Customer Service Excellence & Managing Difficult Customers

Customer Service Excellence is often taken for granted when it is the foundation of every business. This training equips the participants with both a broad understanding and also practical details to be able to deliver excellent service.

Meanwhile, one of the biggest challenge is how to manage upset customers, often described as “difficult”, which reflects a limited mindset, or bias. The right and higher way to resolve this is to understand their needs, address their concerns and communicate better, using more suitable approach based on the customers’ preference. Ultimately, happy customers are what keep the business and jobs running!

 

Objectives:

To communicate confidently, clearly and kindly with customers, especially when they are upset and angry

Training Outcome

After completing the training, you should be able to:

  • Instil an empathy-driven Customer Service Excellence mindset and behaviour in participants.
  • Build a strong and accountable team committed to delivering consistent, competent service to clients, focusing on both Commitment and Competency.
  • Equip participants with the skills to prioritise tasks effectively, enhancing their responsiveness and efficiency at work.

Program Outline

Ice Breaker: Bingo

  • Difference between Effort & Results

 

Building a Customer-focused Culture

  • Service from the Mind & Heart

 

5 Elements of Customer Service

  • Reliability
  • Assurance
  • Tangibles
  • Empathy
  • Responsiveness

 

RELIABILITY
  • Ensuring Dependability (Consistency)
  • Trust Factor
  • The (Brand) Service Promise
  • Fulfilling the Service Promise:
    • Organisation Level
    • Customer Service Level
    • Personal Level
  • Activities: Case Studies

 

ASSURANCE (Competence)
  • Instilling Confidence through Competence
  • Build Competency:
    • People vs. Process
    • Best Practices

 

Communication Skills:

  • Power of Words – Using Words of Competence
  • Art of Listening
  • Questioning Techniques
  • Phone Calls & Emails

 

Problem Solving Skills:

  • Using Both Creative and Critical Thinking Skills
  • Define Problem / Identify Causes
  • Generate Options
  • Decision Making
  • Preventive & Contingency Plans

 

TANGIBLES

First Impression

  • Personal Image
  • Cleanliness / Personal Hygiene – Head to Toe
  • Etiquette Essentials
  • Self Grooming
  • Dress for the Job
  • Self Confidence

 

Physical Spaces

  • Sights & Sounds – Appeal to Senses
  • Safety Needs
  • Security Needs

 

EMPATHY

 

Need for Higher EQ @ Work

  • “High Touch” Humanising the Service with EQ
  • Building Rapport

 

The Golden Rule vs. The Platinum Rule

  • Keys to Understanding What Drives Different People
  • Core Values and 4 Basic Needs
  • Hot Buttons for Each Personality Type – What Irritates Each Type of Customer Most
  • Ways to Connect & Serve Customers

 

Assessment & Personalised Reports*

 

Reflect:

  • What Do We Mean by “Difficult Customers”?
  • What Do Our Customers Want from Us?
  • What Are They Complaining About?
  • What Can We Do for the Customers?

 

RESPONSIVENESS

 

Efficiency Matters!

  • Causes of Dissatisfaction – What & How

 

Barriers to Timely Service Deliveries

  • Time / Deadline
  • Manpower
  • Information
  • Communication

 

Speed Vs Accuracy

  • Leverage on Systems & Tools

 

Time Management Skills

  • Urgency vs. Importance
  • Planning Ahead
  • Minimising Interruptions

 

4-Step to Delivering Exceptional “Client Experience”

 

Plan:

  • Identify Perception Points (“Touch Points”)
  • Create “Wow” Factors

Do:

  • Consistency
  • Policies & Procedures

Check:

  • Managing Customer Feedback
  • Handling Complaints

Act:

  • Continuous Improvement

 

Bonus: Customer Service Script!

 

SERVICE RECOVERY
  • Recovery Procedures
  • Reasons for Complaints:
    • Expectations
    • Process & Policies
    • Staff Attitude
  • Review Lessons Learned
  • Preventive Measures

 

Continuous Improvement

  • Seek Feedback
  • Learn from Mistakes
  • Make Small Improvements

 

Action Plan

  • Actual Workable Plan for Immediate Implementation

 

Evaluation

This course includes:

2 Days / 16 hours
Beginner
6 Modules

InPsyFul Learning & Solutions Sdn. Bhd. (formerly known as Talent Intelligence Sdn. Bhd.)
200801030549 (831880-U)

Address:
Suite A-29-01 Vertical Business Suite Bangsar South,
No. 8, Jalan Kerinchi,
59200 Kuala Lumpur, Malaysia

Phone:
(+603) 2783 9602

Email:
[email protected]

Let's talk.

Have a question or need more information? Fill out the form below and we will get back to you as soon as possible.

Let's talk.

Interested in our training solutions? Have a question or need more information? Fill out the form below and we will get back to you as soon as possible.