customer – the one taking orders, answering questions, and handling complaints. As the face of the organization, they operate on the line of fire. They never know what’s coming at them next. Will the customer’s issue be easy to handle, difficult, or impossible? Will the customer be agreeable, distraught, or irate? Regardless, they have to be ready to engage and focused on a positive outcome.

The second type of job is less visible, but no less important. It belongs to the person providing support behind the scenes. While they may never be seen by the customer, their performance can make or break the customer experience. They have to get their part right. If a process breaks down, so does the customer’s perception of the organization. If their interaction with a front line coworker is negative, those emotions get passed on to the customer. Just because they aren’t seen, they need to perform as if the customer is watching their every move.

Two jobs, one goal. When I first realized this, it really made me think. I realized that regardless of my role in the organization, responsibility for the customer’s perception of the service they receive rests squarely on my shoulders. There can be no slacking off. I’m either impacting the customer directly or indirectly. In other words, service starts with me.

This concept scares a lot of people. Maybe it scares you. A lot of people don’t see themselves as service providers. In fact, many have fled customer-facing jobs in the hope of avoiding service-related interaction with others. But unless you choose to live the life of a hermit, you interact with (and therefore impact) other people. If you aren’t affecting them positively, you’re affecting them negatively. There is no middle ground.

Fortunately, providing great service isn’t that hard. In fact, the first step is so easy most people overlook it. Are you ready? Here it is … Smile.

That’s it. A simple smile is all it takes. If there was ever a silver bullet for service, this is it. A smile puts you in the right frame of mind to serve other, regardless of your role. When you smile (even though you might not feel like it), you take control of your own emotional state and tip the scale toward a positive outcome. It even works when you’re in the role of the customer. Approach the interaction with a smile and, regardless of their attitude, the other party is impacted in a positive way.

A lot of people bemoan the state of customer service in our country. As your week unfolds, I hope you’ll spend some time reflecting on the nature of service and the important role you play. And I hope you’ll accept this three-part challenge:

  1. Thank the service providers you encounter this week.
  2. Adopt the mantra “Service starts with me.”
  3. Smile.

Happy Customer Service Week.

Of Pirates & Doughnuts: Turn Your Next Transaction Into an Experience

imageDid you know that Friday was “International Talk Like a Pirate Day?” I wouldn’t be surprised if you’ve never heard of it. After all, it’s not an official federal holiday. There was no big retail push and banks were open for business. I almost missed out on it myself.

International Talk Like a Pirate Day started as an inside joke between two friends – John “Ol’ Chumbucket” Baur and Mark “Cap’n Slappy” Summers – from Albany, Oregon. According to the official website (www.talklikeapirate.com), the two were playing racquetball when one of them responded to an injury by shouting “Aaarrr!” They decided then and there that everyone should take one day out of the year to talk like a pirate and claimed September 19, 1995 as the inaugural celebration. It’s gained in popularity every year since.

I learned about the celebration a couple of weeks ago when I stumbled upon a promotion from Krispy Kreme Doughnuts. They promised to give anyone who came in and talked like a pirate a free doughnut. If you went so far as to dress like a pirate, they gave you a free dozen doughnuts. So on Friday, my daughter Abby and I stopped by our local Krispy Kreme and walked out with a free box of doughnuts.

What a great promotion by Krispy Kreme. In a time when so many businesses are struggling to attract customers, they found a way to draw people in. And, they adhered to the three elements of a viral campaign I mentioned a couple of weeks ago. All it took for me to participate was a doo rag and an eye patch. I laughed along with the employees and other customers who chose to come in. And because Abby was with me, we now have a great father/daughter memory to share.

What I particularly liked about the Krispy Kreme promotion was the way they involved the customer. Instead of simply issuing a coupon, they asked customers to join them in celebrating. This transformed the act of buying doughnuts from a routine business transaction into a shared experience. It didn’t matter that the holiday wasn’t official. The holiday merely provided an opportunity for some magic to happen.

We typically think of our time with the customer as a transaction rather than an interaction. But any business can conduct transactions. Think about how many places there are to pick up doughnuts. When you move from transaction to interaction, though, you give the customer something extra – something they can’t get anywhere else. Your product may be a commodity, but you aren’t. Customers can’t have the experience of interacting with you anywhere else.

