Business Friendly Customer Service

Business Friendly Customer Service

By Nancy Friedman, Keynote Customer Service Expert on Sales and Communications; President, Telephone Doctor Customer Service Training   When you take the “friendly” out of Business Friendly, the only thing you have left is business – business as usual. And we all know that’s just not good enough. You may be asking yourself, “What exactly is Business Friendly customer service?” We define it as the middle ground between being too cold, impersonal and uncaring, and the other extreme of being too familiar. I’m sure we’ve all experienced both. Here are five points to help you deliver Business Friendly customer service. Every Call is Unique – Don’t Become Desensitized: The customer interaction you perform at the end of the day needs to be as upbeat and helpful as you were with the first one of the day. What happens is often times we get the same questions over and over and it’s easy to become desensitized. We need to remember that to the customer, his question is new to him. And it’s the first time for him; no matter what time of day it is. Solve the Problem – Don’t Argue: You know the old saying “the customer is always right.” Well, the reality is “the

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Telephone Soft Skills for Everyone

Telephone Soft Skills for Everyone

By Nancy Friedman, Keynote Speaker, Customer Service Expert, President Telephone Doctor Customer Service Training   “Even with all the new technology, people skills are actually more important now,” Bank of America Chief Executive Officer Brian Moynihan said in a recent interview. “Whether it’s providing day-to-day services in our bank branches or managing our data analytics, it’s all about people.” More than ever, what were once known as “soft skills” have become core to economic growth, which implies the need for corporate cultures and values that align with productive, resilient, imaginative people who can be proud of the work they do. In other words, it means becoming a good corporate citizen, whose virtues also bolster the bottom line. We agree, and here’s a LinkedIn comment I happened to receive yesterday and seems appropriate to share: “Nancy knows her stuff when it comes to soft skills training and showing everyone in the organization how to handle phone calls professionally. It may not seem to be that important until you attend her conferences, programs or classroom training. Our organization has used her services and hosted training sessions for thousands of retailers – outstanding results. Thanks, Nancy.” (B.D VP. Digial Comm., BrandSource. Thank you

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Do You Suffer From Emotional Leakage?

By Nancy Friedman, Customer Service & Communication Keynote Speaker & President, Telephone Doctor Customer Service, Inc. Emotional Leakage – Getting at mad at Peter and taking it out on Paul. Not right, not fair, not fun. We’ve all seen it happen. A co-worker comes into work storming angry; mouth turned down in a frown; walks through the office without saying hello to anyone; sits down at his desk and starts barking orders to his coworkers; doesn’t come out of his office; and when his phone rings he picks it up and bellows out: “Yea?” Sad isn’t it? Something must have happened before he got to work and he carried it right inside the building. Telephone Doctor calls this “Emotional Leakage” and we cure it all the time. Hey, it’s no fun to get up on the wrong side of the bed in the morning. And it’s sure not fun to get a flat tire on the way to work or to argue with someone before breakfast. It’s unfortunate that some people aren’t able to shake it off and move on about their business. Emotional leakage is getting mad at Peter and taking it out on Paul. Not right, not fair, not fun.

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6 Cardinal Rules of Customer Service

By Nancy Friedman, Keynote Speaker; Customer Service & Communications Expert; and President of Telephone Doctor Customer Service Training   FACT: The best weapon for a successful business is customer service. It’s that simple. We will pay more for better service! So whether you’re a small business owner or Hewlett Packard or only looking for ways to improve, read on. We believe in helping businesses get better at communicating with their customers. To get off on the right foot with your customers whether it’s via phone or face-to-face, or any of the other touch points, here are the Telephone Doctor’s Six Cardinal Rules of Customer Service. Adapting these easy steps will make your day, and more importantly, make the customer’s day a better experience for you and your company.   Cardinal Rule # 1 – People Before Paperwork When someone walks into your place of business, or calls you while you’re working on something, drop everything for that person. Remember, paper can wait, people should not. We’ve all been abused when we go shopping and been ignored and we know how that feels. Let’s not abuse our own customers. Remember: People before paperwork.   Cardinal Rule # 2 – Rushing Threatens Customers Sure,

