A Powerful and Simple Way to Retain Customers

Customer loyalty is a huge business driver.

Selling to existing customers is typically cheaper, faster, and more effective than selling to new customers. They buy more and buy more often. Best of all, they encourage other people to do business with you too.

Unlocking the secret of customer loyalty would be gold, right?

A new study from customer experience software firm InMoment reveals the best way to ensure customer loyalty is pretty simple. I've synthesized the data with some additional research to give you a few steps you can take to boost loyalty with your customer base.

Spoiler alert: customer service plays a giant role.

The Study Results

Let's start by taking a look at the data from the study. Here's a snapshot:

  • 10,000 brand representatives surveyed

  • 20,000 customers surveyed

  • 12 countries represented (including the U.S.)

The responses to two survey questions really jumped out. The first was "What does it take to foster brand loyalty?"

Notice the differences between what brand reps said and customers said:

Data source: InMoment

Data source: InMoment

The second really interesting question was "What emotions do you associate with a bad experience?"

Data source: InMoment

Data source: InMoment

These charts reveal that the way to win a customer's loyalty is to ensure their satisfaction and avoid disappointing or frustrating experiences.

OK, so what does that really mean?

 

The Story Behind the Data

Notice what customers aren't telling us.

They aren't saying they need to be wowed or amazed. Customers aren't telling us they need to have a magical, life-changing experience.

Customers are saying they want brands to do exactly what they expect them to do.

  • A new product should work the way it was intended.

  • A service should do exactly what was advertised.

  • Getting assistance should be simple and hassle-free.

Consumers were asked to rank a number of factors in order of importance. Number one was personalization. But look closely at the statement driving this selection:

When you reach out for help, the associate and/or the self-service channels already knows who you are (name, status, loyalty, VIP, etc.) and demonstrates strong knowledge of your recent interactions.

This isn't a desire for more personalized marketing or selling. It's a desire for better service.

It's already disappointing when a service failure occurs. It's frustrating and feels disrespectful to consumers when they're forced to repeat their story over and over again in an effort to get an issue resolved.

 

Action Steps

The biggest thing companies can do is fix chronic problems. 

It seems simple, yet it isn't. Research shows 50 percent or more of customers don't complain when they experience an issue. Those who do complain typically lodge their complaint with a frontline employee. That frontline employee, for variety of reasons, probably won't share it with a supervisor.

One step you can take is to ask your frontline employees for the top complaints they hear from customers. In my experience, employees are quick to share when they're asked to help identify and solve these challenges. This exercise almost always yields opportunities for quick action.

Don't forget those customer service surveys. It's a well-known secret that most companies do very little with this data, but it's a gold mine of service improvement opportunities if you know how to quickly analyze it.

Another action step is to get better at managing customer expectations. This is both an art and a science. For example, did you know:

There's an entire training video on Lynda.com and LinkedIn Learning devoted to this topic. You'll need a Lynda.com or LinkedIn Premium account, but you can get a 10-day trial for Lynda.com here.

Insider Perspectives: Ideal's Don Teemsma on Field Service

Don Teemsma, President of Ideal Plumbing, Heating, Air, & Electrical

Don Teemsma, President of Ideal Plumbing, Heating, Air, & Electrical

Every home owner needs a few go-to service providers.

One of mine is Ideal Plumbing, Heating, Air, & Electrical. This company is my first and only phone call anytime I need a plumber, HVAC technician, or electrician. 

Ideal has remodeled two bathrooms in my house, installed a new heating and air conditioning system, installed a new hot water heater, fixed a slab leak, installed a new electrical panel, and made numerous smaller repairs over the years.

Yes, I'm a huge fan.

The work is first-rate, the prices are reasonable, and Ideal's technicians are consistently friendly, helpful, and reliable. The company consistently earns top customer service honors from companies such as Houzz and Angie's List.

If you live in San Diego, you should have this company on speed-dial!

There's one aspect of Ideal's service that particularly fascinates me. How does the company get its field service technicians to consistently arrive on time, do great work, and provide great service?

I sat down with Don Teemsma, Ideal's President and Owner, to ask him how his company sustains a customer-focused culture with its field service technicians.


Q: Ideal offers two-hour appointment windows and your technicians are always on-time or even early. How do you manage this while other service companies struggle to maintain a four-hour appointment window?

"We've tried four-hour appointment windows, but people really don't like that, so we've made a commitment to stick with a two-hour window.

"It starts with our dispatch team. We keep track of all our appointments and technicians via computer and a dispatch board. It's the service manager's job to make sure we're on schedule.

"We're constantly moving the board around to make sure we can fulfill that two-hour commitment. If we see a service call is taking longer than expected, the service manager can proactively call the next customer to let them know there will be a delay or find another qualified technician to move the call to.

