Guide to Improving Customer Service

Train your employees

Emphasize the importance of customer service to all employees, beginning with the interview process and continuing throughout their employment tenure. Send employees to customer service training programs and seminars.

I recommend: Sign up for an American Management Association customer service training seminar, offered in major metropolitan areas. Discover customer service training programs from the Richardson Company.

Hire service-minded employees

Keep customer service in mind during the hiring process and consider if candidates can meet your standards of service. Once employees are on board, keep them focused on customer service.

I recommend: PsychTest.com offers a free Customer Service Job Fit Test to help employees evaluate their own customer service skills.

Thank customers early and often

When customers make a major purchase or when they make an inquiry about your products or services, follow up with a sincere thank you. A handwritten thank you note or an email can do wonders to create goodwill with customers.

I recommend: Purchase professional thank you cards online from CardsDirect or NISA Business Greeting Cards. Make thank you emails look more professional with email stationery templates from ConstantContact.com.

Respond quickly to customer comments and complaints

When potential customers call or email with inquiries about your products or services, a fast response is a must. Late responses can irritate customers and prompt them to go to your competitors for their needs. Likewise, when existing customers contact you with a problem or a return, respond rapidly.

I recommend: Contact management software, such as ACT! can issue reminders to ensure that you contact customers in a timely fashion. To make vast improvements in customer communications, consider a full-fledged customer relationship management (CRM) solution, such as Entellium's eSalesForce, a Web-based program that's designed specifically for small businesses.

Emphasize phone courtesy

The way you and your employees interact with customers on the phone can cement your relationship or sever it permanently. Good phone techniques include answering the phone with the name of your business, the employee's name and a simple "How may I help you?"

I recommend: Improve phone skills with ServiceSkills.com's online Telephone Doctor Customer Service Training program.

Encourage customer feedback

Make customers feel important by asking for their input. Survey customers about your products, services and customer service.

I recommend: QuestionPro offers a Customer Satisfaction Survey template and a sample Customer Satisfaction Report, and for a fee will conduct your surveys for you.

Recognize customer service

Motivate employees by offering awards and recognition when they provide top-notch customer service.

I recommend: Consider the employee recognition programs offered by the Awards Network or Successories.