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1 Fabled Customer Service How to Execute Fabled Customer Service Gary Elekes 615-579-7995

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Presentation on theme: "1 Fabled Customer Service How to Execute Fabled Customer Service Gary Elekes 615-579-7995"— Presentation transcript:

1 1 Fabled Customer Service How to Execute Fabled Customer Service Gary Elekes

2 2 Todays Purpose 1.To discuss and learn customer service principles you can employ daily. 2.To use these principles and ideas to achieve your vision! 3.Learn to enhance your brand!

3 3 Objective To reach the company vision! To be our customers best choice for the HVACR products and service, our vendors partners best choice for distribution and our employees best choice for their career!

4 4 Mission Execute Vision! Provide exceptional service (listening/support/counsel) and product value to Amaze our customers; Create or skillfully implement industry best practices – easy to do business with: Offer constant training and reward employee achievement; Encourage creativity, communication and excellence so that we continually build on strengths and correct weaknesses; Work together to achieve all Business Plans!

5 5 Integrity Honesty Enthusiasm Diversity Responsibility Accountability Competency Hard Work Respect Optimism Consistency Change Your Core Values What do these each mean?

6 6 Plan Key Objectives/Goals: Sales Growth 10 % per year average Enhance vendor partnership opportunities Enlarge services to customer base Develop employees – differentiate brand Grow your company brand in the market Review sales/expenses – become leaders Continue planning – emergency plans

7 7 Brand = Trust How does a company build its brand by building on TRUST?

8 8 The Standard Organization The Best Organizations President VP Managers Supervisor and Line Employees Serving the Customer Customers Empowered Supervisors /Line-Field Employees Managers VP Servant Based Leadership - President Few leaders, and few organizations practice this, though many actually preach this.

9 9 The 4 Rules of Retail 1.Everyone is in sales – no matter their role – every contact point affects your brand and how people perceive the company. 2.Unique contact – When a customer contacts any person in an organization – it is unique to that person at that moment even though it may be the 20 th time you did that task or transaction, remember the unique opportunity to impress with great service and improve the brand. 3.If you cant out-service the competition, you cannot outsell them. Anyone can lower price, put up a nice store and store merchandise, and warehouse a good product. Quality of Service separates one store from another. 4.Any unhappy customer moment is nothing more than an opportunity in disguise to make your organization stand out and make a friend of a customer.

10 10 1.A customer is the most important person in any business! 2.A customer is NOT dependant upon us- we are dependant upon them. 3.A customer is not an interruption of our work but is the PURPOSE of it. 4.A customer does us a favor when he/she calls we are not doing them a favor by serving them well. 5.A customer is a part of our business not an outsider. 6.A customer is not a statistic – they have feelings and emotions like us. 7.A customer is not someone to argue with or match wits. 8.A customer is a person who brings us their wants and it is our job to fill those wants. 9.A customer is deserving of the most courteous and attentive treatment we can give. 10.A customer makes it possible to pay payroll – no matter what our title. 11.Customers make up the life blood of any business. The Eleven Commandments

11 11 1.Have a Vision, Core Values and Plan! 2.Have employees with the proper attitude 3.Know your customers expectations 4.Front Line Empowerment – develop leaders at front line 5.Understanding Personalities 6.Become Value-Added 7.Become Great Listeners – be in the present 8.Set standards based on excellence, quality, and have the courage to change 9.Make work like play – have fun while you work – its contagious. 10.Figure out how to Make Your Customers Day Principles for Fabled Customer Service:

12 12 Principle 1 Transfer Your Vision to Execution 1.You – Leadership Skills? 2.Creating & Managing Change? 3.Behavior Patterns? 4.Executing Operating Practices? 5.Creating a Brand = Trust 6.Creating a Non-You Culture Culture is: A Set of Beliefs (individual/collective) Combined with a Set of Behaviors

13 13 To Reach Your Vision! 1.Create an Operating Plan Each Year 2.Focus – Prioritize! 3.Deliver Operational Excellence Nice to Dos Need Dos Must Dos

14 14 1.The enjoy helping other people 2.The have good human relational skills 3.The make the system serve the customer 4.They give the same attentiveness to any size customer 5.They like to make things easier for the customers 6.The do NOT hesitate to vary from procedures to give special services to customers 7.The know the technical side of their role and the company to navigate 8.The give the same service at 4PM Friday as they do 8AM Monday 9.The use the customers language to make it easy to understand 10.They are always polite, and courteous, friendly and in the present. 11.They are organized and ready to work 12.They have good telephone skills 13.They spend time with customers even when there is a line 14.They go out of their way to inform and explain things to customers 15.They are positive in their approach/attitude 16.They have self-control 17.They represent and understand the concept of brand – on and off job 18.They do what they say they will do 19.They work well with others – team oriented 20.They understand when to ask for help and if they do not know they find out Principle 2 Customer Service Staff are Special

