Showing posts with label Customer Service. Show all posts
Showing posts with label Customer Service. Show all posts

Monday, November 3, 2008

Inspire Minds to Change Lives

Ratan Tata's words of inspiration - Inspire minds to change lives



On Courage: I am, unfortunately, a person who has often said: You put a gun to my head and pull the trigger or take the gun away, I won't move my head. 

On Successful People: I admire people who are very successful. But if that success has been achieved through too much ruthlessness, then I may admire that person, but I can't respect him. 

On Leadership: It is easy to become a number one player, but it is difficult to remain number one. So, we will have to fight with a view to remain number one. 

On Nano: This project (the Nano) has proven to everyone that if you really set yourself to doing something, you actually can do it.

On the Need to think Big: We have been. . . thinking small. And if we look around us, countries like China have grown so much by thinking big. I would urge that we all, in the coming years, think big, think of doing things not in small increments, not in small deltas, but seemingly impossible things. But nothing is impossible if you really set out to do so. And we act boldly. Because it is this thinking big and acting boldly that will move India up in a manner different from where it is today. 

On Risk: Risk is a necessary part of business philosophy. You can be risk-averse and take no risks, in which case you will have a certain trajectory in terms of your growth. Or you can, while being prudent, take greater risk in order to grow faster. 

On Risk: I view risk as an ability to be where no one has been before. I view risk to be an issue of thinking big, something we did not do previously. We did everything in small increments so we always lagged behind. But the crucial question is: can we venture putting a man on the moon or risk billions of rupees on a really way-out, advanced project in, say, superconductors? Do you restrict your risk to something close to your heart? 

On Employees: The way to hold employees today is to make their work and their day-to-day activities in the company exciting enough for them to stay. Not everyone will stay, but I think if we can empower more people and are willing to pass on the responsibility for that, and if people are satisfied and motivated, there's less chance of them wanting to leave and go to a competitor. 

On Low-Cost Products: It should not be, cannot be, that low-cost products come to mean inferior or sub-standard products and services; definitely not. The aim is to create products for that larger segment — good and robust products that we are able to produce innovatively and get to the marketplace at lower costs. 

On Customers: We should be treating the customer in the same way that we would want to be treated as customers. 

On Innovation:Barriers to innovation are usually in the mind. 

On Customers:There was a need to re-focus and look at how your customer sees you, and to pay more attention to what the customer wants rather than what you think she wants. Are you really the most cost effective producer? Are you aggressive enough to grab marketshare? Will you endeavour to dip your toe in the water and do something that you haven't done before? 

On Innovation:If you are a little innovative or a little bit of a gambler, and you make a product which is either ahead of its time or has an evolutionary design, or has features that work into a person's perception, then you have an acceptable product. 

On Questioning:I kept saying, please question the unquestionable. I tried to tell our younger managers just don't accept something that was done in the past, don't accept something as a holy cow. . . go question it. That was less of a problem than getting our senior managers not to tell the younger managers, 'Look young man, don't question me.' 

On Speed:Today, the world does not afford you to luxury of being a slow mover. Nor are there any holy cows. We have to be aggressive, be far-sighted enough to look into the future and we also have to be pragmatic enough to say that if we really are not in a leadership position in a particular business, we should look at exiting that business. 

On Icons:The kind of company one would want to emulate is one where products and technology are at the leading edge, dealings with customers are very fair, services are of a high order, and business ethics are transparent and straightforward. A less tangible issue involves the work environment, which should not be one where you are stressed and driven to the point of being drugged.

On Introspection:All companies need to keep looking at their business definition and, possibly from time to time, to see if that definition needs to be redefined. If you take the example of Tata Steel, they could say that they are a steel company and find themselves in a shrinking market where steel is under threat of being replaced by some other material. The question is: what do we call ourselves? One view was that steel is a material, so can we be a materials company? We don't have to be in all materials, but can we be in composites, can we be in plastics, laminates, etc? The automotive business needs to think similarly, and so does the chemicals business. We have to keep looking at ourselves and asking: what is our business?

