customer service
DESCRIPTION
Customer Service 101TRANSCRIPT
John Sumsion•Sheralyn Romrell
Customer Service
Introduction
First Impressions
Telephone Contacts
E-mailCommunication
Customer Service 101
Calming the Storm
Conclusion
INTRODUCTION
Customer Service: Vital for Success
• Why is customer service important to ESG?• What can I do better?• Dedicated Customer Service
Introduction
First Impressions
Telephone Contacts
E-mailCommunication
Customer Service 101
Calming the Storm
Conclusion
First Impressions
First Impressions Matter
• People see you first, hear you second• Your body language counts as much as your
grooming
Courtesy Counts
• As adults we do not recive constant praise for being courteous• Say “please”, “thank you”, and “you’re welcome”• Say “excuse me” and “I’m sorry” (this is harder for adults)
Introduction
First Impressions
TelephoneContacts
E-mail Communication
Customer Service 101
Calming the Storm
Conclusion
First Impressions
You can learn to have a more positive attitude•Change your “Self-talk”•Change mindset•Make a diffrence•Do not stereotype •Avoid being stressed
Attitude is everything
Introduction
First Impressions
TelephoneContacts
E-mail Communication
Customer Service 101
Calming the Storm
Conclusion
Telephone Contacts
Say it with a smile
• Our customers will hear your smile through your voice
Introduction
First Impressions
TelephoneContacts
E-mail Communication
Customer Service 101
Calming the Storm
Conclusion
Telephone Contacts
Putting your Best Ear Forward
• Listen to the customer’s opening statement
• Write down or input key points• Listen without interrupting• Give the customer you are helping
your full attention
Introduction
First Impressions
TelephoneContacts
E-mail Communication
Customer Service 101
Calming the Storm
Conclusion
Telephone Contacts
Saying Hello
• Answer on the first ring• Give your name and opening statement• Sound enthusiastic and ready to help• Work on Relationship building from the
beginning of the contact
Introduction
First Impressions
TelephoneContacts
E-mail Communication
Customer Service 101
Calming the Storm
Conclusion
Telephone Contacts
Between Hello and Goodbye
• Assure the customer you can help• Summarize the customer’s opening statement• Verbalize what you are doing• Put your personal touch into the contact• Before a lengthy pause, tell the customer what is
happening• When putting customers on hold, explain why
Introduction
First Impressions
TelephoneContacts
E-mail Communication
Customer Service 101
Calming the Storm
Conclusion
Telephone Contacts
Saying Goodbye
• Recap what you are going to do• Gain the customer’s acceptance• Ask if you can help with anything else• Thank the customer for calling
Introduction
First Impressions
TelephoneContacts
E-mail Communication
Customer Service 101
Calming the Storm
Conclusion
E-mail Communication
Planning
• Identify purpose of message, i.e. the reader will do such and such
Audience Analysis
• Who they are• How they feel about you• How they feel about the subject
Strategy
• Routine or good news, use a direct approach• Bad news or trying to persuade, use indirect approach
Introduction
First Impressions
TelephoneContacts
E-mail Communication
Customer Service 101
Calming the Storm
Conclusion
E-mail Communication
Keep correspondence concise
• Business correspondence is short and to the point • State the purpose of the e-mail first • Use short well spaced paragraphs • Avoid paragraphs longer then four sentences
(break it up) • Use an agenda for longer messages
Introduction
First Impressions
TelephoneContacts
E-mail Communication
Customer Service 101
Calming the Storm
Conclusion
E-mail Communication
Introduction
First Impressions
TelephoneContacts
E-mail Communication
Customer Service 101
Calming the Storm
Conclusion
E-mail Communication
Be Careful what you write
• E-mail is not private• Always use care in how and what you say
Grammar
• Read your e-mail out loud• Don’t become lax in your writing
Introduction
First Impressions
TelephoneContacts
E-mail Communication
Customer Service 101
Calming the Storm
Conclusion
E-mail Communication
Write a descriptive subject line
• Some people will read an e-mail totally on the basis of the subject line
E-mail don’ts
• Don’t send sensitive messages by email• Don’t write in all caps
Introduction
First Impressions
TelephoneContacts
E-mail Communication
Customer Service 101
Calming the Storm
Conclusion
E-mail Communication
Summarize the main message
• State the action that needs to take place i.e. additional correspondence needed
• The closing is a good place to interject ESG’s personality