21 Key Customer Service Skills and How to Develop Them

That’s because you’re all working together to provide a positive experience – and you believe in it. An excellent method of creating awareness around your brand and business. Ultimately, service excellence is an essential aspect of your operation, allowing you to become a key differentiator and get ahead of the competition. The ability to be relatable – a customer always responds better to an agent when they feel like they can relate to the person whether it’s face to face or over the phone. If you’re a people person building a worthwhile and meaningful career in customer service has never been so rewarding.

  • Check out our guide to hiring the best customer service representatives.
  • The primary objective of the client experience is to enhance brand perception and happiness since these factors directly influence customer loyalty.
  • This will enable us to maximise our time in our extremely busy customer service environments and help and support ourselves and everyone around us.
  • However, it’s also about helping consumers find what they need by focusing on accessibility, efficiency and cost-effectiveness to be successful.

Situations outside of your control (such as a customer who’s having a terrible day) will sometimes creep into your team’s usual support routine. Whether you’re using Help Scout or one of its alternatives, make sure you browse the features available to help your teams deliver exceptional customer service. Even if your company offers support primarily over the phone, writing skills are still important. Not only will they enable your team to craft coherent internal documentation, they signify a person who thinks and communicates clearly. We are all aware that there are some situations where we have complete control, others that we can influence, and situations where we have neither.

It’s easier to give your customers the tools to become experts in your products and services when you feel like an expert yourself. As a customer, it’s frustrating to be bounced between «specialists» when all you have is one simple question. The best support reps take responsibility for their cases and find solutions — even when questions fall outside their realm of expertise. While the service rep should be a subject matter expert, that’s not always the case for the customer. Part of customer service is fielding common questions from new users and being able to explain those solutions in a variety of ways.

Open the door to positive customer service feedback …

A great customer support representative knows how to relate to anybody, but they’re especially good with frustrated people. Instead of taking things personally, they intuitively understand where the other person is coming from and they know to both prioritize and swiftly communicate that empathy. Finding the perfect hire for a support team can be challenging. No particular checklist of job experiences and college diplomas adds up to the perfect candidate. Instead, you’re looking for qualities that can’t necessarily be taught. Understanding that customer service is the cornerstone of your customer experience helps you leverage it as an opportunity to delight customers and engage them in new, exciting ways.

It can be measured via surveys or analysis of the current situation in the sphere regarding the levels of clients’ satisfaction with the provided solutions or their ability to work with the same organization again. At the same time, the inclusion of this criterion in the list emphasizes its importance and shows other firms the necessity to devote significant attention and resources to it. Finally, the last aspect of customer satisfaction is continuous improvement. It is extremely important to be ready to manage clients’ expectations in ways that can help to enhance both their states and organizations’ actual performance (Advani et al., 2018).

qualities needed for customer service excellence

UPC-Cablecom, on the other hand, had until then, been trying to win customers through non-stop promotions and aggressive price cutting. In today’s connected world, especially where the internet is concerned, dissatisfied customers will be quickly heard – across the net. There are many ways to help our clients and be a positive part of their day. We all have the ability to be great and put our best foot forward.


Problem-solving is a vital customer service skill that allows you to offer pre-emptive advice to self-diagnosing customers. The customer is unaware of any objective justifications for this, but there may be some. The primary objective of the client experience is to enhance brand perception and happiness since these factors directly influence customer loyalty. Clients are more inclined to refer the business to their loved ones if they feel good about the buying process.

But, like emotions, soft skills allow customer service professionals to “read” people, allowing them to better relate to the customers they serve. Examples of soft skills include communication, creative thinking, positivity, conflict resolution, motivation, critical thinking, https://globalcloudteam.com/ flexibility and problem-solving. Any company dreams of providing impeccable service and providing a great customer experience. The better the customer service, the more positive feedback, recommendations, and willingness to order again and again from this particular company.

It’s one thing to solve a problem, but teaching a solution requires another level of customer service skill. If reps explain how they fixed an issue, they can prevent problems from happening in the future. But, when you have this expertise, reps may get impatient with new customers who are familiarizing themselves with your company, especially when they’re tasked with meeting a daily quota of tickets. The best service reps can calm this frustration and create a delightful interaction even when an easy case is going slower than expected. As we mentioned before, customer service reps should be subject matter experts when it comes to anything related to your business.

From the outside, professionalism first means staying calm and collected at all times. If a customer is upset about a product, an experience with an employee, or simply the situation at hand, it can be easy to get defensive and respond to their complaints with the same tone and volume. However, mirroring a customer’s behavior when they’re unhappy rarely solves the problem.

What makes a great customer service representative (CSR)?