On Innovation: My outlook on R&D is that it is an absolutely necessary thing for us to do. And I don't think we are doing enough. The point is not just spending money; it's how many patents you file, your innovation rate and your product development. . . If today you were to give everybody a mandate that they can spend 3 per cent of their revenue on R&D, assuming they can spare the money, I don't think many companies would know the what, where and how of spending that kind of money, other than to put up an R&D place and buy lots of equipment.

On Customer Relationship: Where we have direct dealings with our customers, it is important that, at the middle-management levels, they are shown courtesy, dealt with fairly, and made to feel that they are receiving the attention they deserve. The interface with the customer should be a seamless one.

On Risk: There have been occasions where I have been a risk-taker. Perhaps more than some, and less so than certain others. It is a question of where you view that from. I have never been a real gambler in the sense, that some successful businessmen have been.

On Ethics: What worries me is that the threshold of acceptability or the line between acceptability and non-acceptability in terms of values, business ethics, etc, is blurring.

On Success: I would not consider myself to have been tremendously successful or as having failed tremendously. I would say I have been moderately successful because there have been changes.

On Survival: The strong live and the weak die. There is some bloodshed, and out of it emerges a much leaner industry, which tends to survive.

On Challenges: If there are challenges thrown across and those challenges are difficult then some interesting, innovative solutions will come. If you don't have those challenges then, I think, the tendency is go on to say that whatever will happen, will take place in small deltas.

On Planning: We never really plan big. We are not in keeping with what is happening around us. When you go to other countries around us you see it visibly that we are just back in time. And yet we have so much to offer.

On Commitment: We have to clamp down on deviations from commitments. For ensuring greater commitment to performance, we also need to have a system which rewards performers and punishes those who don't perform.

On Risk: We have is to be less risk-averse. We have been a very conservative house and we have been applauded for our conservatism but today we need to take more risk. We don't need to be flamboyant or cavalier but we need to be less conservative than we have been.

On the Future: One hundred years from now, I expect the Tatas to be much bigger than it is now. More importantly, I hope the Group comes to be regarded as being the best in India. . . best in the manner in which we operate, best in the products we deliver, and best in our value systems and ethics. Having said that, I hope that a hundred years from now we will spread our wings far beyond India.

On Resistance: You will probably find the resistance (to change) more from those who haven't been doing well.

On Change: Change is seen to be needed, and fast, so long as it does not affect me. We want to see change but if you suddenly tell me that I am the company that has to go, or has to be cut in half, or three of my businesses have to be hived off, then all of a sudden, the very person who made the noise about change is now saying, 'You don't have to do this.'

On Humility: I would hope that as people who might take an elite position, would be considered amongst the elite in the country, you will always display humility in the manner in which you deal with your fellowmen, both in your company and in the country and you will continue to have passion in the areas in which you will work.

On Doubt: On many, many occasions you would have doubts on whether what you are pursuing is the right thing. But if you do believe in what you are trying to do and you pursue it and stay with it in a determined manner, I am quite sure you will succeed.

On Problems: There are solutions for most problems. The barriers and roadblocks that we face are usually of our own making and these can only be demolished by having the determination to find a solution, even contrary to the conventional wisdom that prevails around us, by breaking tradition.

Saturday, May 24, 2008

5 Traits You Cannot Teach In Customer Service.

5 Traits You Cannot Teach In Customer Service

There are some character traits that cannot be taught in Customer Service..
If we could, we would because it would make the whole world a better place, not just Customer Service. We can't, therefore we work with people whom we believe to most exemplify these traits. Here are 5 you cannot teach.

