Presentation on theme: "Asking the Second Question Sandra Ray, CIRS Manager, Information and Referral United Way of Greater Houston."— Presentation transcript:
Asking the Second Question Sandra Ray, CIRS Manager, Information and Referral United Way of Greater Houston
Workshop Objectives Define the second question Discuss why going beyond the stated need is important Learn methods to probe for additional information Determine when to follow-up on calls that have multiple needs Learn to close calls when multiple needs have been disclosed
What is the Second Question? AIRS definition – there isnt one Second questions come after inquirer describes their initial situation It isnt always a question either
Definition Clarifying a callers full situation to help him/her obtain services Or Listening to callers, providing feedback, and asking open-ended questions that may be related to the callers primary need.
Open-Ended Questions Invite a caller to give more than a yes/no answer Gives the caller the feeling that specialists are interested in the full story May lead to other issues that the specialist is not necessarily expecting or equipped to answer
Closed Questions Require only a short answer Name Address How much do you owe on rent? When are you scheduled for eviction?
Using Both Types of Questions Both types of questions are needed to assist callers Callers can be redirected from a lengthy response to a short response with closed questions Helps the I&R specialist maintain control of the conversation.
So…What is the Second Question? Why? How? Tell me more… When that happened, what did you do?
Getting More Detailed Why? What is the callers perception of this event and why they need assistance Why questions allow the caller time to reflect Or Vent
Caller Perceptions Is the caller open to the specialist probing for more information? Perception = how we see the world or other people; our view of reality Perception for callers IS reality
Learning about a Situation How? Asks for details about the time-frame or steps involved in the situation May also include the manner or extent of a situation (to the degree) Allows callers to describe reasons for a situation
Tell Me More… Depending on the situation, it may be necessary to learn specifics This is a statement that asks callers to expand on the nature of a situation Not necessarily looking for someones life history – only what happened to cause an event (job loss, need for food, etc.)
Final Details What did you do when that happened? Gives insight into a callers coping skills How others in the situation react to the caller Family, friends, social network may also be revealed this way
How to Ask the Second Question Use sound judgment Asking the second question isnt optional May involve commenting on what the specialist hears in the callers… Tone of voice Background noise (baby crying, etc.) Emotions displayed by the caller (crying, yelling, etc.)
If Its Not Optional…??? It may not always be appropriate Caller expectations of service will drive call specialist conversation Only needed a number or address Does not want to give too much personal information
All You Wanted to Know… Plus anything the caller will tell you Callers often reveal significant pieces of their life story If the specialist isnt equipped to handle the answer – let an experienced staff member or supervisor ask
Staying On Task Easy for call specialist to lose focus of initial reason for the call Always bring conversation back around to the initial need Other barriers may be revealed – ask caller to prioritize needs
Following Up Is a follow-up necessary? Can caller follow through on their own? When following up, have specific goals that should have been met Caller will see if funds are available Caller will have made an appointment Specialist will have made other contacts to see if additional issues can be addressed.
Wrapping Up Rephrase the important issues in the call Restate the callers next step to resolve their situation Remind caller of referral options and best methods for access End call on a positive note
Scenario 1 A mother with three children calls asking for assistance with an electric bill. She states that her husband left her and withdrew all money from their joint checking and savings accounts.
Scenario 2 A woman age 64 calls to see if someone can help her understand a letter she received from the food stamp office. She applied for services and was denied. She tells you that she is raising her 14 year-old grand daughter and expenses are tight.
Scenario 3 A man, age 52, states that his daughter recently moved back home after being away at college. The expenses are more than he and his wife can afford. The daughter does not have a job. The man asks for help paying the daughters car payment and car insurance.
Famous Second Questions from Texas/United Way HELPLINE What is your drug of choice? Who was the last agency that you talked to? Who have you received help from recently? (Make sure you define recent.) If you are not able to receive help from an agency, how will you meet this need? Is transportation accessible to you? How far are you able to travel to receive services?
Questions/Answers Sandra Ray, CIRS Manager, I&R Services United Way of Greater Houston 50 Waugh Drive Houston, TX