Great customer service means a happy customer and a growing business for you. If you want to build lasting relationships with customers, give them the best services-specifically customer services.

Every business owner out there wants service agents who can deliver exquisite services to customers. However, seeing as there is often a bag full of complaints from customers, it isn’t an easy thing to do. Probably has a lot to do with unqualified customer care representatives. Additionally, it may be because “someone” has a huge ego that they can’t let go of. For businesses looking to reap big, customers must be made happy and that’s through delivering better customer services. This means representatives will have to swallow more than just their ego as we shall be seeing.

With that said, here are simple ways to deliver a better service to customers.

·      Respond fast

Responding to customers fast will make them feel important. How fast you pick their calls, respond to text messages and emails is the backbone to delivering great services to customers. You must at least try to handle queries and complaints in the shortest time possible. With that said, customers understand that certain situations need time for them to be solved, so they will be willing to wait around for some time. Just don’t make them wait an eternity.

·      Do follow-ups

Surprise your customers by making follow-up calls, sending text messages and emails. The follow ups can be about asking customers about product or service experience. Ask them if they received their package or experienced delays or what they liked about your product. That way, you can tell whether your customers are satisfied or not. Also get into the habit of sending thank you notes. Customers will fall in love with you for going the extra mile because a few people have the time to this.

·      Understand each type of customer

When handling complaints, it isn’t wise to assume that all customers are the same. For example, if one bought a product which they weren’t satisfied with, they may want a refund. The other customer however may want a better product in exchange. Representatives should take time to study customers through what they say and better know to respond to their expectations.

·      Listen to complaints

Psychology suggests that when someone’s upset, they want to be heard. Unfortunately sometimes, landing into the hands of a representative who isn’t much of a listener doesn’t help. The secret to resolving a customer’s complaints is by listening.

Allow them to say out whatever they want and nod your head to show that you agree with them. Once they seem calm, tell them you completely understand what they’re going through. Then, apologize for your mistake and inform them about how you intend to resolve it. They will feel better knowing you have a solution and not all is lost.

·      Own up to mistakes

Remember the representatives with huge egos? The ones who don’t like owning up to their mistakes? To them, a sorry is simply not possible. Even though the customer is the one in wrong, i.e. they entered a wrong address and the delivery couldn’t reach them, apologize. If you don’t, your business could easily get messed up when an angry customer spreads wrong information about their experience.

Whatever feedback you get, take it because you could easily twist it to improve your business and craft better ways to satisfy your customers. “Hey I understand how terrible, you must feel, I had a similar experience…….is one example of showing that you’re sorry. Your customer will appreciate the honesty and kindness making them trust your products and services.

·      Engage with your customers on a personal level

Do you know why businesses send gifts to their customers? It’s because customers want to interact with a person and not the business. For this reason, eliminate words such as ‘we” and replace them with “I”. It feels better knowing there’s an actual voice and a real person behind a business name. Take the time to find out their birthdays, hobbies, and even wedding dates. A small gesture for only one or two customers and the rest will relate.

·      Use the right tone

During a confrontational situation, it’s difficult to stay calm. The conversation could easily turn into a heated one before you know it. As agents, it’s important to think about how we respond to customers. Staying calm and acting like a human being is what will lessen the situation. Acting like an emotionless robot doesn’t help either, rather it will be misinterpreted as you not caring at all.

Avoid being judgmental and instead act with empathy. Show them you’re sorry and are willing to do what it takes to resolve the situation.

·      Outsourcing customer service call center handling

Call handling agents are better at delivering great customer service especially those from professional service call companies. Years of working with different types of customers and handling complaints make facilities management companies excellent candidates for problem-solving and boosting customer satisfaction so your business grows.

They are also always available especially when you’re too busy to handle talk to customers.

·      Keep your word

Promises are meant to be kept not broken. A promise makes someone trust that you will keep your word. When you break that promise trust is broken, including respect. For example, if you promise to deliver a product within 24hours try to stay within that range as much as possible. Do not deliver the other day, unless of course something changes or comes up.

Communicate and inform the customer in advance so they can adjust their schedule.

Final thoughts….

These simple tips above are a gateway to delivering better service to customers. Amazing customer service is what will keep your customers loyal and hooked to your product. They will always be confident buying from you because you’re professional, kind, respectful, trustworthy, and keep your word.

Customers are people with feelings and emotions, so treat them accordingly. Be their friend and your business will grow.