1. Enthusiasm.
We see it, we feel it and boy, do we wish everyone had it.

Many people don't though. It is often reflected in their faces when a request is made and reinforced with a sullen "just a moment" that does nothing to help us believe that we are about to receive a Service which we so desperately hope is better than what Mr. or Ms. Sullen face has just prefaced us with.

Enthusiasm is infectious, contagious and outright fun. It seems the Enthusiast is everywhere, ready and willing to do whatever it takes to make sure that we have a fantastic Customer Service experience. It is reflected by the pride they take in doing the job right, the care they take making sure everything is just so and the delivery of "Is there anything else I can do for you Mr. or Ms. Customer?"

The Enthusiast is nearly extinct these days. The victim of "Faster, More, Cheaper" Customer Service.

Are you exemplifying "Faster, More, Cheaper" or are you trying to grow Customer Service Enthusiasts?

2. Happiness.
A feeling of pleasure. I have come to believe that Happiness is sometimes misused for the word Enlightened.

I know, now you think I am really off my meds. Let me ask you something. Have you ever met a person who was Happy? I mean really, really Happy? Really, when? Where do you think "Happy Hour" comes from? My point is that when people feel Happy, it leads to the ending of Happiness, or a state of Unhappiness. In other words, there is a limit.

I don't think there can be a limit to Enlightenment. Either way you think about it, it is not something you can teach. You can feel it. You can see it when another person really has it. You just can't teach someone to be Happy or Enlightened. They have to find it themselves.

3. Commitment.
The feeling one has when one decides to do something no matter the cost or the journey. The ability to see it to the end. People who have commitment are not easily swayed. They keep putting one foot in front of the other, keeping their eye on the prize, the goal, the end.

Oh, they have trials and tribulations, and when you ask them about it, they shrug and say things like "That's the way we do it" or "It needed to be done." They have little concern or care for the thoughts of others who can't see the world through their eyes. They shrug and say "It's got to get done, and I'm the person to do it." You can't teach that.

4. Belief.
The thought that someone feels completely, through and through that resonates deep inside them and tells them that they are on the right path. They don't need your beliefs, and are quite content to let you have yours.

Once it is felt between a group of people, it sings to everyone's heart in that group. A drumbeat that is felt by and played by all. It brings a natural power to a person that is unquenchable and unwavering. When all else is in doubt it is Belief that carries a person through.

I have experienced total Belief and a loss of Belief and I can tell you that when there is a loss of Belief, it literally can crush a soul. It's at these times that a person has to find that small spark, that ignites and starts the fire anew. You can't teach that.

5. Attitude.
Among all, I really want to have the ability to teach Attitude. You could point out to someone what Attitude looks like and say things like "He/She has a great Attitude, you would do well to be like this" and the person would say "Oh, I see. No problem. Attitude is adjusted to maximum. Thanks." And it would be.

Or say something like "Study this book, read chapters 3 and 4, answer the questions at the end of the chapters and you will have the Attitude you need to make it through life." Right. The world would be a much more interesting place if all of our Attitudes where in sync and working towards a common goal.

" Imagine," as someone once said. You can't teach Attitude in Customer Service.

If you are trying to teach one of these to your personnel in the hope that they will morph in Customer Service Professionals, forget it. You have a better chance of seeing Santa Claus, The Tooth Fairy and The Easter Bunny playing ball on your front lawn one morning.

Concentrate on finding those people who best demonstrate these traits.

Help them grow their own Enthusiasm, Happiness, Commitment, Belief and Attitude. You will be much happier with the results. (Or Enlightened).

This article is written with the hope that you do something with the thoughts and ideas presented here. Take action and make a difference.

Reference:
Leonard Buchholz
About the Author
Leonard Buchholz is a Certified Trainer, Speaker and Author. Seminars include subjects like Customer Service, Management and Communications. Known for "High Touch" seminars, participants have takeaways that include 3 immediate goals and long term learning. Leonard is also a dynamic Keynote speaker that can launch your event with enthusiasm and charisma.