"Our service area is also an important factor. We really try to keep our service area tight and not overcommit. That's why we generally don't serve cities in [San Diego's] North County like San Marcos or Escondido. There are too many unknowns like traffic conditions that would make it difficult to keep our appointments and provide a rapid response.

"Maintaining the right parts and supplies on our trucks is also important. We try to keep our trucks fully-stocked so they can handle 80 percent of service calls with the parts on the truck."

 

Q: There's a stereotype of a typical repair technician who is pushy and will try to suggest a lot of expensive repairs. How does Ideal avoid that?

"A lot of field service technicians work on commission. This pay structure means it's in their best interest to try to sell additional repairs and services to their customers.

"We don't want to create that incentive because our business is built on relationships. We'd rather earn a customer's repeat business or get new business through referrals from customers who trust us.

"Our technicians don't work on commission. They tend to prefer it that way. They're in this business because they like to fix stuff and make people happy.

"Many of our technicians will refer to a customer as 'my customer,' because they take a lot of ownership and personal pride in helping the people they serve."

 

Q: What else do you do to ensure your technicians are customer-focused?

"It starts with hiring the right people. 

"We look for integrity in our hiring process. If we don't feel someone has an innate honesty about them, we won't hire them.

"Our interview process includes a few assessments but we also put candidates through three interviews to see if they will fit our culture. For example, one of the things I ask candidates about is whether they perform any service in their community. Are they involved in their church or do they volunteer for a nonprofit organization? People who give back to their community in some way are more likely to be successful in our culture.

"One of the things we do around here is encourage people to constantly improve. If you're not the best at a particular skill, keep working on getting better. Our culture is not to be perfect, but to perfect.

"We really strive to inspire technical excellence. Having good skills allows you to perform better work, get jobs done faster, and solve challenging problems. 

"Over the years we've hired a lot of technicians with good skills who have been nurtured by their coworkers until they've gotten really good at their trade.

"We also have an Ideal Mascot: Mr. Bill. He truly embodies our culture and is a great ambassador for showing care towards our customers."

[Editor's note: Bill has worked the front counter in Ideal's showroom for over 17 years and is a wizard at locating hard-to-find parts. His friendly and helpful service was one of the reasons I personally became an Ideal customer. He helped me track down a part for a leaking toilet tank that I couldn't find at any of the big-box hardware stores.]

 

Q: Ideal's managed to maintain a reputation for outstanding service for many years. How do you keep everyone continuously focused?

"We talk about service a lot. We have company-wide meetings four to six times per year. All of our technicians attend a smaller meeting every other week where we talk about customer service, share customer feedback, and discuss opportunities to improve.

"We're also fortunate that most of our customers are repeat customers or they came to us because they were referred by a customer. These customers tend to be understanding that things can and will go wrong occasionally because we've had a great relationship with them and they trust us to do a good job.

"Many of our technicians have worked here for a long time. They like working for a company with a great reputation and they like the culture, so they work hard to help us continuously deliver great service."

Three Big Trends from LiveChat's Customer Service Report

Chat software provider LiveChat recently released its 2017 Customer Service Report. The latest report is a treasure trove of data on chat. Here is a snapshot of what was included:

  • 13,500 companies that use chat

  • 22 different industries

  • 24 billion website visits

  • 235.7 million chats

  • 11.1 million tickets

A number of important trends jump out. You can read the entire report here or skim below to see what I think are the top three.

(You may also wish to read past blog posts on chat trends here and here.)

Trend #1: Tech Support Loves Chat

Tech companies had the highest customer satisfaction for chat among the industries covered in the report:

  • Web Hosting: 92.91% satisfaction

  • IT Businesses: 92.66% satisfaction

  • Software: 91.17% satisfaction

One of the natural advantages of using chat for technical support is agents can have a nearly real-time conversation with customers while also sharing helpful links and screenshots.

The slight delay between responses actually creates another advantage. LiveChat was kind enough to quote me in the report:

The natural latency of a chat conversation gives customers built-in time to implement the steps required to fix their issue.

 

Trend #2: Chat Demand is Increasing

The average LiveChat customer saw a 4.11 percent increase in chat demand in 2016 compared to the previous year.

Forrester's Kate Leggett offered one explanation why customers may be increasingly choosing chat—they want to avoid the phone.

Organizations can quickly connect customers to an agent with the right skills to answer the question without them having to navigate an arduous interactive voice response.

That high demand leads us to the third big trend.

 

Trend #3: Companies Are Struggling to Keep Up

The report noted businesses experienced a 31.15 percent increase in the average number of monthly tickets.

This number stands out because a ticket is created in LiveChat when a chat agent isn't available (due to high demand or after hours) or a customer's issue can't be resolved on the initial contact.

