Documente Academic
Documente Profesional
Documente Cultură
OBJECTIVES
Realize the importance of customer service in the business world Understand the role of a CSR Learn the skills essential to customer service Appreciate the need for professional telephone etiquette Learn to handle different kinds of customers Learn to make and receive business calls
WIIFM
Enhance your professional telephone handling skills Improve communication and customer handling skills Enhance interpersonal relationships Learn the art of building rapport, and empathy Learn the skill of active listening Learn questioning techniques Learn to provide excellent service to different kinds of customers
A sequence of activities that help to enhance the satisfaction of a customer. These are: identification and satisfaction of customer needs timely service provision of value added services
POSITIVE EXPERIENCE
Greeted the customer in a warm manner Made the customer feel valued and important Was pleasant and willing to help Listened actively to the customer Understood the needs or requirements of the customer Did not make false promises to the customer
NEGATIVE EXPERIENCE
NEED OR WANT
A need is something you should have, you cant do without it. Food, Water
A want is something that you would like to have but not something that you cant live without. A Gucci bag, Ipod
CUSTOMER EXPECTATIONS
Respect and recognition Help Comfort, compassion and support A friendly smiling face Understanding To be made to feel important To be listened to with empathy Satisfaction Trust and trustworthiness A quality or product or service at a fair price
MOMENT OF TRUTH
An opportunity to form an impression when a customer comes into contact with any facet of the organization. It could be a negative or a positive impression
CUSTOMER DELIGHT
When your experience goes beyond expectations and brings joy to you. When you experience a wow factor in every moment of truth
CUSTOMER DELIGHT
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CUSTOMER DELIGHT
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External Customers: receives products or services from another company HP selling laptops to ISRO
Internal Customers: the various departments of an organizationHR, finance, accounts..
INTERNALCUSTOMERS EXTERNALCUSTOMERS
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Excellence
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Speak directly into the mouth piece Dont eat or chew gum while talking. Dont cover the mouthpiece, it distorts speech Take a deep breath before you open the call Sound enthusiastic and welcome Smile, the warmth is carried through Use the right tone of voice Be careful of your language Avoid company or technical terminology Be patient and helpful always Give your full attention to the caller
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ANSWERING A CALL
Pick up that receiver within the second or third ring Identify yourself and the company. Thank you for calling Cairo Cars. How may I help you? Cairo cars. This is Hossam Al Mahmud., how may I help you today? If Hossam is not at his seat and Ahmed is there
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PLACING ON HOLD
May I put you on hold? Or May I place you on hold? Mr Abdeen, I am working on pulling up your information on the system. This seems to be taking longer than usual. Could you please continue to stay on the line? Mr Abdeen, thank you for your patience. Or Mr Abdeen, thank you for being on hold.
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CALL TRANSFER
Seek Permission Mr Abdeen, I would need to transfer your call to the accounts department. Would you please stay on the line while I transfer your call? Call the department or the colleague in the other department Hello, this is Azza calling from Customer Service. Hi,Basel, I have a customer by the name of Abdeen who needs some information with regard to the pricing structure of product CN 456L. May I transfer his call to you?
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CALL TRANSFER
Thank Mr.Abdeen for being on hold, give him the name of the person to whom you are transferring the call, the department and the telephone number if needed. Thank you for being on hold. I appreciate your patience Mr.Abdeen. I have a representative from the Accounts Department who will answer your questions. His name is Basel. I am now transferring your call, please stay on the line.
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CLOSING A CALL
Use closing phrases to indicate the end of a conversation. I am glad we were able to help you with this. State the action you will take. Mr.Abdeen, I will be sending a representative to your residence within the next two working days I will keep you informed of the time. He will lead you through the installation of the product
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CLOSING A CALL
Indicate the follow up action that you would take Mr. Abdeen, You would need to send us the signed documents by the end of the week which is the 25th of June.
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CALL STRUCTURE
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CALL FLOW
OPENING A CALL Greeting Introduction Offer to help
DEVELOPING THE CALL Verify Establish rapport Ask questions Empathize where needed Paraphrase
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CALL FLOW .
PROPOSING A SOLUTION Evaluate options Propose solutions Lay out action plan Indicate time frame GAINING AGREEMENT Clarify paraphrase
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CALL FLOW
CLOSING A CALL review your plan of action include time lines as well. Thank your customer close on a positive note.
