Providing the best customer service is now a trend used by many companies for marketing. Customers prefer companies that offer efficient customer service over those that spend a lot of money to advertise. In addition, companies with skilled agents get new and keep more customers.
In this blog, I will talk about some of the best customer service strategies to provide efficient customer support and the key traits of good agents.
What is customer service?
Customer service refers to the ways a company helps its customers to resolve issues or respond to them. The support comes before, during, and after the customer buys a product or service.
Agents are the main way for a company to stay in touch with its customers. Because of that, support agents must uphold the goals and values of a company.
Definition of customer service efficiency
Customer service efficiency refers to how agents offer fast and accurate responses and resolutions to customer issues. The following determine the efficiency of agents:
- The response rates.
- The quality of service.
- The effort used by agents.
Importance of efficient customer service
The following are some of the importance of having an efficient customer service:
Customer loyalty and retention
Customers see and value fast responses and resolution times. Efficient customer service increases customer satisfaction. As a result, the chances of customers changing to a competitor reduces. This is because the customers know your company will take care of them if they have problems.
With a faster response and resolution rate than its competitors, a company keeps its current customers. It also gets more customers from competitors through a good reputation.
A company that offers efficient customer service increases its brand value. As a result, this improves the market reputation of the company and gives it an upper hand over competitors.
8 Strategies to provide efficient customer service
To enhance your customer service efficiency, you have to follow certain tactics. Here are some of the customer service strategies that will help your support team to be more productive:
1. Understand your customers
Agents should relate well with customers. When agents make an effort to understand customers, it shows that the company cares about their interests. To improve the efficiency of your support, consider the needs, choices, feedback, and insight of customers.
2. Prompt response time
Customers value their time. So, most businesses try to offer fast responses and resolutions to customer issues. To provide quick responses is one of the ways to retain and attract customers.
Having an automated workflow ensures a fast response time to customer issues. An automated acknowledgement of receipt of customers’ messages puts their minds at ease. Reminders can be set to keep updates and the time to resolution on the right track.
3. Proactive support
With proactive support, agents can predict issues and give solutions before they occur. Clients value the effort. For example, a company can send alerts to its customers to inform them of planned updates or maintenance. This helps them prepare for interruptions.
When agents take initiative, it builds the loyalty of customers. They feel valued. It also improves the trust that customers have in the brand of a company.
4. Omnichannel support options
Most companies use multiple online channels of communication to provide efficient customer service. These channels, such as email and social media, allow them to communicate in a common space. Having many communication options ensures timely responses to customers.
5. Pay attention to customer feedback
Customers’ perspective on a company, or its products, shows their preferences. It also shows the areas that companies need to improve.
Feedback can be in the form of surveys and interview questions. Feedback helps support leads analyze the performance of agents. Also, when customers give feedback, they feel heard.
6. Personalize the customer service experience
Customize your help desk for personalized customer service experiences. Agents collect and have access to all the information about customers. As a result, customers do not have to provide their information and issue details every time.
Customers value solutions that agents make for their specific needs. It shows that the company values them. As a result, it improves their customer experience.
7. Self-service options
Most customers try to resolve issues on their own first. They only reach out to agents after failed tries. Customers need access to information from the external knowledge base in a help desk. It enables them to resolve common issues without help from agents.
Besides this, agents need information at hand to resolve issues with less effort and time. Companies can include an internal knowledge base for this in their help desk. This ensures agents easily find clues to common issues. Because of this, the agents can focus on high priority and hard issues.
8. Frequent communication
Agents should send updates to clients often. This shows the ongoing effort to resolve their issues. Thus, it calms the clients. Agents use canned responses to send such updates fast.
Key skills of efficient customer service agents
Agents form the basis of the customer service of a company. The qualities of these agents determine the experience of customers. So, it is key to have the right people in a support team. The following are the main qualities and skills for efficient agents:
a. Good communication skills
Agent should communicate in a clear and positive way. Any information sent to customers should be simple, brief, and direct. Customers should be able to listen (or read) and understand each detail that agents say.
Customers feel at ease when they interact with agents who get them. Good agents relate with the emotions of clients. This empathy builds the bond between the customers and the agents. It makes customers feel like the agents, and the company, care. For this reason, customers discuss their issues with ease. This results in a better customer experience.
Sometimes, customers get frustrated due to issues with their products or services. They can direct their anger onto agents. Therefore, agents need to be patient as they listen and serve clients. They should talk to the customers in a calm way and try to understand their view. In addition, they should express sympathy and should not take anger to heart.
d. Ability to solve problems
The main task of agents is to resolve customer issues. The ideal agent should be creative and able to solve issues well. A good agent knows which resources have answers.
For instance, agents can use the internal knowledge base of a help desk or ask other agents. The support agents can opt for escalations if needed.
e. Product knowledge
Agents should know about the company and its products or services. They should know how a company operates. Customers feel at ease talking to agents who know what they are doing. So, it is important for companies to offer resources and train their agents. This includes training them on how and where to find solutions and how to use tools such as the knowledge base.
To provide efficient customer service, improve the strategies you use. Make solutions easier with proper help desk software and skilled agents.
Provide the best customer experience with BoldDesk as the help desk companion for your agents. Try BoldDesk’s free trial to see how it can improve your customer service. Feel free to contact the BoldDesk support team with any inquiries.