Meanwhile, average first response time is 56 seconds, which can feel like an eternity to a customer who is waiting for assistance.

Customer service expert Shep Hyken noted that making chat easy for customers is much more important than the length of a chat.

When I get on live chat, whether it is a live agent or AI [artificial intelligence], it doesn’t really matter whether it takes 6 or 12 minutes. If I’m having my question answered and there is little friction between the time I start and the time I get the answer, I will be completely satisfied.

 

What You Can Do

These trends all suggest a few key actions for contact centers that offer chat:

  • Empower your agents to resolve issues in the first conversation

  • Staff chat adequately to prevent long wait times and excess tickets

  • Take advantage of chat's natural latency to provide value-added service

Insider Perspectives: FCR's Jeremy Watkin on Outsourced Service

Jeremy Watkin, Head of Quality

Jeremy Watkin, Head of Quality

Outsourcing your company's customer service is a leap of faith.

Companies like Oregon-based outsourcer FCR can be hired to handle a wide range of customer contacts including phone, email, chat, SMS (Text), and social media. It's often faster and less expensive for small companies and start-ups to use a third-party like FCR than it is to set-up an internal customer service team, but there needs to be a lot of trust.

Will the outsourcer take great care of your customers and do a good job representing your brand?

Jeremy Watkin, FCR's Head of Quality, recently shared with me some of his secrets to outsourcing success. Watkin is the co-author of the Customer Service Life blog and was named one of ICMI's Top 50 Thought Leaders on Twitter. (If you are on Twitter, do yourself a favor and follow him!)

This is the second time I've interviewed Jeremy for the Inside Customer Service blog. We spoke back in 2015 about the impact of team size on corporate culture.


Q: Many people perceive outsourced customer service as inferior. How is FCR trying to change that perception?

"There may be a stigma around outsourcing where the perception is you're hiring second rate folks, but that's really not the case for us. 

"FCR's contact centers are located in small communities in Oregon where there's often high unemployment because other industries like lumber and fishing have declined. These employees tend to be smart, well-educated, and very dedicated.

"We offer our colleagues [FCR's term for "employee" or "agent"] good, well-paying jobs with opportunities for career growth, and the chance to support well-known brands. It's exciting for many of our colleagues to know they get a chance to provide technical support for a cool start-up. It's really interesting to see how colleagues take a lot of pride in the clients they support."

 

Q: Do your colleagues support multiple clients or are they dedicated to one account?

"FCR used to have a shared model where colleagues would support multiple clients, but we've moved away from that. We've found that we can provide better service by having colleagues totally dedicated to one particular client.

"One thing that's really cool about our model is we diversify the clients we serve at each of our contact centers. The way it works is we try to balance seasonal needs, so one client might be ramping down after a busy season while another client's busy season is just starting. This allows us to keep more colleagues employed throughout the year while reacting quickly to our clients' seasonal needs."

 

Q: How do you adapt to the unique service cultures of each client you serve?

"Having colleagues dedicated to a single client helps a lot.

"Another thing that I see that really helps us is FCR is very transparent with our clients. We invite them to visit our contact centers and spend as much or as little time with their team as they want.

"It actually works best when colleagues strongly identify with both FCR and the client they're serving. You'll see colleagues with client swag at their workstations and it's obvious they take a lot of pride in supporting that brand. 

"Many of our clients will also bring in their own trainers when we launch with them to help our colleagues get immersed in their culture. This helps us get to know their service philosophy and adopt their brand voice and style guide if they have one."

 

Q: How do you keep your colleagues engaged with your clients?

"I have a unique perspective because I came from an FCR client to work here. 

"When I was an FCR client, I realized that using an outsourced model meant someone else was managing people who do support for my company. So one thing that we started doing that's really unique for outsourcers was an employee engagement survey. We actually surveyed the FCR colleagues who were supporting us to see what we could do better.

"A lot of our clients now do that.

"Many of our clients act on feedback from our colleagues to improve their products, processes, or services, and take time to empower our colleagues to serve their customers at the highest level. That helps people feel even more connected.

"I've never had an agent or a colleague refuse to talk when I ask about the pain points they're experiencing. We like to run focus groups with our colleagues when a client does a site visit so our clients can hear first-hand what colleagues are hearing from customers. This might help confirm what our client is already seeing in their customer service surveys or reveal a brand new insight. Our colleagues really appreciate being heard like that."

 

Q: A lot of outsourcing relationships are based on cost savings, but FCR is known for providing clients with extra value. How do you do that?

"I spend a lot of time talking to clients and looking for ways to improve not only our service, but the client's overall business.

"For example, I might identify a best practice that one of our client teams is using and share that with our other programs. One of our teams had someone who was a wizard when it comes to generating reports in Zendesk [a customer service software platform]. About half of our clients use Zendesk, so we were able to share those insights with all those other teams.