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Words that Ruin a Relationship

By Nancy Friedman, Keynote Speaker, Customer Service & Communication Expert and President of Telephone Doctor Customer Service Training   DANGEROUS WORDS – NEGATIVE WORDS Or known as conversation diverters. Just as ALWAYS and NEVER are also conversation diverters, below are a few more words/phrase that will make your customers, potential customers, along with friends and family veer away from the real point of your conversation. So best we eliminate them from our routine and vocabulary. It’s not easy to do. If it were easy to do, everyone would be doing it and we know everyone isn’t doing it. Remove these disruptions from your sales, service and any communications and presentations and watch the scene go smoother. “It’s not our policy.” – Ouch! Okay, okay, most every company has policies and it’s something we need to deal with on a daily basis I’m sure. What we realized was it’s not necessarily the policy that’s frustrating, it’s blurting out first and foremost, “It’s not our policy” or in some cases it’s “their” policy. The policy needs to be rephrased so that it starts off in a more positive way. We like to say ‘rejecting gently.’ And rephrasing policies are a good way to explain what’s not gonna happen. Next time

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The WALKING DEAD – Beyond Customer Service

By Nancy Friedman, Keynote Speaker, Customer Service Expert, President Telephone Doctor Customer Service   We all know there are three types of customer service. Those that are passive, those that are average and those that are proactive. A no brainer. We get that. But as happens sometimes, there are those that fall lower than passive. And the other day I found it. When we left the store my husband looked at me and simply said, “The Walking Dead” knowing what I was thinking right away. I was thinking “How can I put this total ‘non experience’ into my speaking engagements? How can I explain what the Walking Dead is, do or are to my audiences?” We decided that other folks run into an experience such as that. Maybe it wasn’t a terrible customer service experience or something the person said or did. Simply put, it was as though you were meeting with the ‘walking dead.’ It was lower than a ‘nothing’ experience. I’ve categorized bad experiences into 2 files. One is SAD; the other is BAD. Recently one of my clients asked what the DIFFERENCE is between the two. A SAD customer experience is when something wasn’t quite right and

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5 Frustrating Voice Mail/Cell Phone Phrases

By Nancy Friedman, Telephone Doctor® Voice mail (business or cell) remains a large frustration in this busy business world. And it’s not just voice mail. The automated attendant is also on the list. In an effort to help reduce voice mail frustration, here are the five most frustrating phrases that your callers don’t want to hear. I’ll discuss the auto attendant in another blog. Here are the big 5 Most Frustrating Voice Mail phrases. 1. I’m not at my desk right now  DUH? That’s a hot lot of news. What a boring, semi useless statement. Live a little. Let your callers know where you ARE – not where you’re not. Tell them, “I AM in the office all this week” OR “I’m in a sales meeting till 3 pm.” Let them know if you do or don’t check messages. Let them know when you will be back. 2. Your call is very important to me OMG. Really? A big time waster. The caller is thinking, “Well, if I’m so darn important, where the heck are you?” And then again, think about it. Maybe the call isn’t so important to you. You just don’t need this phrase. Semi useless 3. I’m

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7 Principles of Bad Customer Service

By Nancy Friedman, Keynote Speaker, Customer Service Expert, President, Telephone Doctor Customer Service Training   A few years ago we surveyed a group of folks on how they felt about getting bad customer service. We found 7 common threads. We labeled them the 7 Principles of Bad Customer Service. Here are the results:   Principle One: They’re Grateful for the Chance to Vent Customers are always grateful for the opportunity to tell others how they were mistreated. It’s pretty much cathartic.   Principle Two: Tomorrow’s Joke Many people joke to vent their frustration about their bad customer service experience and tell these “jokes” about it to pretty much anyone who will listen!   Principle Three: The Memory of an Elephant Customers often don’t forget. Lots of people quote the time elapsed since the unfortunate incident. We had letters telling us “this happened 20 years ago and I can recall everything that happened.” Bad customer service leaves a real bad taste.   Principle Four: “You’re not going to believe this!” Those abused by poor customer service can never seem to accept the fact that it happened. They remain shocked, continue to agonize and happily repeat the conflict. Each story was an “OMG,

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Customer Service vs. Common Sense?