Knowing how to use words effectively makes communicating with customers all the easier, and rewarding. If you aren’t a good communicator, it’s likely customer service may not be the field for you. However, if you’re a great writer and are passionate about helping people you may want to explore non-voice accounts. At Smiles On Demand when we are hiring customer service reps for new or existing clients here are just some of the must-have qualities we look for in potential candidates. Similarly, in your own business, allowing customers time to learn and grow at their own pace is yet another way to demonstrate that you genuinely care and want them to be happy with your product or service. Reps need to be creative to find an answer that solves the customer’s problem while still meeting your business goals.

When your customer service reps feel empowered to help customers, they’re more likely to empower customers to help themselves. Those who don’t seek to improve what they do — whether it’s building products, marketing businesses, or helping customers — will get left behind by the people who are willing to invest in their own skills. While delivering consistently good customer service requires work and alignment across your entire organization, a good place to start is your support team. It’s important to hire people who genuinely want to help your customers succeed — and to pay rates that are attractive to skilled professionals. Customer service is the act of providing support to both prospective and existing customers. Customer service professionals commonly answer customer questions through in-person, phone, email, chat, and social media interactions and may also be responsible for creating documentation for self-service support.

As a customer service professional, you’re your company’s voice. This means you need the communication skills to simplify complex concepts for customers. This includes eye contact, body language and using positive language. But also has the power to define your business anddifferentiate it from competitors. A recent study states that86% of consumerswould rather pay more for a better customer experience.

Read on to discover 8 vital customer service skills you need to transform your operations and go from strength to strength. In the eyes of the client, customer service excellence is a flawless interaction with your business. Nobody likes having to go through more hassle, correct issues, or repeat things they’ve previously reported. Consumers seek a service that meets their needs or resolves all their problems. Good communicating ability is the key to flourish in customer service.

One Zappos customer service employee sent flowers to a woman who ordered six different pairs of shoes because her feet had been damaged by harsh medical treatments. Another spent 10 hours on the phone with a customer before helping them with a shoe purchase. Another overnighted a free pair of shoes to a best man who had arrived at a wedding shoeless. Responding to feedback is vital, especially if it’s a complaint, because it gives you a window of opportunity to repair the problem before it gets worse. Not only that, but it proves to the customer that you’re listening and that you are ready to take immediate action to rectify their problem.

How to Achieve Service Excellence: 7 Critical Steps

Most businesses have a whole division devoted to comprehending consumers’ needs and experiences to improve clientele satisfaction. When your business can deliver excellent client service, you can notice a rise in revenue, more satisfied clients and staff, and brand awareness within the communities you serve. Customers are always looking towards companies who are transparent about their products and services. There might be times where the problems blow way out of proportion. It might be not possible to solve the issues over a quick phone call.

qualities needed for customer service excellence

Superior Service equips participants with the knowledge and application skills to have a positive attitude, go beyond basic customer service, and exceed customers’ expectations with exceptional service. 69% of customersstop doing business with a company due to one bad experience- a shocking figure. However, this is why you need to consider that not only are customers attracted to your brand for your products or services but will stay for a good customer experience.

Customer Service Blogs You Should Be Reading in 2022

The best customer service reps know that they can’t let a heated customer force them to lose their cool. In fact, it is their job to try to be the “rock” for customers who think the world is falling apart as a result of their current problems. Training that focuses on language, behavior, listening skills and treating others how they want to be treated should not be underestimated. The most successful businesses don’t just rely on strategy to create exceptional service champions.

Qualities You Need to Get a Good Customer Service Job

Customer feedback is the holy grail of unique insights about your service. More so, it’s used to measure customer satisfaction, learn about customer behaviour changes, and identify areas that need immediate improvement. Customer appreciation – a good job in customer service will require that you have a general appreciation to customers.

These are atypical questions that may or may not have anything to do with your product or service. Nonetheless, customer service reps are great problem solvers, even if the issue has nothing to do with your company. A key prioritisation skill is the ability to clearly categorise the things we should be focusing on and letting go of those that do not serve us or others.

That is why the customer journey becomes closely connected to satisfaction level, service excellence, and its multiple implications for modern companies. At the same time, analyzing companies regarding the proposed award, some problematic issues can also be revealed. This goal can be achieved only if a correct understanding of the theoretical background related to the problem is attained. In general, it serves as a potent tool for the implementation of the most effective and successful models helping organizations and companies to evolve and attain high levels of satisfaction among clients.

What’s even more surprising is that reps at Zappos don’t follow any kind of internal protocol about how to work with customers. There’s no Zappos policy about spending a minimum amount of time on calls why does customer service excellence important for business or a requirement to follow up with customers who are unwell. The reps provide excellent customer service because they’re equipped with the work skills to determine the best approach for each customer.

They’re warm, approachable, and great at teaching other people how things work.

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