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LISTEN
RESTATE
RESPOND
EDUCATE
CONFIRM
CLOSE
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PROBING SKILLS
A process of asking questions
Probing skills are used to determine the needs of a customer seek clarification understand the action that needs to be taken to solve the problem or provide a solution.
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TYPES OF QUESTIONS
Open Ended Questions
Probing Questions
Leading questions.
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To get specific information To gain commitment To reduce options To seek reassurance To gain confirmation/affirmation To speed up a process To cut off a conversation
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QUESTIONS..
PROBING QUESTIONS: An open-ended question which has a follow up What specifically about the new tariff plan are you finding difficult to understand? LEAD QUESTIONS: Questions that lead to a particular answer that you wish to hear
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PARAPHRASING
Parallel
Parabola
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PARAPHRASING - COMPONENTS
Base statement: seeks to gain the attention of the person and inform them that you are trying to see whether you have understood the entire message Repetition of main issues: Rephrasing what the customer has said in your own words Questioning to check understanding: Asking a question to the other person to confirm whether your understanding of what was said is correct.
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PARAPHRASE - HOW
Keep the customer informed step by step of what you are doing Let me see if I have understood this correctly, You are saying that you ordered the Harry Potter series of 7 books a month ago and you havent received it as yet but the cheque was cleared soon after you ordered the book. Is that correct Mrs. Aniston.
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RAPPORT BUILDING
Rapport two way connection a relationship of understanding. a basic human relations skill. Essential social skill It is a persons ability to build a harmonious relationship based on mutual trust and understanding.
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EMPATHY
A capacity to understand another persons emotion or state of mind. OR To understand a situation from another persons point of view.
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SYMPATHY or EMPATHY
Empathy Feels emotional pain Sharing and understanding Situational Tunes to the inner world of griever
Sympathy Feels sorry or pity Feels sorry for the person Personal Tunes into aspects he recognizes
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I see what you mean. I can see why you feel that way. That must be very upsetting. I understand how frustrating this must be. Im sorry about the inconvenience. That must be really inconvenient. You're obviously feeling very frustrated at having to wait so long. That must be terrible.
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LISTENING SKILLS
Have you realized that while we are taught to read, write and even speak, no one teaches us how to listen? The process of communication as a whole can be broken up into four components which are speaking, reading, writing and listening. It is interesting to note that though we spend a fair amount of time hearing things, we spend only 25 to 50 percent of that time actually listening.
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LISTENING vs HEARING
Hearing is passive, an involuntary response - a physical ability
Listening is active and involves hearing, paying attention understanding - a skill that can be developed
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STAGES OF LISTENING
HEARING
INERPRETING
EVALUATING
RESPONDING
RETAINING
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TYPES OF LISTENING
False listening: when the listener pretends to listen Initial Listening: The listener takes in only part of the conversation
Selective Listening: Listening only for particular kind of information and deleting others
Full listening: The listener pays close attention to what is being said with adequate pauses for summaries and testing for complete understanding.
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BARRIERS TO LISTENING
Lack of attention Internal and external distractions Frame of reference - the cultural or social context by which one interprets the message Semantics and language differences Prejudgement- biases and prejudices Lag time- discrepancy between Rate of speech and thought Generalization, deletion and distortion of information
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ACTIVE LISTENING
Active listening involves behaviour that shows there is mutual understanding between the customer and the CSR It involves listening fully for meaning both implicit and explicit.
Remember: Any conversation is a two way process ,aim to listen 75 % of the time and talk only 25 %.
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Respond appropriately
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DIFFICULT CUSTOMERS
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MY CHECK LIST
Keep your cool and be in control of the situation. Focus on the situation or the problem that the customer is relating to you.
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MY CHECK LIST
Learn to first deal with the emotional state of a person first Remember that any customer wants to be respected and treated as an individual.
Learn to recognize difficult customers in the early stages of a call so as to be equipped to provide an adequate response.
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INDECISIVE CUSTOMERS
Unsure of their needs or wants Will spend hours deciding what to buy Seek constant clarification Suspicious of what you say Live in constant fear of making a wrong choice
Remember: These customers will take up a lot of your time and keep you engaged
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DEMANDING CUSTOMERS
Domineering by nature Insecure people who strongly feel the need to be in control Constantly finds faults with the organisation. Pushes you against the wall
Remember: They will use their wily tricks to force you to respond in a manner they want
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Remember: They may come across as confident and self assured, though most often such people are insecure and defensive. They often use such tactics to draw attention to themselves.