"Another area where we try to add value is through customer service surveys. We try to marry our quality monitoring process with our clients' surveys so we identify what's driving satisfaction or dissatisfaction and share that insight with our clients. We're also able to share a lot of best practices we learn with all of our clients, so when we work with one client to solve an issue, all of our clients can benefit."

The Best Time to Manage Customer Expectations

We've all seen a customer blow up at an unpleasant surprise.

Many of those situations come down to expectations. The customer expected one thing to happen and something far worse happened instead.

You might know that you can often prevent the customer's anger by effectively managing expectations. The key is to prepare the customer for the worst-case scenario ahead of time using carefully selected language

If only it was that easy!

This post examines the importance of timing when managing customer expectations. Let's start with a common situation where customers get upset—air travel.

Photo credit: Jason O'Halloran

Photo credit: Jason O'Halloran

Airlines Struggle with Expectations

There's a lot of reasons why airline passengers are grumpy

The boarding process is one of them. Passengers swarm the boarding gate and block access while other people try to squeeze past and board. Frazzled gate agents try to keep up with a barrage of requests.

A passenger inevitably tries to board with three large bags, despite the policy that you only get to bring one personal item (which must go under your seat) and one carry-on that fits in the overhead bin.

Handling this situation is a huge challenge for gate agents.

Most shirk the responsibility and leave it up to the flight attendants to sort out. They'll say they're too busy or they just want to avoid the inevitable blow-up.

Some try to address it as passengers board, which inevitably causes the passenger with three bags to fly off the handle.

They'll say:

"They let me bring my bags on the last flight!" 

Or, 

"The other airline doesn't have a problem with my bags!" 

Or, 

"Then how come I saw three other people board with even more bags than me?!"

It's a tough situation. Most gate agents make it worse with poor timing.

 

How Bad Timing Ruins Expectation Management

Passengers boarding an airplane typically face high anxiety.

They get caught up in the herd mentality and start squeezing in, even if their boarding group won't board for another five minutes. Many passengers are anxious about flying in general, so this only makes it worse.

Research shows we're less open to suggestion when our emotions are running high. That's why trying to manage expectations at the moment a passenger is boarding the plane usually backfires.

Think about situations where you have to manage customer expectations. If their emotions are spiking, it's probably difficult.

Here are some more examples:

  • A hotel guest learns about a $20/night resort fee at check-out.

  • An online shopper learns an item she ordered is out of stock after she places the order.

  • A customer spends an hour in a furniture store picking out the right fabric for a new sofa, only to learn the store's eight week delivery time is too late for his needs.

All of these messages would be better received if they were delivered when the customer wasn't experiencing an emotional peak.

 

Deliver News Before the Emotional Peak

The best time to manage expectations is when emotions are relatively neutral.

This requires proactive service, where you anticipate a challenge before it happens. The specific technique is called The Pre-Emptive Acknowledgement, which is one of my all-time favorites.

For example, the general manager of one of my favorite inns called me a week before my trip to let me know my favorite room wasn't going to be available. (You can read about her master class in expectation management.) It worked out in part because her call came before the emotional peak of checking in after a long day of travel.

What should airline gate agents do?

Gate agents are much more successful when they speak to individual passengers just before the boarding process starts. This allows agents to connect with people one-on-one before emotions start running high. Passengers are much more open to checking their extra bags in this situation.

How can you make timing work for you? Think about how you can better manage expectations with your customers by addressing issues before the emotional peak. 

Here's a short video clip that provides another example.

The clip from my training video, Managing Customer Expectations for Managers. You'll need a LinkedIn Learning subscription to view the full course, but you can get a 30-day trial.

Insider Perspectives: Fonolo's Shai Berger on Skipping the Queue

Shai Berger, CEO, Fonolo

Shai Berger, CEO, Fonolo

Waiting on hold is a terrible customer experience.

You dial a customer service phone number, slog through an endless menu of options, and then wait for what seems like forever. All the while listening to hyperactive marketing messages or sleep-inducing music.

No wonder research from Mattersight reveals that 66 percent of customers are frustrated before they even start talking to a customer service representative!

One solution is to provide your customers with a callback option. This allows customers to receive a callback when an agent is ready, freeing up the customer to do other things in the meantime.

I recently spoke with Shai Berger, CEO and co-founder of Fonolo, a leading callback solution provider. He regularly shares practical advice on the Fonolo blog and on Twitter, so I wanted to get his perspective on how companies can make the case for investing in customer-centric technology like callbacks.


Q: How did Fonolo get started?

"My co-founders and I aren't from the call center industry. We started Fonolo by approaching a problem from a consumer perspective. We couldn't understand why call centers were still putting people on hold.