Wednesday, April 23, 2008

Let’s celebrate the business OF BIG FAT WEDDINGS

Indian marriages may be a very private family affair, but organising them is increasingly becoming a pursuit for professionals.

THEY say gods and angels shower their blessings from heaven when two young people get married. But at a wedding in Andhra Pradesh, there were also three helicopters. As the daughter of a rich timber merchant went round the holy fire and stuck her neck out for the mangalasutra, the choppers showered flowers on the entire town. The 10-minute adventure cost the father about Rs 10 lakh. It had a more lasting impact on Deepak Chawla, then 22-year-old, who began marvelling at the great business opportunity that Indian weddings have become.

Mr Chawla soon quit the event management company that organised the chopper spin and the rain of flowers and has started his own firm, Elan Entertainment. He has picked up experience handling the lucrative, but less colourful corporate events and has geared up for the wedding management business. “The business is a sure-shot for six months a year... People are too busy to arrange the weddings themselves. So they get wedding planners to do it.”

Nitinn Raichura has built palaces and set up beachfronts as part of his business spanning 35 years, but an Egyptian pyramid in Mumbai was a novelty even for him. A 25-foot tall structure forming the backdrop for a decor that cost Rs 14 lakh. A wedding attended by as many as 2,500 guests in lavish clothes. This was Mr Raichura’s biggest moment. It was also a sign that Indian weddings, perhaps the most elaborate ones globally, have become a veritable industry in their own right and offer a compelling opportunity for entrepreneurs.

But it is not just the lavish weddings that spell big business for entrepreneurs. It is an industry catering to all economic sections from the very poor to the very rich. Though a very private family affair, organising a wedding is increasingly becoming a pursuit for the professional. In Mumbai alone, an estimated 10,000 service providers have fashioned their business around the concept of wedding covering venue decor, saree draping, fashion designing, flowers, jewellery, make-up, nail-styling, music management, logistics, honeymoon travel, photography and a growing list of other options. With a different culture every 200 kilometres, many of these businesses are highly localised but there are certain common business themes that have a national market.



The Indian wedding defies a single description. Depending on the region, religion, caste, language or beliefs, a wedding may be over in five minutes or go on for five days. Some have horseback processions, others have tractor caravans. Some families place emphasis on clothing, others on decor, still others on music and partying. The jewellery could just be a ring or a mangalsutra or it could be a truckload. It is this variety that attracts innovative business aspirants who make a killing every time a soul in love steps into the bliss of matrimony.

Organising a wedding in India starts with the toughest customer in the world: the mother-in-law. Gender roles have changed over time, but traditionally, it is the boy’s parents who lay out the specifications but it is often the girl’s parents who pick up the tab. In either family, it is the lady of the house who dominates the negotiations and rightly so. They have better expertise in caring for family and guests and they do remember the nuances of rituals. Successful wedding business providers say an entrepreneur must master the art of working with the mothers-in-law in order to get business and achieve customer satisfaction. “Dealing with a corporate is easier as compared to dealing with a family hosting a wedding. It is very personal and it is their own hard-earned money,” says Partib Thyagarajan, co-founder of WeddingSutra. In fact, the idea for an online wedding portal came to WeddingSutra’s founders when Thyagarajan’s colleague Madhulika Mathur got married and had to go through the offline route.

Weddings in India have always been a big occasion for the women of the family and the business around weddings is no exception. Industry players say that the business is dominated by women, often rich women with a sense of feminine style building a part-time operation. “In Malabar Hills, every building will have at least one rich lady with the contacts and the skill to run a wedding related business,” Thyagarajan says. Such a neighbourhood, housing as it does some of India’s richest, also enables these entrepreneurs command a comfortable premium for their services. “If these women were to operate from Dadar or Vashi, they would be able to command only a tenth of what they are currently doing.”