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TALKATIVE CUSTOMERS
Friendly warm people
Love to connect with others and have a conversation They are by nature talkative Sometimes lonely and eager to hear another human voice.
Remember: Although it might be pleasant to talk to such customers they tend to take too much of your time.
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PASSIVE CUSTOMERS
Will listen to you patiently Hesitant to voice their opinions Unwilling to commit themselves to a decision Responds with hesitant phrases such as hmmm, uhhh, OK, I see.....
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DISSATISFIED CUSTOMERS
Pessimistic in attitude Will resist all your efforts to help them Feels victimized Constantly complains and feel annoyed
Remember: Such customers believe that their situation is the most important in the world and must be addressed immediately. They can be quite draining on your energy.
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IRATE/ANGRY CUSTOMER
Wants someone to take notice of them Feels justified in being angry Gives them a feeling of being in control Abusive Wants explanations not excuses Intolerant of condescending or authoritative behaviour Not willing to listen to you
Remember: Anger is a sign of frustration. Irate customers behave so, to intimidate and appear more powerful than they feel.
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WHY AM I ANGRY?
I feel let down and cheated Im unhappy with the service
I feel powerful
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AND THEN..
Determine the cause of the problem Make it a point to listen actively Do not rush to offer an apology for allegations Do not pass judgment Negotiate a solution Ask for the customers ideas and implement them if it is possible Ask specific questions Follow up to ensure that everything goes well
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CUSTOMER COMPLAINTS
Studies show that only 4 percent of dissatisfied customers will tell you so,96 percent go away and of that,91 percent go elsewhere or simply do not return..
Remember: Complaints are opportunities in disguise because they are telling you where you can bring in a change or make an improvement.
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COMPLAINTS
IMPROVED BUSINESS
IMPROVEMENTS
SATISFIED CUSTOMERS
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SERVICE RECOVERY
It is compensating the customer for the harassment that he has gone through and then adding value so that he stays loyal for life.
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Empathize: Let your customer know that you know how they feel
Restitution: Time to now gather brownie points Follow up: Find out if your customer is truly satisfied
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Customer Service through email and Chat support is fast replacing voice based services.
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ADVANTAGES
Email and chat services are more secure They can be accessed anywhere at any time Chat or email history can be saved and archived for future reference Reduces operational costs like fax, telephone and staff Customers get personal attention Greater flexibility in terms of time
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EMAIL ETIQUETTE
The DOs Check the email address of the person you are writing to Use the appropriate greeting or opening salutation Divide your message into paragraphs with a line space in between each paragraph Make each point clear in a separate paragraph Check if all the necessary details have been given in your message Fill in the subject line after you compose your email and keep it SMART
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EMAIL ETIQUETTE
Follow a logical sequence through your message Close your message with a proper salutation Put in your name, designation, office address, and telephone number Check your message for correct grammar, punctuation, and spelling Use capital letters to begin a new sentence. Use capital letters for all proper nouns even if they occur in the middle of a sentence
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EMAIL ETIQUETTE
Check to see whether you need to use a question mark or a fullstop and use them accordingly Be careful with words that sound alike but are spelled differently. Examples: stationary, stationery Take care with the way you express humor or sarcasm as email cannot convey intonation as can be conveyed in speech. Your message can be misunderstood Always maintain a professional tone in your business messages even if you are replying to a rude one Use positive language
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EMAIL ETIQUETTE
DONTS Do not start a mail abruptly take the time to greet the person Do not sign off as service desk use your name Do not clutter your sentences together in one long paragraph Do not capitalize every word; it is considered shouting in netiquette Do not use ambiguous language Do not clutter your messages with unwanted words and phrases Do not put all the points together into one paragraph Do not use jargon, slang, sms language or short forms in business email Do not use a demanding or rude tone
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APPROPRIATE USAGE
AVOID USE INSTEAD
We would like to ask you to Visualize Assist Purchase Utilize Obtain Sufficient In view of the fact that Conduct an investigation Make a decision attempt Please be informed that the meeting will be held on Monday the 24th December 2010
Please See Help Buy Use Get Enough As investigate decide try The meeting will be held on Monday the 24th, December 2010
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SOME PHRASES .
I will / I can Tell me about it We apologize May I explain Certainly I would be happy I understand.. I assure you.. Yes AND Yes HOWEVER
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