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TEN BEST PRACTICES FOR EFFECTIVE CUSTOMER SERVICE

Updated: Jun 24, 2021

The foundation of any business is its clients. No matter how good your services are, gaining and retaining clientele is the chief element in driving your business towards success. Hence, investing in good customer service is key to achieving long-term business relationships and growth.


TEN BEST PRACTICES FOR EFFECTIVE CUSTOMER SERVICE | Cube & Arrow Inc
Customer Is The King | Cube & Arrow Inc

Customer service is the act of taking care of customer needs by providing and delivering professional, helpful, high-quality service and assistance before, during, and after the interaction process. Anyone holds the capability to provide customer service, but what makes for exceptional customer service? Here are ten (10) best practices for delivering effective customer service every time:


Active Listening:


Being an active listener is most definitely an important skill to have. Active listening is the art of listening keenly to the client's concerns and taking mental (or even physical) notes. After listening, it is good to reiterate to the client what it is that you've deduced. The client can then see that the agent is paying attention to their needs - thus inciting their importance. Conversations should not revolve around the customer service agent but should always be about the customer's experience. Hence, ensuring that fulfilling needs is the central driver of the interaction. Active listening also eradicates miscommunication. Miscommunication brings about a negative or even tense experience that may paint a poor impression on the customer. Proactively listening to a customer before taking action allows customer representatives to gather all of the information needed to help prevent miscommunication. Active listening is a skill that can be learned and improved with practice. Eye contact and body language are techniques employed that illustrate to the customer that the representative is engaged in the conversation.



Communication Skills:


The ability to communicate (and do it well) is crucial in the customer service space. Customer service representatives should be able to solve customer problems efficiently and make them feel valued. Take time to ensure the customer understands every word. Communication should be clear and concise.



Empathy:


A good customer service representative must also exercise empathy. Empathy is the ability to put yourself into someone else's shoes and be aware of their feelings and emotions. It is an essential skill for day-to-day interaction - but it is vital when delivering customer support. Customers who contact organizations with a problem may be feeling an array of emotions - from being extremely emotional to angry, frustrated, or even helpless. Being able to recognize these emotions, whatever the medium, is a vital skill.



Product Knowledge:


Being knowledgeable of the product or service that the company provides is also key to delivering immaculate customer service. Knowing the product elevates the representative's confidence in the agent's ability to achieve results. The best customer service representatives will know their product thoroughly. By having a deep knowledge of the product, the agent will have the know-how to help customers when they have questions or problems. An agent can represent their customer by ensuring they have a working knowledge of the product or service offered. You should know how the product operates, its shortcomings, and its benefits. Ensuring you know the product as well as your customers do is very helpful.



Patience:


One of the trademark qualities of an outstanding customer service specialist is patience. Not only does one have to remain tolerant during frustrating situations, but the agent must maintain a level head. Excellent service depends on understanding the client's needs and remaining calm while attending to them. Patience does not equate to working slower. It means that you take the time to think through each situation. You can then provide the best possible solution.


Persuasion:


Being able to sell is a vital skill to have in customer service. Clients will always be curious about the services offered and what they receive. The onus is on the agent to bring across the product or service well. Being able to persuade and handle rejections is always a plus. This can also occur on the opposite end of the spectrum. If an agent is dealing with angry customers, they may need to de-escalate and reassure. Customer retention is much more valuable than acquisition.


Solution-oriented:


When solving new or unfamiliar problems, the mental flexibility to think of out-of-the-box solutions to the customers' issues can come in very handy. The fact of the matter is: the client is coming to you for results. Therefore, the representative must understand that the focus is solely on finding a solution to the person's issue or concern. Show that you will go above and beyond to assist the customer. By this point, the agent has built trust with the client and is well on the road to delivering impeccable results. The best support reps understand that being goal-oriented is very important.


Tenacity:


Great customer service practitioners will put in the work to find solutions, whether that means going above and beyond the call of duty or sticking with a problem until it's resolved. To acquire customers for life, you should treat each interaction with importance. Being able to withstand demanding clients or situations is a valuable skill to have in the customer service world.


Positive Attitude:


When a customer contacts an agent with a problem, one of the best things is to remain positive. Attitude is contagious, so the upbeat demeanor will likely impact your customer's experience. Using positive language can change a tense atmosphere into a more relaxed one. It also steers the conversation in the right direction. For example, instead of saying, "We can't do that for you," you can say something along the lines of, "We will gladly do that for you as soon as we're able to."



Timely:


The final skill to have is being timely and efficient. Remember, you are on the customer's time. No one wishes to be waiting hours for a solution to their problem. Long wait times cause frustration─ which is never good. Exercising efficiency again relays to the customer that you know what you are doing. It saves time for everyone involved. Coming up with a timely and effective solution to a customer inquiry is one of the most important factors when it comes to customer service. Responsiveness is vital! Ensure a timely acknowledgment by making sure you are aware of their communication methods and responding quickly. One way to do this is to make sure all of your technology is up to date and check your messages regularly. Another is to understand that you are often the only point of contact your customers have, so a speedy response is crucial.



With these skills, there should not be an issue with effectively handling customers. Remember, the customers are the foundation of every business -treat them as such.


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