15 15 1.Conduct yearly surveys to determine the customers perceptions of you, the company, how you are operating and your brand. 2.Know your customers names – a persons favorite word 3.Know what they buy from you, their history, and who they are in relation to your company. 4.Know what they expect in the way of service levels 5.Train your employees to understand the customers service needs Principle 3 Know Your Customers Expectations

16 16 1.They want to KNOW they are valued! That they make a difference to YOU! 2.They want the RIGHT thing, the best answer for their particular situation. And your best advice about the situation. 3.They want to be treated as if there requests are reasonable – that they are not putting you out to fulfill their requests. 4.They want to know they are being treated fairly and equitably. Like your bigger customers. 5.They want to be treated as individuals. 6.They want friendliness and courtesy. 7.They want things explained to them so they understand – even if its bad news – they want news so they are KEPT informed! 8.They want Recognition – to feel important – and acknowledgement needs to come quickly. 9.They want complaints LISTENED to and adjustments made when necessary. 10.They want to be thanked for their business! Principle 3 What Do Customers Actually Expect?

17 17 Front line employees – face to face with customers make far more impact on the brand than supervisors or managers Understand your customers needs Create core values that support employee decision-making at front-line to satisfy the customer Train and support employees to execute Organize the system to support empowerment Learn to touch customers heart before you touch their wallet Principle 4 Front Line Empowerment

18 18 Impact Areas We Control Appearance Facial Expressions Eye Contact Body Movements Personal Space Touch Job Knowledge Business Processes Culture of Organization Principle 4 Front Line Empowerment We can manage and change these

19 19 Impact Areas We Control – Social Bonding 1.1 st Impressions of you/your brand a.Acknowledge – visual and verbal greeting - even if in line – say you will be there when you are finished – Make contact b.Smile at them – smiles create positive impressions c.At time of service – greet and give your name. d.Ask questions Principle 4 Front Line Empowerment

20 20 Principle 5 Understanding Personalities – Social Styles Analytical Expressive Amiable Driver Control/Task Responsive Emote Responsive Tell Assertive Ask Assertive

21 21 1.Their expectations are not met. They notice any deficit. 2.They dont get what they expected or were promised. 3.They dont get attended to quickly – they have to wait. 4.They are not acknowledged when they are waiting while other customers are being served first. 5.They feel they are Interrupting you when you are doing some chore – no acknowledgement. This comes from your attitude. 6.When they are treated in an off-handed way. 7.When regular customers are not treated according to their Status. 8.When a Customer Service Rep says I dont know and makes no effort to find out. 9.Letters and/or telephone calls are not returned promptly. 10.When they are not kept informed about progress for their requests. Bad news is acceptable – no news shows complacency. 11.When someone says Thats Company Policy as an answer to a question. 12.When their concerns are treated as trivial – they feel discounted. 13.When they are handled too quickly – being shuffled through, makes them feel unimportant. 14.When a customer service rep shows impatience with a customer explanation. 15.Lack of eye contact and poor body language. Looking bored, down, interrupts, rolls eyes, makes sarcastic responses and others (these are most common). 16.When they are put on hold on telephone without intermittent reassurances their request is being handled. 17.When delivery times are NOT met. 18.When billings or invoices are wrong. 19.When something is substituted without communication and permission. Principle 5 What Makes an Angry Customer – ANGRY?

22 22 Dealing with Angry Customers 1.Angry Customers are not angry at you they are angry at the problem 2.Do not get angry yourself – know your personality profile 3.Let them blow off their steam 4.Remain calm and take deep breaths 5.Keep your own issues and problems to yourself 6.Do NOT take customers anger personally 7.Ask questions to find out why they are angry 8.Do NOT judge people 9.Keep an open mind 10.Look at all the options – invent options Principle 5 Know thyself and thy Customer

23 23 Principle 5 Solving Problems A B Invent Options Expand the Pie of Solutions Typical Positional Negotiation This requires culture of empowerment Servant leadership, and customer focus

24 24 Principle 5 Solving Problems – Discover Interests A B Invent Options Expand the Pie of Solutions Typical Positional Negotiation Interests: Shared Opposed Differing

25 25 What is Adding Value? 1.Determine Customer Needs, Wants and Desires – every business has a value map – discover it 2.Learn to Ask Questions 3.Learn Your Customers Business Models 4.Become a Solutions based company – examples - e-commerce for ordering processes - Dealer profit training - Sales Personnel that are not just product sales people The Value – Added Chain Generic Product Expected Product Augmented Product Potential Product Principle 6 Becoming Value-Added

