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12 Ways To Improve Customer Service In Your Business


You’re reading this post because you’re probably looking for a few tips to improve customer service in your business. But you’re in luck because most of the information you’re looking for is right here in this post.

When customers choose your business over your competitors, they’re buying more than just products or services. They’re buying your brand – what you offer and what you stand for. Your brand is what your customers believe and expect. Your brand is your reputation. It’s what they say about you when you are not around. That’s why it’s important to make your customers feel important, to communicate what your business can do for them, and to take the time to treat them well.

It’s a fact that customers don’t have a sense of urgency, so they’ll often wait on hold for longer than you’ll want them to. However, if you make them wait, then that’s the message they’ll receive – they’re not valued or important enough to wait on hold. So if you want to be a good business and win more customers, start listening. 

Listening means that you’ll pick up the phone, greet your customers by name and address them by name. Then you’ll listen to what they have to say. You’ll ask questions if it’s relevant. You’ll get their advice if it’s needed and valuable. And you’ll work with your customers to solve their problems. Listen to their complaints and find solutions to their problems.

Don’t spend too much time explaining your business. Let your customers just talk to you about what they need. If you’re selling a product, get to the point and say what the product does for the customer. If you’re selling a service, ask a series of simple questions to find out if they know what they want.

Ask simple, open-ended questions to help you learn what your customers really need. Things like:

Do you need someone to help you clean your home?

Are you looking for someone to maintain your swimming pool?

What types of products are you interested in?

2. Respond quickly

Customer service is one of the easiest things a business can do to improve its reputation. And the easiest way to improve customer service is to offer fast response times. It is vital that your customers feel like you are taking care of them by responding quickly. One way you can do this is by incorporating “hotlines” into your websites and apps, so customers can reach out to you directly from any device they own.


3. Provide an omnichannel platform

Research shows that more than half of customers prefer to communicate with businesses via e-mail, live chat, social media, or other digital mediums. If you’re not familiar with the preferences of your customers, make sure that you’ve set up an online presence for your business. That way, your customers can get in touch with you – whenever and however they want to. Most customers don’t want to be at the mercy of phone or face-to-face contact, but they do want to get the information they need on whatever platform they prefer.

If your customers prefer to use digital media, make sure that you’re on top of it. Don’t expect them to come to you. In fact, be proactive with your customers, and take the time to listen to what they have to say. Don’t use the same methods of communication for customer service as you do for marketing.

4. Be honest with your customers

The best way to improve customer service is to provide an honest response to the issue at hand. Customers want to feel like they are getting answers to their questions, even if it’s not the answer they wanted to hear. Also, customers want to know that the issues they’re facing are being addressed. Honesty is key in improving customer service.

Communicating what your business can do for your customers is more than just your job. It’s also part of your mission. Whether you’re delivering a product or service or selling it, customers expect that you are honest with them. That means not selling them things that you don’t have or aren’t able to deliver. If you can’t deliver your products or services, don’t even offer them. Your customers deserve to be treated fairly and honestly, even when the going gets tough.


5. Make them feel special

The one way you can improve customer service is to give customers what they want – that’s making customers feel special. This can be done by finding out what your customers care about and providing them with services or products that respond to their wants and needs. Look for ways to make your customers feel special, and your customers will become loyal to you. Customers will be inclined to tell other people about the special customer service they received, which will lead to word-of-mouth marketing that will bring more customers.


READ MORE: 11 Amazing Benefits Of Good Customer Service That Help Your Business Grow

6. Make a good first impression

Let’s face it – most businesses have to work overtime just to make the customers happy. Sometimes it seems impossible, even though customers have placed their trust in your business. But it doesn’t have to be that way. Making a good first impression and treating your customers well is a good way to build that trust. Next time you receive a service call or an email from a customer, make sure you have the answers to their questions right away. It’s a way of making them feel valued and wanted. If you’re the one who answers the phone, make sure that you speak to customers in a friendly voice, tell them your name and ask them about their needs. You can also ask them if they need any additional assistance.