Every time someone walks through your door is a chance for something special to happen. You have the potential to create a shared experience, and a reason for them to come back. Now that’s something to celebrate.

A Community of Service

RosetoOn the eastern edge of Pennsylvania, about 15 minutes from the Delaware River and the state of New Jersey, lies the small town of Roseto. It was founded in the late 1800’s by Italian immigrants who settled to work in the local slate quarries. Roseto would go largely unnoticed until 1961, when a chance meeting between two doctors catapulted the town into the spotlight.

Dr. Stewart Wolf, a cardiologist and Head of Medicine at the University of Oklahoma, had just delivered a presentation on trends in heart disease and heart attacks. Roseto’s resident physician was in the audience and approached Dr. Wolf with a shocking observation. Heart disease rates in Roseto were half the national average. Furthermore, he could not recall a single instance of heart attack within the high-risk 55-64 age group during the past decade.

After additional discussion over a few beers, Dr. Wolf knew a more thorough investigation was needed. He and a team traveled to Roseto and began a multi-year study of the town’s inhabitants. A study of death certificates for the prior 30 years confirmed the doctor’s statement. Incredibly, Rosetans displayed an odd resistance to heart-related illnesses. Other communities located just minutes away looked statistically identical to the rest of the United States. What could possibly account for the uncharacteristically good health of this group?

First Dr. Wolf looked at diet. But that wasn’t the answer. Rosetans ate traditional, high-cholesterol Italian foods. Sausages, salami, and meatballs were all fried in lard, and coupled with hard and soft cheeses. “Fat-free” was nowhere to be found. They also drank wine with every meal.

Next, Wolf studied their work conditions. The men, always the most at-risk for heart attack, worked long, hard days in the quarry. They came home coughing from the dust and chemicals used in the mining process. At home, they relaxed with old-style, unfiltered cigars. Aside form the work in the mines, there was no standard of exercise.

For years, Dr. Wolf and his team scrutinized every aspect of life in Roseto, trying to account for the unusually healthy inhabitants. Nothing about their diet, working conditions, or even the environment provided a clue. Then one day, he looked beyond the physical attributes of the town and turned his attention to the intangible.

Families were close-knit. Townspeople favored local businesses over larger retailers in nearby towns. There was virtually no division based on wealth. Neighbors knew each other and came to each other’s aid. Stress was virtually nonexistent.

Roseto had no crime. Zero.

In fact, everywhere he looked, Wolf saw townspeople helping each other. Rather than occupying themselves with their own gain, Rosetans seemed to be keenly focused on helping each other. No one in the town was a stranger. No one felt alone.

And a thought occurred to Dr. Wolf. A strong sense of community breeds healthy individuals. People become stronger and healthier when they band together for the common good. A community built on service will thrive despite overwhelming obstacles.

Sadly, change came to Roseto. By 1970, the strong sense of community had eroded. Young people left to pursue careers elsewhere. Outside influences changed the socio-economic makeup of the town. Fences and country clubs began to appear. Rosetans started to look and act just like people everywhere else. In 1971, the Roseto saw its first heart attack under the age of 45. Today, the town’s rate of heart disease looks just like anyone else’s.

Serving With a Smile (When You Don’t Feel Like Smiling)

Hope LodgeWednesday evening I left work and drove to the American Cancer Society’s Hope Lodge here in Lubbock. The Hope Lodge provides free place for out-of-town cancer patients to stay while they receive treatment. This removes a significant financial burden on the families of these patients and allows them to focus on their health. My wife and I, along with several other couples, volunteer by preparing meals for the guests and hosting weekly “dinner parties.” Wednesday night was our team’s turn to serve.

But I didn’t want to go.

I was tired. I’d had a long day – you know the kind – lots of phone calls and emails. I had someone working on my sprinkler system and was anxious to check on the progress. I’d had something to do every night for the past several days and really just wanted to collapse on the couch. The thought of spending three hours on my feet to serve total strangers just didn’t seem appealing.

I’ve written before about the rewards of service. I know that focusing my energy on activities that benefit someone else has a myriad of benefits physically, emotionally, and even spiritually. But all that’s hard to think about when you’re already drained and craving some down time. How do you serve others when all you want to do is plop?