By Nancy Friedman, Keynote Speaker, Customer Service Expert, President of Telephone Doctor Customer Service Training   We’ve all heard the saying: “Hey, customer service is just plain old common sense.” But then we all know, too, common sense is NOT that common.  Decided to make a quick list of a few common sense things that aren’t so common. See if you agree and love to have you ‘add on’ to the list. There are many more. * Cover your mouth when you yawn, cough or sneeze. * Say “you’re welcome” vs. “no problem” when someone tells you “thank you.” * Smile back at others. * Better yet. SMILE FIRST at others. * Write handwritten thank you notes when you receive a gift. Or get a new customer which is a gift! Save the text for a lunch date. Handwritten notes won’t go out of style. Texting will eventually be replaced with something else. * Bump into someone at the mall, in the hall? Say, “Excuse me.” * Remember you get more with sugar than you do with vinegar. * Stand up when a customer walks into your office or place of business. Greet the customer warmly. * Open doors for others. (Physically and emotionally

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Do You Suffer From Emotional Leakage?

By Nancy Friedman, Keynote Customer Service speaker, President, Telephone Doctor Customer Service, Inc.   Emotional Leakage – Getting Mad at Peter and Taking it Out on Paul. Not right, not fair, not fun. We’ve all seen it happen. A co-worker comes into work storming angry; mouth turned down in a frown; walks through the office without saying hello to anyone; sits down at his desk and starts barking orders to his coworkers; doesn’t come out of his office; and when his phone rings he picks it up and bellows out: “Yea?” Sad isn’t it? Something must have happened before he got to work and he carried it right inside the building. Telephone Doctor calls this “Emotional Leakage” and we cure it all the time. Hey, it’s no fun to get up on the wrong side of the bed in the morning. And it’s sure not fun to get a flat tire on the way to work or to argue with someone before breakfast. It’s unfortunate that some people aren’t able to shake it off and move on about their business. Emotional leakage is getting mad at Peter and taking it out on Paul. Not right, not fair, not fun. Taking a

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7 Traits of a Successful Leader

By Nancy Friedman, the Telephone Doctor  Do you ever wonder how and why some folks are successful, natural born leaders and some aren’t? How some folks learn to deal with the ups and downs of life and find a way to make things better while others are so down and find the smallest thing to complain about? And keep complaining. They don’t deal or play well with others. Successful leaders seem to have a trait, or several traits as a matter of fact, traits which allows them to move forward in a more positive mode. There are many traits successful leaders have. Here are seven we believe in and want to share.   Your Attitude is Your Choice – Successful leaders have great attitudes. No one else can make you have a great attitude but you. So you are totally in control of this factor. You can wake up, smile, and feel this is gonna be a great day. That’s your choice. Or, you can wake up and decide it’s gonna be a crappy day. Again, your choice. Which would you rather have? And let’s not forget, there is a difference between an attitude and a mood. Know what it

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Let’s Not Make Customer Service Harder

By Nancy Friedman, the Telephone Doctor/Speaker  In a society where poor customer service is rampant, a well-trained company staff can shine if everyone adopts and commits to some simple service approaches. The result can mean not only keeping your customers happy, but also keeping them period! What is the biggest and most costly customer service mistake in business today? My answer is simple – “We’re just not friendly enough.” Customers should be treated as welcome guests when they call your office. Instead, they’re often treated like an interruption or, even worse, an annoyance. More than 90 percent of all customer service starts with a telephone call. That said, customer service mistakes happen anytime and in many ways. Customers can communicate with your company through any one of the six touch points of communication and any one of these touch points can damage a relationship, often permanently. Email Voice Mail Snail Mail Phone Fax Face-to-Face (We left off texting on purpose. Let’s leave that out for now. More on that later.) Two of these communication tools are what is known as “synchronous;” the other four are “asynchronous.” Synchronous is instant communication, when two or more people are able to communicate immediately