With all discussion for the contract beginning with the matriarch, the wedding solutions business has a formidable entry barrier. Youthful energy doesn’t count for much here as experience, track record and knowledge of traditions. “You need some sort of experience and grey hair to get respect from the family. If a person were to try and plan a wedding straight out of an event management course, I would call him a fool,” says Thyagarajan. No family would trust a wedding with an inexperienced start-up. So, experts say, entrepreneurs can break into this market effectively by joining hands with veterans and specialise strongly in one field.

Some families emphasise on what they need and budget doesn’t matter there. But there are several weddings where the requirements have to be fitted within a budget. As young couples increasingly fund their own weddings, the latter form will gain currency. So, entrepreneurs must have the flexibility to plan for both spending and saving, depending on the client. There is also a tendency among urban families to move to hotels and other such venues to allow for late-night partying as part of the wedding festivities. “A lot of people want to go for a five-star event with a smaller crowd” instead of large open-air venues where music and the noise of partying will have to be wound up by 10 pm, says Lloyd D’Souza of RozBridal.

Raichura says the industry is transforming with the changing tastes of the younger generation whose consumption patterns have been fuelled by the rapid economic growth over the last 15 years. “Nowadays, we see new colours, new flowers and lighting techniques in Indian weddings.” Earlier, floral decorations were mainly about marigolds and lilies, but now ‘English flowers’ such as carnations, lilium and gladiolus are all the rage. Also, “earlier we had shamianas. Now, we have iron structures that can be put up in half the time.” Entrepreneurs planning to enter the wedding business must start by watching films. Experts say Bollywood fashion, with all its bling, determines much of the style in today’s weddings. Even make-up artists of stars are found to be much in demand at elite weddings.

The stock market boom may have inspired the nouveau riche to spend lavishly on themed weddings and helicopter floral blessings, but the Indian wedding is an evergreen business irrespective of the economic conditions. The rules may change and so may the rituals, but the wedding remains the central part of Indian family life. Not surprisingly, more and more entrepreneurs are saying “I do.”

Article Resource:
Author: Jacob Cherian is the Chief Editor in the The Economic Times, Mumbai and the article appeared in one of their successful columns on Entrepreneurship/Start-ups called "Starship Enterprise".

Answering the local call pays.

Infovision’s domestic focus is a winner at a time when the glamour of BPO exports is fading.

STAYING power was what distinguished many successful entrepreneurs of the dotcom era who weathered the bad times and went on to make it big when the internet became a way of business. Till not long ago, Aditya Gupta’s business offering business process services to the domestic market was unfashionable because it did not earn the same kind of handsome profits or tax breaks that a BPO-focused on overseas clients enjoyed. Since then, however, the recession in the US, currency fluctuations and an attractive domestic market have turned many export BPOs looking back at India. This has, at last, vindicated the home-bound model that Mr Gupta’s Infovision has been pursuing.

Mr Gupta started his firm in 1991 doing direct marketing, loyalty programmes and managing data for airlines and hotels. “Telemarketing had not yet started in a big way but computers had started being used,” recollects Gupta. The challenges of the business were quite different from what they are today. The biggest challenge for the business was, for instance, to get 25 phone lines from public sector undertakings like Mahanagar Telephone Nigam. Leadership was not something new to Mr Gupta — his father PP Gupta headed CMC when it was just set up and his grandfather was in the civil services, but entrepreneurship was a bigger leap to take. “I always wanted to have my own business and something to do with technology,” claims Gupta, who started the business after 15 years of working for ICL, the UK-based systems integrator.



People often compare his business model with that of BPOs focused on exports. The business models of the two are quite different — investments in sales and marketing a not very high for a domestic BPO, knowledge of English is not always required, and there are no security issues involved in outsourcing to a location outside the jurisdiction of the country of the client. Also, there is no labour cost arbitrage.

