In a competitive market where businesses offer similar products and services, the quality of customer experiences has emerged as the ultimate differentiator.
With the ever-rising customer expectations, brands must go above and beyond to guarantee the best services and boost satisfaction. Customer-facing teams must implement the best customer service techniques to make every interaction count.
These strategies help you meet and exceed client expectations to build healthier and stronger customer relationships.
In this article, we explore different customer service techniques, their benefits, and best practices.
How can efficient client service techniques benefit your business?
Customers show loyalty to brands that offer great experiences.
In fact, a study by Statista shows that 94% of customers would do business with a brand repeatedly after a positive customer service experience.
That’s not all; 82% of them would recommend a brand to their family and friends if they found the customer service to be exceptional.
Going above and beyond to use effective customer service techniques can make you exceed expectations and propel your business to greater heights.
Below are some benefits of using the right customer support tips.
- Strengthens brand image: Adopting effective customer service techniques generates positive word-of-mouth about you, promoting customer advocacy and building a positive image around your brand.
- Builds customer trust: Techniques of customer service such as timely and transparent communication show your clients that you care and make them gain trust in you.
- Improves customer retention: Providing consistent positive experiences encourages customers to continue doing business with your brand, improving customer retention.
- Gives you a competitive advantage: Delivering top-notch service shows clients that you are dedicated to providing positive experiences. This consistent focus on customer satisfaction sets your business apart from the competition.
- Increases revenue: Happy and satisfied customers not only frequent your business more often, but they also spend more. Customer service techniques such as offering loyalty programs keep clients returning to your business and increase customer lifetime value.
Top customer service techniques to build good customer relationships
Successful businesses understand that customers no longer go for products alone but rather prefer brands that make them feel valued and leave a lasting impression on them.
A Salesforce study shows that 71% of customers make purchase decisions based on the quality of customer service.
The following are some of the best customer service techniques you can implement in your customer service strategy to boost satisfaction.
Use the right tools
Customer support teams need the right tools to streamline processes and automate routine tasks. Utilizing tools such as customer service software is one of the top excellent client service techniques that will enable you to achieve the following:
- Monitor and track customer journeys
- Offer support in a variety of channels
- Provide multilingual support
- Analyze customer data
- Collect customer feedback
Tips for choosing the right tools for customer service
Consider the following criteria when selecting the best tools for customer service.
- Affordability
- Self-service options
- Customization options
- Ability to integrate with other tools
- Ease of use
- Scalability
- AI assist features
Listen actively
Active listening involves focusing attentively on what your customer is saying without interrupting them, understanding their problem, and viewing it from their perspective. When customers feel understood, it makes it easier to resolve issues, enhancing communication.
Tips for active listening
- Use active listening indicators: Instead of passively agreeing to each statement a customer says, you should indicate that you are engaged and attentive by using affirmations such as “I see” or “I understand.”
- Echo the client’s words: Repeating the customer’s words silently helps you think through and understand what they are saying, which makes the communication clear.
- Summarize the problem and repeat it to the customer to confirm if that is the case. In case of any doubts, ask for clarification.
Practice empathy
The rise of AI has revolutionized customer service, particularly with the widespread adoption of chatbots.
However, this reliance on chatbots has eroded the element of human touch in customer service interactions over the recent past. Brands therefore need to cultivate empathy as one of the top techniques of customer support, to connect with clients and foster stronger customer relationships.
Customer support tips for practicing empathy
- Put yourself in your customer’s shoes to gain a deeper sense of their issue or frustration.
- Embrace the particular emotions of the customer and use an appropriate tone for each conversation. For instance, you could use a tone of concern when the client is frustrated or an assuring tone in a situation where the customer is feeling doubtful.
- The HEARD technique is an excellent method of practicing empathy in customer service. It offers a simple yet efficient approach to evaluating and enhancing customer service interactions. It stands for:
- Hear: Listen well to the customer and allow them to fully express their concerns without interruption.
- Empathize: Connect with the customer by viewing the problem from their perspective and offering to help.
- Apologize: When necessary, sincerely apologize to the customer, acknowledge their frustration, and show you care.
- Resolve: Work towards finding a resolution that satisfies the customer, ensuring you address the entire situation.
- Diagnose: Take time to understand the problem. Provide feedback to your team members for future reference.
Personalize your customer service
Different customers have different needs and preferences. To effectively serve and satisfy each customer, you must factor in their choices and preferred options in your offerings.
By offering personalized customer service, you treat your customers as unique individuals, making them connect with you at a deeper level.
Tips to personalize your customer service.
- Refer to customers by their names
- Send customized holiday greetings
- Offer personalized discounts and recommendations
- Send handwritten customer thank-you notes
- Responsibly collect and use data to tailor customer experiences
Be proactive
Proactive customer service involves anticipating your customers’ needs and issues and devising solutions before problems occur.
By identifying customer issues beforehand, you can streamline your support to eliminate potential disruptions. This ensures that you are always a step ahead and minimizes customer effort.
Tips for enhancing proactive customer service
- Follow up on clients after every interaction to identify and address customer pain points and prevent any future occurrences
- Inform customers of any delivery delays
- Provide answers to common problems in a self-help section or FAQ page
- Alert customers when there is scheduled maintenance or product troubleshooting
Adopt a customer-centric culture
Customer centricity refers to a strategy in customer service whereby brands align every aspect of the business with the goal of meeting and exceeding customer expectations.