"This was in 2008. Callback solutions had been around for a long time, but the way they were packaged made it difficult for a lot of contact centers to implement. We were able to make it easier for call centers to implement callbacks by offering a cloud-based solution."

 

Q: Why would a contact center consider offering a callback option?

"Customers don't like being on hold, but its not always preventable. 

"If you really don't want your customers waiting on hold, you can just hire more agents. The problem with that approach is it might be cost-prohibitive. There's a hard cost associated with adding more agents. It's much harder to tie wait times to hard costs.

"If a company is severely understaffed then you really do need to hire more agents. Callbacks can help when your call center is at or near capacity or you get spikes in demand when you're suddenly very busy.

"Demand spikes tend to have a cascading effect. Hold times stretch longer, so you have to juggle around your agent lunch and break schedules, which means there might be fewer agents available later in the day when you need them. It sometimes feels like you can never catch up.

"Callbacks can help smooth out these demand curves so your agents are handling calls at a more predictable rate."

 

Q: How do callbacks improve the customer experience?

"There are a number of factors that influence a customer's perception of wait time. We call it 'dentist chair time,' where an unpleasant experience feels much longer than it really is. (Side note: here's a list of factors that influence wait time perception.)

"These factors work in other areas of customer service, too, such as a physical store where you see people standing around while customers are waiting in line. It makes customers feel like they're being ignored, which makes us more angry about waiting.

"Offering a callback option often means the customer spends the same amount of time waiting to speak to an agent, but that time is spent differently. The customer doesn't have to wait on hold, so the time seems to go faster. We feel better as customers because it seems like the company is being more gracious and our time is being respected."

 

Q: From an operational perspective, how do contact centers integrate callbacks into their phone queue?

"There are really two questions that contact centers need to address.

"The first is when is the callback going to happen? One approach is to use an algorithm to predict when an agent will be available based on historical call data. The problem with this approach is you must have a very predictable call volume or else a customer will receive their callback before an agent is ready or there will be agents available while the customer is still waiting for a callback.

"The other way to time the callback is to hold the customer's place in the queue. This way the callback happens when the customer gets to the front of the queue, which is our preferred approach at Fonolo.

"The second question contact centers need to address is who goes first, the agent or the customer? 

"If the agent goes first, the customer doesn't get a callback until an agent is available. This is great for the customer because they're immediately connected, but it also creates some idle time for the agent.

"If the customer goes first, you use your agents more efficiently by eliminating idle time, but you risk calling customers back and then immediately putting them on hold. This creates a really frustrating customer experience."

 

Q: I can see a lot of penny-pinching executives making callback customers wait for an agent to become available so they could reduce idle time. What's the argument against doing that?

"For many companies, it's a cultural issue. If they're customer focused, they don't want a customer to have to wait on hold again when they receive a call back. The culture in these companies is pointing executives in the right direction.

"We're lucky in that our product appeals to both sides of the equation. A cost-conscious contact center can still save money by implementing callbacks the right way.

"For example, callbacks can lower abandon rates, or the percentage of customers who grow tired of waiting and hang up. If a company is selling a product or service, lower abandon rates mean higher sales."

 

Discussion question: Have you ever used a callback option when calling a contact center? If so, what was the experience like?

Book Review: Chip Bell's Kaleidoscope: Delivering Innovative Service That Sparkles

This is a special Friday blog post. 

I just couldn't wait to tell you about Chip Bell's new book, Kaleidoscope: Delivering Innovative Service That Sparkles.

I've been lucky enough to see Chip speak at a couple of conferences I attended. His good humor and enthusiasm are contagious, and I could almost hear his voice as I read this book.

Kaleidoscope is an excellent resource for anyone who wants to deliver innovative customer service that's truly memorable. You can apply these concepts whether you're on the frontlines of service, a customer service manager, or an executive looking for a way to differentiate your organization.

It's organized around nine key concepts, and each one is backed by stories, specific ideas, and action steps for implementing them.

  1. Enchantment: Add a Little Sparkle

  2. Grace: Honor Your Customer

  3. Trust: Keep Your Covenants

  4. Generosity: Serve It Forward

  5. Truth: Nurture Total Candor

  6. Mercy: Let It Go

  7. Alliance: Stay...On Purpose

  8. Ease: Take Care of Flow

  9. Passion: Be All There

One of my favorite concepts is "Grace." 

We often encounter customers who seem overly demanding or may have suspicious motives. The concept of Grace tells us to assume their intentions are innocent, treat them with respect, and find a way to help them rather than view those customers with cynicism.

A client of mine recently shared this wonderful story about Grace.

The client is a college and one of the college's employees noticed an elderly couple wandering around campus. She approached the couple to introduce herself and offer assistance.