Most of the sales activity for Infovision, for instance, was handled by its senior managers. Only now, is the 11,000-employee strong company setting up a dedicated sales team of around 11 people to target industries and firms that have the potential to be large outsourcers. Mr Gupta refers to an IDC report that estimates the size of the domestic BPO market at Rs 7,000-7500 crore ($ 1.8 billion). Of this about 18% is insourced (done within a group itself and not outsourced to third party vendors). This percentage is expected to go 32% and the overall domestic market to Rs 25,000 crore or $6 billion in some years, asserts Mr Gupta.

Infovision’s transition from a firm doing direct marketing and loyalty programs to a domestic call centre handling some of the big private sector and foreign banks, wellknown food and beverage chains, and pharma companies, happened sometime in 2000. The company lost a major client, which accounted for nearly 80% of its business, in the late 90s following a decision that disallowed airlines from running loyalty programs with travel agents. “This was the first major shock to our business. During those six months to one year we had to re-group and re-focus our entire business. But we learnt we’ve to broadbase our business and not focus on any single client or industry,” reminiscences Gupta.

Luckily for Infovision and Mr Gupta, the telecom boom was just beginning to happen in India. And it got some of its first clients for the call centre business from Bharti Airtel and Microsoft. From here on, it diversified into other clients and industries, including in some unconventional ones like food and beverages and white goods. “You’ll be surprised at the number of calls we get because cell phones have become so pervasive.” While the company initially started as a vendor to handle customer complaints for some clients, it gradually began seeing new business coming in from areas like handling dealers queries. About 20% of its revenues also come from international clients. The sales and marketing for the international business is done through a partner in the US. The decision to stay more focussed on domestic business was a conscious one, says Gupta. “If we had done more international business, we would have to spend much more on sales and marketing. Most of exportoriented BPOs are backed by large business groups or private equity funds. At our size, we could not do it,” he adds. There are other aspects where Gupta believes in going against popular perception. For instance, he doesn’t believe his business should be organised around industry segments. “That would be restrictive,” he says.

Article Resource:

Author: N Shivapriya is the cheif editor in the Economic Times and the article appeared in one of their successful columns called "Starship Enterprise".

Tuesday, April 1, 2008

Ten Steps to keep Cool after a Big Hit.

Has your product become a hit and are orders pouring in? This 10-step survival guide will help you think fast and react quickly when you wake up one morning to find the world beating a path to your door.

Take a Deep Breath:

While it’s only natural to want to celebrate the good news, remember that a big contract or great press doesn’t mean dollars in your bank account — at least, not today. So hold off on that Ferrari or exotic vacation. Also, remember that the additional sales you ring up will probably require you to lay out more money for people, materials and overhead — and may require you to borrow additional capital as well.

Map out a Strategy:

Make a to-do list, crunch the numbers and marshal your human and production resources. It’s always easier to fight a battle on paper than to shoot first and ask questions later. No matter how much pressure you’re getting from your customers to deliver the goods right now, you need to take the time to sit down and map out a plan of attack.

Get the Money:

Before you go on a hiring binge or start placing orders overseas, it’s important to figure out how much working capital you’re going to need to meet the market demand. Because employees and manufacturers generally won’t wait until you’ve sold the products and collected the money before you pay them, you’ll need a source of capital that you can tap immediately.

Reach out for help: Call on suppliers, personal contacts and use the internet to find extra hands to help you. If you think you can do it alone, think again. No matter how hard you work, there are only 24 hours in a day and you’ve got to sleep during seven or eight of them. That’s why it’s important to reach out to people who can help you. If your company already has employees, ask them to put in extra hours to help you get over the hump. If you’re a one-person show, you can reach out to friends and family members to help you or hire freelancers. But don’t commit anything for the long term.

Forge production partnerships: While there’s no shortage of suppliers listed on the internet, a reliable manufacturer that delivers high-quality goods is not so easy to find. Your best bet may be to contact your industry’s trade association and its leading trade publications for consultants and referrals.