It involves placing your customers at the center of your business offerings by prioritizing their needs and preferences to ensure satisfaction and build long-term relationships.
Tips to promote a customer-centric culture
- Encourage employees to prioritize customer satisfaction above everything else
- Use customer service metrics as well as data and insights to consistently improve your strategies
- Encourage collaboration across all teams in your company
Understand your product or service
This customer support technique leans into the common saying that knowledge is power. When you know and understand your offerings, it becomes easy to help your customers.
A good understanding of your offerings and policies also eases the support process and speeds issue resolution.
Moreover, knowledge of certain processes, such as escalation procedures and payment methods, ensures that they are competent and ever-ready to handle complex customer problems.
Tips for improving your support team’s knowledge of the product or service
- Utilize an internal knowledge base where all employees can easily access information on your product or service
- Conduct effective onboarding sessions for new employees so they can be well acquainted with your brand
- Pair experienced support staff with newer employees to encourage knowledge-sharing
Maintain a positive attitude
A common saying in customer service is that first impressions matter. Having a positive attitude is one of the best customer service techniques for creating a lasting impression on customers after every interaction.
A positive attitude often turns potentially negative scenarios into positive experiences.
Tips to maintain a positive attitude
- Always use positive language when interacting with customers. For instance, instead of saying, “I can’t help you”, you could respond, “Here’s how I can assist”
- Show compassion to customers by being eager to help
- Be friendly and approachable. For instance, you can begin conversations with a smile or a welcoming tone
Empower your team
Providing support agents with a good working environment and modern tools such as knowledge base software helps them resolve issues faster and work more efficiently. This in turn enhances the quality of your customer service.
Tips for empowering your team
- Provide your team with modern tools such as knowledge base software and ticketing systems to enhance their productivity
- Train your team on new customer service methods and top industry standards
- Reward support agents who go above and beyond to satisfy clients
- Encourage a culture of learning and knowledge-sharing
Collect and act on feedback
One of the best customer service techniques for being flexible when competing in a dynamic and unpredictable market is to gather and utilize client feedback.
This method provides actionable insights into your customer service, enabling you to set clear goals for your support team and drive continuous improvement.
Tips to collect customer feedback
- Conduct regular surveys and customer interviews
- Utilize customer satisfaction reports
- Add a comment section in your blogs or website
- Ask questions on social media platforms and your community forums
Examples of good customer service techniques from real brands
Now that we know some of the top customer service techniques, we need to know how industry leaders are using them to achieve their goals. Below are some examples of these customer support tips in action.
The Ritz-Carlton’s $2,000 rule
The Ritz-Carlton is famous for its customer service technique of empowering employees to spend up to 2000$ to resolve a client’s issue.
The idea behind this is to give Ritz employees the autonomy to resolve a customer complaint as soon as possible without having to seek approval from management. It shows the brand’s willingness to go the extra mile to satisfy customers.
The human touch of Apple’s Genius Bar
Often referred to as the “heart and soul” of Apple’s stores, the Genius Bar is a technical support service for Apple’s products offering same-day service for most technical issues.
Customers receive technical assistance face-to-face from specially trained agents who listen actively to resolve concerns. This personalized approach is one of the top customer service techniques that has improved the brand’s sales and reputation.
Microsoft’s focus on customer feedback
Microsoft conducts regular surveys on its product platforms, directed at users, to gather feedback on its products and services. The company uses this feedback to make its regular software updates and improve its products.
A good example is its Windows Eye Control which was a feature developed after suggestions directly derived from customer feedback.
This focus on customer feedback has led Microsoft to the top of the software industry, garnering it positive reviews.
Zappos customer-centric culture
Zappos employs a customer-first approach when dealing with clients as one of its techniques of customer service. This client service technique improves satisfaction and keeps clients coming back.
With its philosophy of customer service for anything, Zappos goes beyond its way of providing help to clients for even matters unrelated to its offerings.
Anyone can call, text, or email the Zappos support team for anything. Their willingness to do everything just to make their clients happy has given Zappos a greater business appeal and a very loyal customer base.
Amazon’s proactive notifications
Amazon monitors the shipping of orders and the scheduled delivery times. If there is an anticipated delay, the company notifies the respective clients.
It doesn’t stop at that; it often takes a proactive approach in resolving issues by issuing refunds or replacements even before customers complain. This proactive approach is one of Amazon’s key customer service techniques that has made it a global leader in customer service.
Optimize your customer service with BoldDesk
The little details, such as how you treat your customers and talk to them, go a long way when growing your business. Using the right customer service techniques is a sure strategy to exceed customer expectations and stay competitive.
However, having a set of customer support techniques is just half the battle; you also need the right tools to implement these customer support tips fully. BoldDesk is here to do the heavy lifting for you, helping streamline internal processes and forge deeper connections with your customers.
Contact us to discover how BoldDesk can enhance your customer service. Book a live demo or sign up for a free trial today to experience its robust features.
We hope these customer service techniques will be helpful. Are there any customer support tips that we have left out? Please share in the comment section below!
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