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Listen UP!

by Nancy Friedman, the Telephone Doctor Do you know what the number one skill in sales and service is? I gave you a hint in the title. Right – listening skills. Do we really LISTEN? Most of us ‘hear,’ but do we really listen to what people are saying? Are there any methods, tricks, ideas, tips or techniques to make us better listeners? Yes, there are. Listed below are some of the often used skills of better listeners. What do you think the difference is between listening and hearing? Bottom line: Hearing is physical. Listening is mental. What do some folks do that others don’t in order to be a good listener? It’s pretty simple. Take a TV commercial. Most of us normally hear it, but do we always listen to it? Probably not. Especially if it’s about something we’re not particularly interested in for ourselves. Take the Super Bowl. We talk about the commercials before they’re even on TV. How many can you remember now? My guess is you’ll recall those that were of ‘interest’ to you. We probably ‘heard’ them. We may have watched them. But again, how many did we really listen to? Pay attention to? Below

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Are You Passive, Average or Proactive?

By Nancy Friedman, The Telephone Doctor   Take the Test and Find Out Read the scenarios below and ask yourself…which type am I? # 1. The customer says (either on the phone or in person): “Tell you what, I’ve decided not to take the Blue Widget.” Answer from a PASSIVE person: “OK, thanks. Have a nice day.” Customer feels nothing. Usually disappointed. # 2. The customer says (either on the phone or in person): “Tell you what, I’ve decided not to take the Blue Widget.” Answer from an AVERAGE person: “You sure?” Customer feels slighted. Probably could have used a little help. # 3. The customer says (either on the phone or in person): “Tell you what, I’ve decided not to take the Blue Widget.” Answer from a PROACTIVE person: “Wow! Sorry to hear that. Are you aware there’s a Widget maker that goes with it at a discounted price? You’ll have several uses for it. Why not try it? You’ll love it.” Customer feels great. Didn’t realize there was an accessory with it and buys the Widget and the Widget maker. See the difference? Now, which one are you? FACT: There is absolutely nothing wrong with any of these

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Is it a Problem or an Inconvenience?

By Nancy Friedman, Speaker, President Telephone Doctor Customer Service There is a huge difference between a problem and an inconvenience. You know it, I know it and your customers know it. Listen to what HAPPENED TO ME the other day. We ordered a new copy machine at Telephone Doctor. Gentleman brings the machine into the office. As he’s installing the machine, one of the ladies sees the screen has a rather large crack on it and tells the installer. The young man who wheeled in the machine came looking for me to tell me and proudly exclaims, “Mrs. Friedman, we have a problem.” Because I am a problem solver I asked, “What is it?” “Well,” he says, “the screen on the copier machine is cracked.” I say, “Can it be fixed?” He says, “yes ma’am.” “Well, then,” I tell him, “we don’t have a problem, we have a minor inconvenience.” He thought about that and then smiled. “When can it be fixed?” I ask. “Oh, today for sure,” he says. Then I assured him, “We don’t even have an inconvenience.” Why even use the word ‘problem?’ Why alert the customer to that? If you really need to let them know something

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8 Sinful Customer Service Actions

  By Nancy Friedman, Keynote Speaker, Author, President, Telephone Doctor Customer Service This is not MY list. These “sins” are from my audiences who share their views when I speak at conferences across the country. We survey the groups to find out what bothers them from companies. And man, how they love to vent. And they love to let me know what bugs them, what frustrates them, how they want to be treated as a customer. Usually a freewheeling discussion and one that gets my attention a lot. It should get yours. So listen up. Your customers are talking to you. And customer service training can help you. Drum roll please…in no particular order. By the way, these go for on the phone or in person. As a matter of fact, all 6 touch points of communication.   Sin #1: Not smiling Man is that important. Our Telephone Doctor motto: “A phony smile is better than a real frown” would have helped the gal who was trying to help me Saturday. What a poopy face she had on her. I refused to let it get me down or let her infect me at all. I smiled all the way through