Create a Distribution Network: As news of your product or service spreads, you may start getting orders from consumers and retailers all over the country. If you’re like most businesses, you’re going to need help selling and servicing those accounts. Rather than hiring a national sales manager and opening offices in major cities, a more cost-effective option may be to sell your product through manufacturers’ representatives. These reps (or rep firms) act as independent sales agents for multiple product lines and work on a commission-only basis.

Communicate with your Customers: Communication is the life-blood of any business relationship, but it’s even more important when your product or service suddenly takes off. The biggest mistake a business owner can make is failing to warn customers of shipping or production delays until it’s too late. This is especially critical in the apparel and toy industries where seasonality is important. Manufacturers who fail to communicate with key retail and wholesale customers may find themselves not only with egg on their faces but with unsold inventory in their warehouses as well.

Leverage your success: The hardest thing about achieving over-night success is keeping it going. The last thing you want is to get stuck with a warehouse full of pet rocks. Creating line extensions like the Chicken Soup books or the ‘For Dummies’ series is one way to keep your brand alive. Another is to find new markets for your products and services or new ways to publicise them.

Invest for the future: While it may be tempting to reap the profits from your hit product right away, it’s important to reinvest some of those profits. Whether this means paying down debt, buying new equipment, hiring another employee or opening an-other location, don’t pass up this opportunity to make your money work for you. It’s always cheaper to put your own cash to work in your business than to borrow money from a bank or give up equity to an investor.

Learn from your mistakes: After the excitement of the initial sales rush has died down, take a few hours to sit down with your staff to figure out what went right, what went wrong and what you think you could do better in the future. This will help you put a strategy in place for the next time you come out with a hit product — which could be sooner than you think!
Reference:
Entrepreneur.com

Seven Ways to defuse Angry Customers.



IT’S the nightmare that every businessperson experiences: a shouting match with a customer or client. Here are seven at the-ready responses that may help tame even the most unpleasant situation:

“Let’s go over what’s happened.”

This simple phrase covers several powerful areas. For one thing, by asking your client to recount the wrong, you’re forcing him to think, not just vent. That unto itself can smooth things considerably. On top of that, you’re letting the other person know that you’re genuinely interested in his or her version of what happened. Lastly, it deals you some time to listen and, hopefully, devise a solution to the problem at hand.

“Let’s get together to talk about this.”

If a client is screeching at you over the phone, suggest that you meet face to face to iron out what’s wrong. Again, that can inject some much-needed cooling down time into the situation. And, no matter if your customer is a quick-to-back-off bully or simply conscious of behaving more civilly face to face, chances are good that your conversation will be far more controlled and productive when you actually get together.

“Let’s have someone else hear what’s happened.”

Confrontations between customers and business owners are akin to two rams butting heads; not only is there little movement one way or the other, you can end up with a mountain-sized migraine for your trouble. Another way to defuse the situation and work toward a resolution is to call in a third party. This could be a partner or someone else with whom you work. Have them listen to the issue. Make sure this informal arbiter knows that he or she should approach the situation as objectively as possible; that may cue both you and your customer to do the same.

“Let’s see what we can do to resolve this.”

Having heard every possible side of the story, this reaffirms your intent to hammer out a solution that’s satisfactory to everyone involved. Not only that, but your commitment to a fair resolution also moves past the accusation and moves toward identifying what went wrong and taking reasonable steps to correct it.

“Let’s hear how you think we should solve this.”

Be selective in choosing this strategy. If you already understand what the client wants — and it’s unacceptable — then this is not the right line to use. But if a resolution isn’t obvious, you’re tossing the issue into your customer’s lap, which may help the person appreciate your perspective and, in turn, suggest a reasonable conclusion. Conversely, the customer may suggest a resolution that costs you and your company big, so you need to step carefully here. Gauge where the other person is with this tack — the more steam he seems to have let off, the greater the chances for success.

“Let’s talk about ways this won’t happen again.”