26 26 How to become a GREAT Listener – Be in present 1.Listening well takes energy and is work 2.Listening requires you to be in the PRESENT MOMENT. 3.Effective listening is: a.Understanding the interests behind the position b.Remembering (Take notes) c.Responding 4.Listening Anatomy – we listen at 25% efficiency 7% Words/38% Tone/55% Body Language 5. Great Listening Technique: a. Maintain eye contact b. Nod/lean forward to demonstrate interest c. Take notes d. Pause before you speak (no interrupting) e. Summarize – show that you understand Principle 7 Becoming a Great Listener

27 27 Principle 7 What Defines Great Listeners from Poor Listeners Untrained ListenersWell Trained Listeners Tune out too soonWait to hear what the customer really says! Are distracted by bad grammar or speaking skills – attention is to form. Pay attention to content not form. Focus on message. Getting ready to talk or state when should be focused on content. Listen – get nuances and content – to understand interests/position. Tend to listen for facts to refute, or pounce on errors. Mature in listening – listen for main idea(s). Try to take in everything – and reply to everything. Concentrate on main issues – avoid sidetrack remarks. Knows how to sort. Fake attention - poorlyAware of Fake tendency and control tone/body language and eye contact. Divide attention and create distractions Do one thing at a time – understand listening is full time attention. Give-up too soon – listening becomes hard they tune out They listen carefully and can sort Distracted by emotional words. Do not control their own emotions. They feel their anger – but control it. Emotions do not govern their behavior. Are unaware of talking-listening speed mismatch. Keep energy on listening technique. Rare they practicePractice skill of listening

28 28 Principle 8 Set Standards of Excellence – Courage to Change 1.Create a Concise Direction 2.Core Values Defined 3.Define Business Operating Philosophies 4.Establish Role Descriptions a. Metrics b. Employee Letter - Each Year of Performance Expectations 5.Training to Compliment Performance Plan 6.Resources & Tools to Execute Role 7.Trimester Review Procedure 8.Aligned Compensation Degree Feedback

29 29 When work is more like play – everyone wins – fun creates interest Your customers will notice the change – and theyll like it because its fun for them too. When work is like play – the creativity of ideas improves – everyone wins New customers will be impressed with a culture that is refreshing Get your leaders involved – they can have fun, get them to participate Principle 9 Make Work More Like Play

30 30 Exceptional service is cumulative – it adds up –Ask about their kids, family –Take time to learn something new about them today –Solve a problem you werent expected to solve Each time you make someones day, you build more loyalty and a deeper relationship A great attitude, along with exceeding expectations, will make you completely different in the marketplace Principle 10 Find a Way to Make A Customers Day

31 31 Fabled Customer Service ? Fabled Customer Service is: What people say about you when you are not there and it is GOOD! The people saying it, have no stake in what they are saying..they gain nothing by saying it. They communicate to others thereby creating your brand for you.

32 32 Fabled Customer Service ? Action Steps: What are You Going to Do? 1.___________________ 2.___________________ 3.___________________ 4.___________________ 5.___________________

33 33 Ideas for Distribution Service Enhancement 1.Communicate the plan to your employees and what is expected. 2.Communicate your values and hold yourself and the employees accountable. 3.Give all employees a proper leadership and work environment to prosper and grow. 4.Put the tools and training in employees hands and then empower them to execute. 5.Create an awards and recognition program and make it a BIG Deal. 6.When out - never eat lunch or dinner alone – be with a customer you can make feel good. 7.Create special individual dinners with key customers and wives. 8.Sales People need to learn how to HELP their customers SUCCEED! Add Value. 9.Stratify your customer base – create award levels for aspirations – reinforce importance. 10.Begin a E-Newsletter to your customers and employees – focused on service skills 11.Publish your core values and customer service expectations to your customers and ask them to hold you accountable. 12.Publicly thank your customers whenever possible. 13. Send Personal Thank You Cards religiously for all manner of things. 14.Always notify customers of delays, substitutions, and any change to business processes as a matter of course – just like your employees. Communicate, and then over-communicate. 15.Create an e-commerce ordering process that is automated. 16.Pay your customers $100 each time the phone rings past 3 times. Publish this! 17.Owner/senior manager call each top twenty customer every month! 18.Hold employee lunch and learns – teach employees about life. 19.Hold quarterly customer round tables – to discuss issues. 20.Return calls same hour if possible – never past same day. 21.When you leave a message – assume it did NOT get communicated – follow-up until you KNOW it is resolved properly. 22.Never leave a customer wondering whats next – leave an action plan with steps and instructions. Especially a new customer. 23.Use discovery agreements – to document action steps and any obligations. 24.Use a yearly survey that is anonymous – to create feedback on your operations. Ask customers about their expectations. 25.Hold regular customer service training sessions – discuss the issues. Discuss the methods to improve skills.

34 34 Q & A


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