Categories
Archives
Search
Subscribe to Our Monthly Digest
Category: Customer service
A professional approach that builds trust
Here’s a question for you: What is the difference between “nagging” and “gentle persistence”? I am not sure I have the exact answer. I do know that when someone nags me, I can get irritated, yet if they persist in a gentle and gracious way, I am much more motivated.
A couple years ago I sent an email to a person in a marketing company. He was doing a project for me, and I had something I wanted to add. When I wrote Jason, I forgot to copy the president – something which I had agreed to always do. A short time later, I received this email from the president:
“Hi Steve: Just a friendly reminder to “cc” me when requesting projects from the staff. I really don’t mind, but if I know they are working on a project for you, I won’t interrupt them with other projects if i can avoid it. Thanks, J
I was impressed. Not only was the approach friendly and respectful, she took the time to state the WIFM. (What’s in in for me) I was not upset by this email. Quite the contrary, I was upset with myself for the error of omission. I promised myself I would stick to my commitment and always “cc” the president. I have kept that commitment.
This was a good approach that received my full cooperation. What if the email had a nasty tone like “As mentioned previously, I expect a “cc” when…” The president chose the high road. She was probably irritated that I forgot, then quickly shifted to solving the problem. That’s professionalism!
When it is Ok to be “edgy”
When I decided to become a professional coach, I began a long training process that included numerous practicums I was either directly involved in or part of the audience. These practicums were in the form of role-playing, and I remember one time the person in the coaching role became a little “edgy” when working with his sample client. I thought the coach was going to be criticized for his edginess. Instead, he was praised. What? Here’s why: Good teachers, coaches, and parents know how to pull out the best in people. When your pupil is not giving his or her best, you are probably going to be frustrated or disappointed, and it shows up in your voice. I am not referring to a “nasty” tone. I mean “edgy”. There is a big difference. Here is an example:
A couple weeks ago I was in my garage, and noticed the lawn tractor lights had been left on. As a result, the battery was dead. My wife had been the last one to use the tractor, and I brought the situation to her attention. In he response, I could tell she was irritated. Later that day, I mentioned she had sounded edgy, and asked why. She said she did not like the way I approached her. I asked her what would have been a better approach. She told me. Problem solved.
When those we interact with appear tense, we can gently and tactfully ask them what is bothering them. Sometimes it is us, but other times it is not. They may have had a big argument with their kids or spouse that morning. We don’t know. We ask. If we are the source, we can make the adjustment. If we don’t, resentment can set it in, and teamwork and communication suffer.
Here is the message: If we are not happy with something, don’t be afraid to let it show a little in our voice. If we sense someone else is a little tense, find out why. We will strengthen teamwork and communication.
A must for a good first impression
Here is a situation I’ll bet we have all been in: We are at a party or social event and we meet someone. We say our name. They say theirs. We begin a conversation. A few seconds later we find ourselves in a minor panic because we have forgotten their name. We want to personalize the interaction by using their name. We can’t because we forgot it. Now what? We have two options: First, we can avoid calling them by name since we can’t remember it. If we do this, we run the risk of making the conversation stiff. Our second option is to ask the other person, “What was your name again?” This means we are admitting we weren’t listening. How does that work for making a good 1st impression?
It is an old cliche worth repeating, “There is no second chance to make a good first impression”. First impressions can easily make the difference in a sale. I once remember a top-producing salesperson say, “In most cases, I can predict the probability of the sale in the first five minutes.” Do you think learning and using a person’s name could be important in those first few minutes? It sure is! What can we do to helpus remember names better when being introduced or introducing ourselves? Here are some thoughts:
First, slow down when you first hear a name. Pretend like you are driving through a school zone. If you did not hear the name clearly, ask them to repeat it. The other person won’t be irritated. Their name is important to them, and they want people to get it right. With this added effort and focus, you will remember more names and help avoid having to admit you didn’t pay attention. And don’t try to be clever! Once I forgot a name, and I asked, “How do you spell your name?” There was a long pause and she replied, “SMITH“. Ouch! That exchange did not go so well.
Slow down, pay attention, remember names, and get off on the right foot.
Play games with your customers at your own risk
A couple weeks ago my wife showed me a box of toothpaste. It was the normal family size I had known for years. Joyce opened up the box, and inside was a tube of toothpaste about 3 inches shorter that the box. First I was amused, then I was offended. My first thought was, “They actually think we are so pre-occupied that we don’t notice the difference?” If you want to make a small tube of toothpaste, put it in a box that is commensurate with its size. Wait…I’m not finished yet:
Last month we bought a box of snack bars, yet the size had become so small it was like a Mars mini-bar. I had the same reaction as with the toothpaste. There are companies that make full-size snack bars and sell a true family size of toothpaste. These companies will get my business.
I realize these two examples are seemingly trivial things, but let’s look at the big picture: Successful companies know how to build trust in their brand and with their customers. Deception and playing games erodes trust, and creates resentment. Let’s put our customers first (including our team).
Making new customers lifetime customers
If you are a homeowner, you have professionals and tradesmen you count on to keep your dwelling fixed, cleaned, and updated. You have air-conditioning, heating, appliances, and lawn equipment. You protect your physical and financial well-being with professionals like dentists, doctors, and accountants. We establish relationships with these people that often last many years. We trust them. When they retire, we have a gap to fill.
Two years ago, my HVAC guy retired. When he did, he gave me the name of another company I could connect with. The next time I needed help, I called this company. They were on time and solved my problem for a fair price. We were off to a good start.
This year, I decided to do some preventative maintenance, and I had the new company out for a routine AC check. I had the AC on, and it was humid 90-degree day. The tech got out all his equipment and cleaned the coils and grill in the outdoor unit. Next, he went to check the refrigerant. He shut down the AC to clean it. When he went to turn it back on, nothing happened. The unit would not receive power through the 32-year-old junction box. So let me get this straight: You come in on a hot, humid day, my AC is working fine, you work on it, and now it is not working. Hmmm…
At this point I took a step back, set aside the “dinosaur” part of my brain, and began asking questions. As it turned out, the tech was following normal procedure, and when he shut off the breaker, it failed. Now we needed a new box. Paul, the tech felt badly about what happened, and said he would talk to the boss.
About 1/2 hour after the call, I called the owner of the company. He knew all about my situation and was very understanding. He said, “Paul was following the right procedure when he turned off the power outside. If that had been me, I would have turned off the power downstairs since the box was so old” In other words, Roger (the owner) was backing up his tech, and admitted that the problem might have been able to be prevented. Roger’s transparency and empathy convinced me I had the right “go-to” person. He was fair with the charge, and I plan to buy a new unit from him this fall. Roger dealt with my crisis well and used it as an opportunity to strengthen our relationship.