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Customer Service. Standard-3.2 & 3.3. Satisfied – vs - Dissatisfied Customer. Well-trained employees are the key to satisfied customers Customers=Revenue=Wages=Employees If customers are not happy, they will take their business elsewhere. Customers are the reason that employees have a job!.

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customer service

Customer Service

Standard-3.2 & 3.3


Well-trained employees are the key to satisfied customers


If customers are not happy, they will take their business elsewhere. Customers are the reason that employees have a job!

handling customer complaints
Handling Customer Complaints
  • When a customer complains, look at it as an opportunity to improve.
      • Share as a class some scenarios or experiences when a bad customer experience happened.

Customers may be difficult for several reasons:

      • upset because something was mishandled by the company
      • frustrated about a delay in handling a request
      • Impatient about a company’s response time
      • Just having a bad day
5 steps for handling customer complaints
5 Steps for handling customer complaints
  • Step 1 – What is going on?: Assure the customer you can help and then listen carefully. Determine the reason for the problem without assigning blame.
    • Apologize
    • Restate the Customer’s opening statement
    • Listen Carefully
    • Write down key details
    • Display empathy
    • Remain Composed

Step 2 – What caused the problem?: Identifythe root cause.

    • Investigate the situation.
    • Determine if the customer has a valid complaint.
    • Apologize again, if necessary.
    • Explain what happened: stick to the facts. Keep emotion out of it.

Step 3 – What can I do?: Thank the customer for the opportunity to fix things. Rectify the situation.

    • Tell the customer what you are going to do to solve the problem.
    • Focus on What You CAN do.
    • Offer the best solution you can.+
    • Never Assign blame.
    • Show Compassion.
    • Offer an alternative solution.

Step 4 – What can I say?: Restore the relationship. Follow up to make sure customer is now satisfied.

    • Thanks the customer for allowing you to make things right.
    • Tell what you will do to avoid future problems.
    • Offer some sort of compensation or restitution.
    • Make a follow-up call or visit.

Step 5 – What needs to be done?: Fix any practices or procedures so the problem doesn’t occur again.

    • Analyze what went wrong.
    • Review company’s policies & procedures
    • Change to make things better.
relationship building customer expectations
Relationship Building: Customer Expectations
  • Customer exchanges can be quick and small or complex and complicated based on the following business:
    • Service business
    • Product business
    • Wholesale/vendor business
    • Multi-Dimentional business
    • Price point
    • Quality/prestige pricing

Categorize the following customer transactions into small & quick or intimate & complex:

  • Purchasing home insurance
  • Buying pack of gum
  • Doctor’s visit
  • Buying dinner at a restaurant
  • Picking up dry cleaning
  • Depositing money
  • Purchasing a cup of coffee
  • Buying a car

small & immediate :

  • Buying pack of gum
  • Picking up dry cleaning
  • Depositing money @ bank
  • Purchasing a cup of coffee

intimate & complex:

  • Purchasing home insurance
  • Doctor’s visit
  • Buying dinner at a restaurant
  • Buying a car

Regardless of the type of transaction, customer contacts can result in relationships. Even when it is only one interaction, customers judge a company based on their relationship with that employee.

repeat business
Repeat Business
  • When customers offer repeat business, there is an opportunity to maintain on ongoing relationship & create loyalty by:
    • Remembering their name.
    • Remembering something about them.
    • Learning their tastes & preferences.
    • Making the customer feel valued.
    • Tell them you appreciate their business.
    • Find ways to give them more than expected.
managing customer expectations
Managing Customer Expectations
  • Managing expectations in today’s turbulent business world is indeed a challenge. Customer expectations affect a range of interactions between the company and the customer to include:
    • Service Responsiveness
    • Service Capability
    • Product Functionality
    • Project Success

These types of expectations vary from one person to another, one situation to another & one day to another.

listen to customers
Listen to customers
  • Customer want communication.
    • Keep them informed of timetables
  • Customers want what is promised.
    • Don’t promise more than can be delivered.
  • Customers want a company to do what you say.
    • Don’t say one thing, and do something else.
how customer expectations change o ver t ime
How Customer Expectations Change Over Time


A few winters ago, a longtime customer called the Schmitt Furniture store in New Albany with an unusual request. She needed some firewood.

Louis Schmitt, the company's vice president, said the store did what came naturally: It sent a truck out with a load of firewood.

* Discuss how companies can respond to customer expectations and be proactive.


When appropriate, a company’s marketing mix must change according to the change in demand for the products and services.

Being responsive to changes can increase customer loyalty & satisfaction.

Increasing customer loyalty & satisfaction equals increased profitability!