I think there are three steps to preparing your head for service when your heart just isn’t in it.

1. Remember why you’re serving. Service is for the benefit of those on the receiving end, not the giver. If your mind is set on your own comfort or enjoyment, then you’re not ready to serve. In order to give your best, you have to push your “self” out of the way and focus your attention on “others.” I’m not saying service should be a chore, or unenjoyable. But if your reason for serving is self-gratification, then you’re missing the point and will always have something you’d rather be doing,

2. Commit to giving it your best any way. This is a core value you should carry regardless of the task at hand. Like the saying goes… “If it’s worth doing, it’s worth doing right.” If you’re putting in the time, make the time count and give your “all” to the service you provide. Regardless of your mindset, your performance speaks volumes about your personal integrity and those you represent.

3. Fake it until you feel it. It’s funny how easy it is to manipulate your own emotions. You are the single best influence on your state of mind. Why let someone else, or circumstances beyond your control dictate how you feel? So listen to a motivational CD. Pump up your jam on the radio. Do whatever it takes to get your mind straight and then fill in the gap with determination.

Back at the Hope Lodge, I sat in the truck for a few minutes. I closed my eyes and let my mind make the transition from work to service. Then, knowing I was serving for the right reason, and having committed to giving my best; I forced a smile onto my face and walked inside. I didn’t have to fake it for long.

I had a great time. My friends and I chatted and laughed as we served other people. The guests who came to dinner were extremely grateful, as they always are, and my spirits lifted. As we left a few hours later and headed home, it was hard to imagine I’d had such a pessimistic attitude when I pulled into the parking lot. And this time the smile on my face was genuine.

Who Ya Gonna Call?

Trailer AxlesRemember the movie “Ghostbusters?” What about the theme song, written by Ray Parker, Jr.? Well believe it or not, the movie is 30 years old – I’ve had the song stuck in my head for a few days thanks to an unfortunate accident.

I was towing a smoker to a group camp out. Approximately 15 minutes from my destination, I glanced in my rear-view mirror and saw black smoke pouring from the back of the trailer. It seems one of the axles had cracked, causing the tire to cant inward and rub against the inner fender well. The smoking was the result of the tire melting from the friction.

I quickly pulled over and, after letting the wheel cool down, jacked up the rear of the trailer to get a better look at the axle. However, as soon as the weight shifted, the axle snapped in two. I guess I was lucky. Had the axle broken at 70 miles per hour, my weekend could have taken a particularly nasty turn.

But there I was, stranded on the side of the road. The trailer was too heavy to pull on only one axle and, try as I might, I couldn’t bind the broken one to the frame well enough to keep the tires straight so I could limp into town. I sat inside the truck to cool off and think. This problem was bigger than I could solve on my own. So I asked myself “Who ya gonna call?”

A lot of our customers ask themselves the same question. Every day, people in our communities find themselves in a variety of situations with no easy way out. They need a friend. They need an advocate. They need an expert (or at least another brain to help them determine the next course of action). In short, they need someone who will answer when they call. That’s where you come in.

You know, it’s easy to become jaded about the work you do day-in and day-out. It’s easy to get cynical and bored and apathetic. After all, answering the same old questions and dealing with the same old issues becomes a chore after a while. So it’s no wonder we grow weary of the daily grind. It’s no wonder we sigh and roll our eyes when yet another customer calls with the same question we’ve answered 100 times already today. That’s what happens when the job becomes routine.

But it’s not routine to the customer.

The same situation that’s a no-brainer to you is a gut-wrenching crisis for your customer. The decision that needs to be made is an easy one for you, but it’s monumental for them. And even though you’ve answered the same question 100 times today, it’s the first time your customer has had to ask. In order to provide the best possible service to your customer, you have to take off your shoes and put on theirs. Because its only after you understand what your customer is feeling that you can truly begin to serve them.

I got lucky. The first friend I called immediately dropped what he was doing and came to help. And he didn’t show up alone. Three other guys came with him. Each one of them knows what it’s like to be stranded, praying someone will come and help you out of the jamb. Together we were able to develop a plan to fix the smoker and salvage the weekend. The next time I’m in trouble on the road, I know who I’m going to call.

What about your customer? Who are they going to call when the next crisis hits?