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Scripts vs. Conversations

By Nancy Friedman, President / Keynote Customer Service Speaker / Telephone Doctor Customer Service Training   For years I have been working with companies to upgrade, tweak and help with scripts their sales and/or customer service reps. Fast forward. Now we’re trying to get our clients who ask for help with a script to consider going to conversations with aided recall. There is danger and pitfalls to both scripts and conversations though. Let me explain. Scripts were designed for actors. Actors know how to read a script. Most folks don’t. It’s that simple. When you give a person a script they tend to ‘read’ it. Well what’s wrong with that Nancy? Aren’t you suppose to read a script? Yes, but it’s the old ‘HOW’ you read it that counts. We have all been accosted by a phone call and someone poorly reading their script. Yawn, yawn or worse. And in the professional scripts there are words for everyone (all actors) to respond. In your business script there’s normally only words for what the rep is saying. There are no words for the customer – the responder (the other actor). Oh there may be some things like “if the customer says

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Why “Hi, how are you?” is Semi-Useless

By Nancy Friedman, The Telephone Doctor My mother lived with me in her last years. We enjoyed her sense of humor. Here’s part of what made me realize how useless the phrase, “Hi, how are you?” really is. The house phone rang. Esther answered. The man says, “Hi, Mrs. Friedman, this is Dan from XXX. How are you?” My mother says – without missing a beat, “I’m so glad you called. I have a bad case of diarrhea, a terrible migraine, been vomiting all day, my pacemaker is running slower than normal, and I have a bad rash. How are you?” He said, “Well, compared to you, a hell of a lot better” and hung up. Point being, “Hi, how are you” is semi-useless especially to those we don’t even know. I’ve seen folks pass in the halls, in a mall, in an office, everywhere. One says, “Hi, how are you?” The other says, “Fine, how are you?” No one stops; they’re still walking and nothing was accomplished. I’ve removed “Hi, how are you” from my vocabulary. It’s been replaced with any one of these phrases and I share them with you: Good to see you. Hi, you’re looking well.

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Costly Corporate Comments

By: Nancy Friedman, President, Telephone Doctor Customer Service   We have all said them. We have all heard them. They aren’t dirty. They’re not 4 letter words. They’re not bad. They are comments that can and do cost your company time and money each time they are said. Why? Because normally they stop the conversation and divert it to something non-related to what’s really at stake or what you’re talking about. These are the top costly corporate comments (yes there are more) and they can be said to anyone; clients, co-workers and family as well. (They’re not in any special order.) Recognize them?         * “I willllllll.”         * “I’ll try.”         * “I thought I did.”         * “I usually do.”         * “I just was going to.” Let’s talk about them: 1.   The “I Willlll” is usually dragged out and often in a very squeaky tone and dragged out enough to annoy the other person – a lot.       It’s normally said because the person ‘forgot’ to do what you asked. 2.   “I’ll Try.” You know what? I expect you to try. That’s a given and frankly, insulting to me. It’s as though you’re telling me,

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Five Phrases to Sabotage Your Business

By Nancy Friedman, President Telephone Doctor, Customer Service Expert & Engagement Specialist   There are many, many words and phrases that can and will sabotage your business. And, chances are, your staff is saying some of these now without your even knowing it – on the phone and in person. And worse yet, you’ve probably even said some of these yourself (ouch)! That’s the bad news. The good news is we’re able to bring to you the top five sabotaging phrases and then show you how to neutralize the effects. So get ready. You and your staff are about to be in a much better position to handle the Five Phrases to Sabotage Your Business today: 1. I Have No Idea This is normally used as an excuse than anything else. It’s a sure thing that the employee has not been shown how to explain something to the customer (i.e. no product training). This phrase is used as something to say when the employee doesn’t know what to say. When the customer hears “I have no idea” they immediately respond (usually silently) with, “You gotta be kidding me?” Interestingly enough, there normally is a certain blank stare accompanying this statement.

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