7. Show them that you care

“Customer service is what you’re like as a customer. I ask clients to describe me in one word. Most say ‘bizarre.’ But that’s exactly what makes us all unique. It’s what makes me different.” — Jason Fried (CEO of Basecamp)

In order to increase customer satisfaction, you need to get to know your customers and show them that you care. Sometimes you’ll have to go above and beyond, giving your customers what they need and showing them what they want. That can be a good thing or a bad thing, depending on the situation. But it is always important.

8. Provide them with the information they need

You may feel like your customers are too busy to read lengthy, detailed manuals. And that’s fair – they are. But not knowing how to operate something you bought or how something works can drive your customer away from you. A lot of people will call your customer service hotline to ask for help to figure out how to use the products or systems they’ve purchased. However, some of them might refund and buy another product or service from another business. 

If you want to retain more customers, you need to be able to provide them with all the information they need. This can take a lot of time and money, and there’s nothing wrong with spending a little more on customer service if it means you can provide your customers with the information they need.

9. Make sure your staff are happy

Your customers are not the only people who matter. Remember that your employees count, too. According to a survey by the National Institute for Industrial Engineering, half of the people will leave a job if they believe that their company doesn’t care about them. Don’t make your employees feel like this is the case at your business. Take the time to listen to what they have to say, respond to their questions, and solve their problems. You can do this by acknowledging their hard work and recognizing their contributions to your business. How else can you show your employees that you care about them? Treat your employees with respect and professionalism.

Happy employees are engaged and productive employees. A happy staff will help customers receive the service they deserve and will be more comfortable in performing their tasks. They will help customers get the best experience possible with your business.

10. Respond to complaints

For any business to be successful, it needs to have a feedback loop with customers. You need them to tell you what you are doing right, and you’re doing wrong. Most customers, however, are looking for the answer to a problem that is bothering them. When they complain, they don’t want to have to repeat themselves over and over again. They don’t want to be promised a solution that doesn’t exist. They don’t want to be ignored and then forgotten. They want a conversation, a solution that is actually going to solve their problem, and they want it fast. Create the engagement that they’re looking for and find a solution to their problem right away.


11. Have a sense of humor

There’s something about a customer service rep that makes customers trust that they will receive excellent service. And in most cases, that means smiling and being helpful. For your customers, it means a little more to have a sense of humor. Smile when you’re greeting your customers. Be enthusiastic and talk to them about your products or services. Do not take things too seriously.

12. Stay In Touch

After your customers have used your service, stay in touch. Send follow-up emails to make sure that they’re happy with their experience. Use customer service surveys to know how satisfied your customers are with your services. Make sure that your follow-up communications are on your customer service page, so customers can access them easily. A weekly newsletter, like customer satisfaction surveys or weekly progress reports, can be a useful way of staying in touch.


Building trust with your customers is one of the most important things you can do as a business owner. If you know that your customers are happy and feel comfortable with you, that’s the first step towards building a loyal customer base.

Before you hit the ground running in your customer service campaign, make sure you’re ready and set to achieve customer satisfaction. Get training, review your processes, learn about the people on the other side of your customer service, and plan ahead for the best customer experience possible. Good luck!

Outsource your customer service to Digital Minds BPO

Call centers have been around for decades, but they have evolved in recent years to meet the changing expectations of today’s customers. Today, customers expect to get through to a live person who is knowledgeable about an organization’s products or services quickly and easily. But as call volumes increase, staffing may not be able to keep pace, and that can have a negative effect on customer service.  Fortunately, there is a solution to this challenge.  In fact, customer service outsourcing is quickly becoming a critical component of an effective customer service strategy.

With the work we do for you, you’ll be able to excel in your business by immediately improving the way you serve your customers. For example, we’ll provide you with the best customer service agents available, because only perfection will do. The quality of service you provide should be the best, and it’s important that you satisfy all of your customers.

Some of the customer support services we offer are:

Ready to grow your business?

Find out how much our outsourcing services cost. It usually takes only 1-2 days to receive your proposal.

Once signed, the recruitment of your team will begin immediately.

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