The Customer Service Skills that Matter When most business publications talk about customer service skills, things like “being a people person” tend to take the spotlight…It’s not that this trait is outright wrong, but it’s so vague and generic that it is hardly a help to those looking to get involved in support positions within a company, and certainly doesn’t help out entrepreneurs/founders who are looking for the right set of skills when hiring the all-important folks who will be taking care of their customers. With that said, let’s get into some SPECIFIC skills that every support employee can master to “WOW” the customers that they interact with on a daily basis…
If you don’t see this near the top of a customer service skills list, you should just stop reading. Not only is patience important to customers, who often reach out to support when they are confused and frustrated, but it’s also important to the business at large: we’ve shown you before that great service beats fast service every single time. Yet patience shouldn’t be used as an excuse for slothful service either! Derek Sivers explained his view on “slower” service as being an interaction where the time spent with the customer was used to better understand their problems and needs from the company.
I feel like men may need to re-read this one twice, if girlfriends and wives are to be believed… 😉 The ability to really listen to customers is so crucial for providing great service for a number of reasons. Last week I went over a few customer feedback systems, and long before that I showed you the data on why listening to customer feedback is a must for many businesses who are looking to innovate. Not only is it important to pay attention to individual customer interactions (watching the language/terms that they use to describe their problems), but it’s also important to be mindful and attentive to the feedback that you receive at large. For instance, customers may not be saying it outright, but perhaps there is a pervasive feeling that your software’s dashboard isn’t laid out correctly. Customers aren’t likely to say, “Please improve your UX!”, but they may say things like, “I can never find the search feature,” or, “Where is the _____ function at again?”
For all of the “mumblers” and people who love to ramble on (that’s me!), you need to listen up! It’s okay to find out more about your customers, but make sure you’re getting to the problem at hand quickly; customers don’t need your life story or to hear about how your day is going. More importantly, you need to be cautious about how some of your communication habits translate to customers, and it’s best to err on the side of caution whenever you find yourself questioning a situation. An example: The last time I went to get work done on my car, I was told by an employee that if I wanted to get an oil change, it would be “included” in my final bill. I thought that meant I’d be getting it for free, yet as it turns out, that wasn’t the case. The employee apologized and I truly believe it was an accident (they just worked there), but I haven’t been back to that shop since because of the miscommunication.
As a non-technical guy, this is one I try to work on every single day. The best forward-facing employees in your company will work on having a deep knowledge of how your product works. It’s not that every single team member should be able to build your product from scratch, but rather they should know the ins and outs of how your product works, just like a customer who uses it everyday would.
Sounds like fluffy nonsense, but your ability to make minor changes in your conversational patterns can truly go a long way in creating happy customers. Language is a very important part of persuasion, and people (especially customers) create perceptions about you and your company based off of the language that you use. Here’s an example: Let’s say a customer contacts you with an interest in a particular product, but that product happens to be backordered until next month. Small changes that utilize “positive language” can greatly affect how the customer hears your response… The first example isn’t negative by any means, but the tone that it conveys feels abrupt and impersonal, and can be taken the wrong way by customers. Conversely, the second example is stating the same thing (the item is unavailable), but instead focuses on when/how the customer will get to their resolution rather than focusing on the negative.
Let’s get real honest here… sometimes you’re going to come across people that you’ll never be able to make happy. Situations outside of your control (they had a terrible day, or they are just a natural-born complainer) will sometimes creep into your usual support routine, and you’ll be greeted with those “barnacle” customers that seem to want nothing else but to pull you down.
Hey, despite my many research-backed rants on why you should spend more time with customers, the bottom line is that there is a limit, and you need to be concerned with getting customers what they want in an efficient manner. The trick here is that this should also be applied when realizing when you simply cannot help a customer. If you don’t know the solution to a problem, the best kind of support member will get a customer over to someone who does.
You won’t always be able to see customers face-to-face, and in many instances (nowadays) you won’t even hear a customer’s voice! That doesn’t exempt you from understanding some basic principles of behavioral psychology and being able to “read” the customer’s current emotional state. This is an important part of the personalization process as well, because it takes knowing your customers to create a personal experience for them. More importantly though, this skill is essential because you don’t want to mis-read a customer and end up losing them due to confusion and miscommunication.
There’s a lot of metaphors for this type of personality: “keeps their cool,” “staying cool under pressure,” etc., but it all represents the same thing… the ability that some people have to stay calm and even influence others when things get a little hectic. I’ve had my fair share of hairy hosting situations, and I can tell you in all honesty that the #1 reason I stick with certain hosting companies is due to the ability of their customer support team to keep me from pulling my hair out.
This may seem like a strange thing to list as a customer service skill, but I assure you that it is vitally important. In my article on empowering employees, I noted that many customer service experts have shown how giving employees unfettered power to “WOW” customers doesn’t always generated the returns that many businesses expect to see. That’s because it leaves employees without goals, and business goals + customer happiness can work hand-in-hand without resulting in poor service. Relying on frameworks like the Net Promoter Score can help businesses come up with guidelines for their employees that allow plenty of freedom to handle customers on a case-to-case basis, but also leave them priority solutions and “go-to” fixes for common problems.
Despite what I had to say above, sometimes the customer support world is going to throw you a curveball! Maybe the problem you encounter isn’t specifically covered in the company’s guidelines, or maybe the customer isn’t reacting how you thought they would. Whatever the case, it’s best to be able to think on your feet… but it’s even better to create guidelines for yourself in these sorts of situations. Let’s say, for instance, you want to come up with a quick system for when you come across a customer who has a product problem you’ve never seen before…
This is one a lot of people didn’t see coming! Experienced customer support personnel know that oftentimes, you will get messages in your inbox that are more about the curiosity of your company’s product, rather than having problems with it. (Especially true if your email is available on-site, like ours) To truly take your customer service skills to the next level, you need to have some mastery of persuasion so that you can convince interested customers that your product is right for them (if it truly is).
Call it what you want, but a great work ethic and a willingness to do what needs to be done (and not take shorcuts) is a key skill when providing the kind of service that people talk about. The many memorable customer service stories out there (many of which had a huge impact on the business) were created by a single employee who refused to just do the “status quo” when it came to helping someone out.
To be clear, this has nothing to do with “closing sales” or other related terms. Being able to close with a customer means being able to end the conversation with confirmed satisfaction (or as close to it as you can achieve) and with the customer feeling that everything has been taken care of (or will be). Getting booted after a customer service call or before all of their problems have been addressed is the last thing that customers want, so be sure to take the time to confirm with customers that each and every issue they had on deck has been entirely resolved. When you get a customer to, “Yes, I’m all set!” is when you know the conversation is over!
If you came across this article and read all the way to the bottom, you likely already have this skill (nice!). This is probably the most “general” skill on the list, but it’s still necessary. We love how the BufferApp team approaches this skill with their wonderful monthly customer happiness updates. The updates are public, detailed, and go through how the support team (and the team at large) handled incoming emails for the month. What better way can a startup’s support team learn as it goes then breaking down their own customer happiness metrics each and every month, for the public to see?