It turned out the couple had been touring area colleges, looking for the right place to make a substantial donation. They were big believers in education, but were frustrated that they had been ignored while they toured other campuses. This little bit of grace they received on my client's campus sparked a relationship that led to a donation, and now a hall is named after the couple!

Kaleidoscope is available on Amazon in Kindle and beautiful, full-color hardcover. 

A Master Class in Expectation Management

Things can go wrong in a hurry if you don't manage customer expectations.

My wife, Sally, and I recently stayed at The Albion River Inn. It's perched on a cliff overlooking the mouth of the Albion River, about 150 miles North of San Francisco. There are sweeping views of the Pacific Ocean and no TV in the rooms.

It's a rare opportunity to relax, recharge, and take a social media vacation. We visit every two years and stay in the same room every time. Room 14.

Not this year.

Room 14 was undergoing maintenance when we arrived, despite the fact that we had reserved this specific room well in advance. 

Were we furious?

On the contrary. We were delighted. That's because Chelsea Strupp, the Inn's general manager, had just delivered a master class on managing customer expectations.

Here's what she did, why it worked, and how you can use the same technique with your customers.

View from room 12 at the Albion River Inn. Photo credit: Sally Toister

View from room 12 at the Albion River Inn. Photo credit: Sally Toister

Strupp's Master Class

We received a voice mail from Strupp about a week before we were scheduled to arrive.

She explained that room 14 was undergoing maintenance and was taking longer than expected. She acknowledged our many stays in this room and said she could make the room available if we really wanted it.

But she also had another offer. Strupp said that she would upgrade us to room 12 at no additional charge if we were willing. 

Sally and I looked online to see pictures of room 12. It looked gorgeous, so I called Strupp back and accepted her offer.

When we arrived at the inn, we were delighted! Room 12 had a better layout (for us) than room 14 and a wood burning fire place. (There's a gas fire place in room 14). 

Despite the fact that we had stayed in room 14 on every visit since 2005, we now have a new favorite room!

 

Why Strupp's Invitation Worked

Strupp did three things very well.

First, she anticipated a potential issue. She and her staff monitored the status of room 14, saw our upcoming reservation, and decided to take action before it became a problem that impacted our stay.

Customer service guru Shep Hyken makes a key distinction between proactive service and anticipatory service on his blog:

Being proactive is noticing something and responding to it... Anticipatory customer service, however, is about being one step ahead. It’s intuitive. It’s not just noticing something. It’s anticipating something.

Second, she acknowledged our value as guests.

In her voice message, Strupp told us that she understood we liked to stay in room 14 because we had stayed in that same room on many visits. This made us instantly feel as though she understood and valued us.

Third, she provided options.

Strupp told us she would make room 14 available if we really wanted it. But she also offered us an upgrade at no charge. In doing so, she made it seem like she was offering us a gift rather than taking something away.

 

How You Can Manage Expectations Like a Pro

You may not have a ready supply of beautiful upgrades to give to your guests, but you can apply the same principles when managing customer expectations.

  1. Anticipate customer needs.

  2. Let the customer know they're valued.

  3. Offer alternatives.

Steps one and two are crucial because they prevent most customers from ever getting angry or upset. 

Imagine what would have happened if we first learned room 14 wasn't available when we were checking in. There's a great chance we'd feel like something was being taken away from us, which could trigger a slew of negative emotions.

Step three is also key. If at all possible, you want your customer to feel like they are getting something better.

Here are a few examples:

  • Offer an upgrade or something extra if that's possible.

  • Suggest an alternative product, service, or experience.

  • Give the gift of attention by going out of your way to make the experience better.

Here's one example that combined all three:

I was visiting Oregon Health & Science University (OHSU) in Portland, Oregon to conduct some customer service training. Parking is a bit of challenge there, but my one of my clients offered a wonderful solution.

He explained how my visitor badge allowed me to ride the Portland Aerial Tram at no charge. It offers amazing panoramic views of Portland and takes riders from Portland's South Waterfront directly to OHSU's main campus. (Upgrade!)

My client then explained that I could save time and money by using public transportation to get to the tram instead of renting a car and paying for parking on campus. (New Experience!)

Finally, my client took an extra minute to map out my transportation options, which gave me the confidence to select the correct bus, trolley, and light rail lines to get me arround town. (Attention!)

You can learn more by watching my Managing Customer Expectations training video. You'll need a LinkedIn Learning subscription to view the entire course, but you can get a free 30-day trial.

Lessons from The Overlook: Find the Right Partners

Note: Lessons from The Overlook is a monthly update on lessons learned from owning a vacation rental property in the Southern California mountain town of Idyllwild. It's a hands-on opportunity to apply some of the techniques I advise my clients to use. You can find past updates here.

Chances are you rely on partners to help serve your customers.