This is the death knell for what once was a customer tirade. Once more, this demonstrates your interest in both your client’s ideas as well as your ongoing commitment to solid customer care. Not only have you worked carefully to craft a suitable conclusion to the issue at hand, you also want to make doubly sure that this particular snafu never resurfaces. And, should your client offer ideas that seem reasonable, implement them to make certain the dead stay six feet down.

“Let’s use ‘let’s’ as much as we can.”

Of course, you wouldn’t actually say this out loud, but note that the prior six ideas all begin with the first person plural. No matter how you approach the problem of a peeved customer, try to be as inclusive as possible in every solution you offer. For one thing, that immediately defuses the “us versus them” landmine. For another, you also let the person on the other side of the issue know that you consider a common understanding as an important outcome to the discussion.
Reference:
Microsoft Small Business Center

Biggest Customer Service Blunders .

While howls of protest over poor customer service continue to be heard worldwide, there remain some businesses that manage to consistently deliver superior customer service year in and year out. Foremost among the lessons to be learned from such flashpoint businesses are the blunders to avoid — those fatal mistakes that trip up just about everybody else.

MAKING CUSTOMER SERVICE A TRAINING ISSUE

Businesses of all kinds invest huge amounts of money in training programmes that do not — and simply cannot — work. The function of such training is to identify the behaviours workers are supposed to engage in, and then coax, bully or legislate these behaviours into the workplace. At best, this is almost always a recipe for conduct that feels mechanised and insincere; at worst, it intensifies employee resentment and cynicism. Instead of dictating what your employees should be doing to delight customers, the better approach is to give your workers opportunities to brainstorm their own ideas for delivering delight. Your role then becomes to help employees implement these ideas and to allow workers to savor the motivational effect of the positive feedback that ensues from delighted customers.

BLAMING POOR SERVICE ON EMPLOYEE ‘DEMOTIVATION’

Businesses looking for ways to motivate their workers are almost always looking in the wrong places. Employee cynicism is the direct product of an organisation’s visible preoccupation with self-interest above all else—a purely internal focus. The focus in flashpoint businesses is directed outward, toward the interests of customers and the community at large. This shift in cultural focus changes the way the business operates at all levels. The reality in most business settings is that employees are demotivated because they can’t deliver delight. The existing policies and procedures make it impossible. Instead of “fixing” their employees, flashpoint business set out to build a culture that unblocks them.

USING CUSTOMER FEEDBACK TO UNCOVER WHAT’S WRONG

Businesses often use surveys and other feedback mechanisms to get to the root causes of customer problems and complaints. Employees come to dread these measurement and data-gathering efforts, since they so often lead to what feels like witch-hunts for employee scapegoats, formal exercises in finger pointing and the assigning of blame. Flashpoint businesses use customer feedback very differently. In these companies, the object is to uncover everything that’s going right. Managers are forever on the lookout for “hero stories”— examples of employees going the extra mile to deliver delight. Such feedback becomes the basis for ongoing recognition and celebration. Employees see themselves as winners on a winning team, because in their workplace, there’s always some new “win” being celebrated.

RESERVING TOP RECOGNITION FOR SPLASHY RECOVERIES

It happens all the time: Something goes terribly wrong in a customer order or transaction, and a dedicated employee goes to tremendous lengths to make things right. The delighted customer brings this employee’s wonderful recovery to management’s attention, and the employee receives special recognition for his or her efforts. This is a blunder? It is when such recoveries are the primary—if not the only—catalysts for employee recognition. In such a culture, foul-ups become almost a good thing from the workers’ point of view. By creating opportunities for splashy recoveries, foul-ups represent the only chance employees have to feel appreciated on the job. Attempts to correct operational problems won’t win much support if employees see these problems as their only opportunity to shine. Flashpoint businesses celebrate splashy recoveries, of course — but they’re also careful to uncover and celebrate employee efforts to delight customers where no mistakes or problems were involved.