customer care line introduction
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TRANSCRIPT
FAMILY MOSAIC Customer Care Line Induction
Lisa Pearce
WELCOME!
WELCOME!
Avis RhodesCustomer
Care Manager
Colin McPhersonTeam Manager
Lisa Pearce Team Manager
Michelle Sannerude
Team Manager
INDUCTION PACKS
MR AND MRS
CUSTOMER CARE LINE
Much more than just a Call Centre!
WHAT DO WE DO? Take incoming calls Answer emails Deal with incoming post Collect and update Resident Details Provide an excellent front line
Customer Service experience NO REPAIRS!
HOW TO CONTACT US
0300 123 3456 (option 2)
Customer Care LinePembroke House11 Northlands PavementEssexSS13 3DU
www.familymosaic.co.uk
HOW MANY CALLS? 130,000 calls per year 80% off calls within 20 seconds 95% calls answered Automatic call backs 25 staff
THE DOG AND BONE Log in numbers Make Busy Codes Headsets Breaks Emails and Admin Log out and finish times
WE CAN… Make appointments with NM’s and
Options Officers Deal with Anti-Social Behaviour Take complaints Process Parking Permits Refer tenants to pathways to
work/welfare benefits team Agree rent payment arrangements
WE CAN… Set up Direct Debit payments Take payments over the phone Provide balances and statements Make alterations to tenancy agreements Grant permission for pets/resident
improvements/satellite dishes Take suggestions for environmental
improvements
WE CAN… Process Transfer Applications and give
advice Process Health and Disability
Assessments Make bids on properties Process Mutual Exchanges End tenancies Deal with Property purchase or
ownership enquiries Deal with Estate Services
HEAD ABOUT TO EXPLODE? DON’T WORRY! Intranet Website Colleagues Team Managers Other parts of the business
TEAM TARGETS 80% of calls answered within 20
seconds No more than 5% calls abandoned No more than 5% calls result in repeat
calls due to actions Emails acknowledged within 24 hours
and responded to within 3 working days.
YOUR PERFORMANCEWhat we expect of you
What you can expect from us
To log 100% of calls and emails received
To aim for 100% quality in all logged interactions
To provide the best Customer Service at all times
To take between 38-42 calls per day*
To achieve 80% or over in your probation period on call/email coaching*
To be the best you can be!
Monthly 1-1’s with call coaching
Monthly statistics Yearly Personal
Development Plans Weekly Team meetings
and newsletters On going training and
coaching including visits out of the office
Opportunities to become
a specialist
DISNEY EXPERIENCEWhy do people go to Disney World?
It starts with the employee experience
The most important employees
Why?What do Disney pride themselves on?
It takes people to make a dream a reality
TEA’S UP! Start Time 10 minute Tea breaks One at a time! Be selfish! Lunch is either 1 hour or half hour for
F/T
OFF TO SUNNIER CLIMATES? Service Centre Calendar 3 Full Time, 2 Part Time (4 max) Full and half days Email CCLTeamManager with dates Leave folder Manager to authorise
UNDER THE WEATHER? Call in at least 1
hour before shift – 01268 498592
Stages – page 2 Self certificates
and doctors certificates
Return to work discussion
DEPARTMENTAL PROCEDURES
YOUR DESK IS YOUR TEMPLE!
DATA PROTECTION
BETTER SAFE THAN SORRY Ask ALL residents security questions If they cannot answer or answer
incorrectly no information can be given General Enquiries Third Party Authorisation/Power of
attorney External Agencies Permission on call
LUNCH
CUSTOMER SERVICE
Be the best you can be!
HOW DO WE WANT OUR RESIDENT’S TO FEEL?
Wanted
Welcomed
Cared ForRemembered
HOW DOES IT LOOK AND SOUND?
A GOOD CALL…
A BAD CALL… What would you do if you took a call
and it went badly? We would encourage you to speak to
Lisa, Colin or Michelle and we can listen back to the call with you
We can then score you on a mock sheet and discuss areas that you may need further coaching/training
This will not be part of your 1-1! Don’t be afraid to highlight your
mistakes, you can only learn from them.