It might be a vendor, a supplier, or a delivery company. Your organization may even outsource the customer service function to another firm.

Choosing the right partners is essential.

My wife, Sally, and I own a vacation rental property in the Southern California mountain town of Idyllwild. Called The Overlook, our cabin is a two hour drive from our home in San Diego. 

Needless to say, we must rely on several partners to keep our guests happy.

We count on partners to book guest rentals, keep the cabin clean, make repairs, and keep the utilities running. 

Here's how we do it and how you can too.

Photo credit: Jeff Toister

Photo credit: Jeff Toister

But first, what's a partner?

I use the term partner to describe just about anyone who is not an employee that helps you deliver customer service. This could be a specific person or a company.

Here are just a few examples:

  • Delivery companies

  • Repair technicians

  • Suppliers

  • Contract or contingent labor

  • Marketing agencies

  • Business process outsources (ex: outsourced contact centers)

  • Cleaning and janitorial services

  • Technology providers (communications, software, etc.)

Great employees are essential to outstanding customer service, but your partners play an important role, too!

Now, here's how to find a partner that will treat your customers right.

 

Step 1: Identify Key Characteristics

It's helpful to decide what qualities make a great partner before you start searching.

Some people make one of these big mistakes when finding a partner:

  • Focusing solely on price

  • Exclusively choosing well-known companies

  • Picking partners because they are nice

There's nothing wrong with any of those qualities, but I recommend you dig a bit deeper. Look for partners who can align with your customer service vision.

The customer service vision for The Overlook is:

Welcome to your mountain community retreat.

So naturally we searched for partners who fit three criteria:

  • Are they welcoming?

  • Are they part of the Idyllwild mountain community?

  • Are they responsive?

That last part was key because we want our guests to feel like The Overlook is a retreat. To us, this implies relaxation. It's hard to relax when you need something and the owners are two hours away, so we need partners who can be responsive!

 

Step 2: Screen Potential Partners for Vision Alignment

The next step is to screen potential partners to see if they can truly align with your customer service vision.

For example, we contacted several companies to discuss managing our property. This is an essential role since the property manager oversees guest bookings, day-to-day customer service, cleaning, and maintenance.

One of the companies was a big-name property manager that had a centralized contact center and dedicated sales team. That's fine, but we wanted to know if this company was truly part of the local community, so we called the company's local office directly. The local manager never returned our call, which told us we'd probably get poor service from this person.

The property manager we did select, Idyllwild Vacation Cabins, was a different story. The owner, Martha Sanchez, agreed to meet us at the cabin to show us how she would manage the property and to give us tips to make it more appealing to renters. (Very welcoming!)

We also asked around the community and discovered she was well-known and had a good reputation.

And Martha is extremely responsive. She gave us her cell phone number and we soon found she is always quick to return a call or text.

 

Step 3: Develop a Partnership

Ditch the "customer is always right" mantra.

A true partnership is a two-way relationship. This means you need to invest in your partner's success just as much as they're investing in yours.

Go out of your way to be helpful. Make it easy for your partner to serve your customers. And be sure to live your customer service vision when it comes to working with your partner too.

That's why we try to be welcoming to our partners. We want them to accept us as part of the Idyllwild community, so we work hard to build positive relationships. And we're always responsive because we know our partners have a job to do too.

Jon Millhouse, our real estate agent at Town Real Estate, is another great example.

He went out of his way to give contractors access to the cabin so they could bid on a few upgrade projects without us having to drive all the way up from San Diego. And he did this even after the sale was final and he was no longer obligated to help us!

It turns out Jon is also an incredible photographer, and he let us use his photos for our website. You can find Jon's photography here.

 

Bonus Tip: Don't forget your neighbors

The Overlook is located in a quiet residential neighborhood. The people who live on both sides of our cabin live there full time.

This makes them essential partners!

Not long after buying the cabin, we went over to each neighbor's house to introduce ourselves. We brought some homemade fudge and a card with our contact information.

Lucky for us, our neighbors couldn't have been nicer! 

They immediately realized how we could help each other. Our neighbors offered to keep an eye on our place and let us know if anything seemed amiss. In return, we told them it was our intention to ensure our guests didn't cause any problems and asked them to let us know if there were any issues (noise, damage, etc.) so that we could address it immediately.

Many businesses have neighbors who share an office building, a retail center, or some other space. It's always a good idea to build good relationships with your neighbors so you can help each other.

Insider Perspectives: UL's Nate Brown on Implementing a Vision

Nate Brown, Director of Customer Experience

Nate Brown, Director of Customer Experience

A customer service vision is essential to customer focus.

If you've not heard this term before, a customer service vision is a shared definition of outstanding customer service that points everyone in the same direction. You can read this backgrounder for more information.

Implementing a customer service vision can be tricky.