HOW?
EMPHASIS
HOW DO WE BUILD RAPPORT?
ARE WE REAL PEOPLE NOT ROBOTS?
Greeting DPA confirmation Have a conversation Build Rapport Summarise Corporate Ending
AGGRESSIVE CALLERS Front line Customer Service = the
occasional angry customer What is an aggressive customer? How do you deal with an angry
customer? What you should do if you feel yourself
getting upset? Take a break
WHICH IS BETTER - OPEN OR CLOSED?
HOW DO WE CATCH PEOPLE DOING THINGS RIGHT?
HOW DO WE BECOME THE BEST?
Top 50 2010 Calls – 31st
Emails – 20th
Top 50 2011 Calls – 18th
Emails – 12th
PORKIES Write down 3 things you have ‘done’ or
‘facts about yourself. 2 must be true and one must be a lie. You have 3 minutes to do this We will then take turns in the hot seat to
read out each statement and each person can pick which on they think is the lie.
HOUSING MANAGEMENT
They are face, we are the voice, together we can…
WHAT IS A NEIGHBOURHOOD MANAGER?
WHAT ESTATE SERVICES DO WE OFFER?
HOW DO RESIDENT’S PAY THE RENT? Direct Debits Rent Card Telephone payments All pay SMS Text Messaging Housing Benefit
HOW ARE REPAIRS REPORTED?Customer Care Line and Housing Management do not deal with repairs!
0300 123 3456 (option 1)
HOW LONG DO REPAIRS TAKE? Routine Repairs
are to be completed within 28 days
Urgent Repairs within 7 calendar days
Certain repairs can be recharged to the resident
Gas Safety Checks completed every year
Pests and the Local Authority
New Homes and Defects Period
Repairs Obligations
CHANGES TO TENANCY
What can we do?
TENANCIES Starter Tenancies – 6 months Temporary Housing – Assured Shorthold
Tenancies Assured Tenancies
SOLE TO JOINT
Query Answer
Mr Monopoly and Miss Cluedo plan to get married in 2 months.
Mr Monopoly is a sole tenant but would like his soon to be wife to be added to the tenancy.
A clear rent account
Initial Interview and marriage certificate sent in to CCL.
Absolutely sure as lose sole rights to the tenancy
Call back when married and we can start process
JOINT TO SOLE
Query Answer
Mr Kerplunk calls in and would like to know if his wife, Mrs Kerplunk can take over the property if he moves out.
Determine whether it is a joint or sole tenancy.
If sole, no tenancy will end.
If joint tenancy, then an appointment can be booked by CCL with the NM.
WHAT HAPPENS WHEN A RESIDENT PASSES AWAY? Joint tenancy? Married or in a civil partnership? Other Family Members? Does the tenancy need ending?
SUPPORT FOR OUR RESIDENTS
Helping the vulnerable
NEED A HELPING HAND?
When you are on a call and you feel that something is not quite right, a tenant is particularly upset or seems vulnerable, what would you do?
FLOATING SUPPORT Floating support services in London and
Essex. Short term visiting support service to people
living in the community. Staff can assist people with many issues
including debt management, budgeting skills and housing options
Signposting to other agencies that may be of assistance
CCL sometimes get calls about this and can forward it onto the relevant floating support team.
WELFARE RIGHTS TEAM
Housing Benefit Jobseekers Allowance Employment and Support Allowance Disability Living Allowance Pension and Tax Credits Grants and Loans
WORKING 9-5! Employment opportunities Apprenticeships Training courses on a range of subjects Help and advice on writing CV’s, job
applications, having interviews and successful job searching.
GETTING INVOLVED Tenant Board Panel Plus Regional Forums Customer Panel Repairs Panel Resident’s Association Scrutiny Panel
ANY QUESTIONS?
Thank you for listening!
FAMILY MOSAIC