Employees may struggle to relate to it, remember it, or incorporate it into their daily activities. Leaders don't always realize the thoughtfulness that goes into creating a great vision or the effort and commitment required to make it stick.

Nate Brown is facing this challenge head-on, and is making great progress.

He's the Director of Customer Experience at UL EHS Sustainability, a company that provides software to help organizations manage environmental health and safety in the workplace. Brown also writes the excellent Customer Centric Support blog and is one of ICMI's Top 50 Thought Leaders to Follow on Twitter.

Brown shared some of his insights and lessons-learned with me.


Q: Why did you decide to create a customer service vision for your team?

"I attended your workshop on getting agents obsessed with service at ICMI's Contact Center Expo conference in Long Beach last May (2016). You talked about the importance of creating a customer service vision, and it sounded like exactly what we needed.

"I had thought a lot about making my team's day-to-day work in the contact center relevant to the company's mission. UL EHS Sustainability is a division of the safety science company UL. The mission statement is Working for a safer world, which makes sense because we're a global safety science company that provides a wide range of services such as consumer product testing and helping manufacturers build safer products.

"UL EHS Sustainability provides software to help employers create healthier, safer and more sustainable workplaces and my team provides technical support, so my team was initially focused on the technical aspect of their jobs. We needed a way to connect our work to the mission."

 

Q: What did you come up with?

"Our customer service vision is Supporting our customers and each other in a manner that is effortless, accurate, and friendly. 

"The thinking is if we can do these things, our customers will be able to use our software better which ultimately contributes to UL's mission.”

 

Q: How did you develop the customer service vision statement?

"I initially thought about what I'm trying to drive through our quality management program. Those three words, effortless, accurate, and friendly described what we were already doing. So I took those concepts and put them together in one clear and concise statement.

"For example, I'm a big fan of The Effortless Experience and we've been trying to implement concepts from the book in our contact center.

"Once I developed an initial draft, I shared it with the managers on my leadership team to get their input. It really resonated with them, so we then rolled it out to the entire team on a conference call.

"We talked through the vision and I asked everyone to tell me what they thought. I didn't get any pushback or suggested changes, which I think is because the customer service vision is grounded in what we were already doing."

 

Q: What are you doing to integrate the vision into your employees' daily activities?

"This is definitely a work in progress, because I'm still working on getting it out in front of employees on a regular basis. We've only had this vision for eight months and it needs to be more widely adopted, but here's what we've done so far:

"We now introduce it to all new hires and then include it in one-on-one coaching. We're trying to get people to see how they can put each part of the vision into practice.

"For example, one part of the vision is effortless. In the past, an employee might answer a customer question by sending a knowledge base article. Now, that same employee might include the article in the email along with some commentary that customizes the solution to the customer's needs. We also are striving for ‘next issue avoidance’ which takes the resolution beyond the surface level issue and resolves that question the customer may not have known to ask.

"Another word in our vision is accurate. We have a big initiative right now to upgrade our knowledge base so that it's fully up to date and easier for our employees to use. If we support the team with the right tools, we can make it easier for them to support their customers with accurate information. I’m starting to see more and more that a great indicator for the health of a support organization is their ability to collect, share and curate knowledge.

"Our marketing department has just gone through a huge re-branding process and one of their guiding factors was trying to create an even more approachable brand, so this naturally ties into the friendly aspect of our vision. We're encouraging agents to develop rapport with their customers to help create a better experience."

 

Q: What advice would you give to other leaders who are trying to implement a customer service vision?

"The toughest lesson for me is to be more patient. Awhile ago, my boss challenged me to be more of a marathon view versus a sprint mentality. What he meant was that we all want to achieve immediate results, but it takes time for these initiatives to take hold. I've only been in this role for a year now and we've accomplished a lot during that time, but there's still a lot more left to do.

"I've really been influenced by John Kotter's book, Leading Change. It explains that change is a process and you have to have checkpoints along the way to keep things moving. You also have to clarify the benefits of what we're trying to accomplish so everyone will get on board.

"One of the things I'm doing now is creating our 2017 strategy. The customer service vision is the glue that provides consistency from one year to the next. It's wonderful for our contact center to have that ever-present north star."

 

Q: You mentioned strategy. How has having a customer service vision helped you become more strategic?

"Organizations generally don't look to the contact center to be strategic, but it's so important for customer service leaders to control their own destiny.

"Our customer service vision tells us we need to fight for both a better customer and agent experience. We're going to advance that vision in 2017 in a variety of ways, including a customer experience program that includes all functions of the business.

"I can also show our executive leaders how we're aligning with our brand. The new corporate brand identity focuses on being a friendly brand that feels young, energized, and engaging. That's exactly the way we're supporting the customers who use our software. It’s going to be an awesome year!"