Guide to Improving Internet Customer Service - Part 1

When you consider the competitive advantages of an online retailer, customer service is usually not the first thing that comes to mind. Many e-commerce sites, even the large well-known ones, are known for impersonal, mediocre customer service practices. And yet, the few e-tailors that differentiate themselves on serving their customers such as Zappos become well-known case studies in client care. In this post, I'll share some of the unique best practices I've seen over the last few years that serve to differentiate companies in customer service.

1. Assign a Personal Customer Service Rep: Along with the order confirmation receipt that you send to your customers, also automatically assign each customer a personal representative that will field their questions. Send the email from this representative's name, and include their contact info. Customers will be impressed that they have a "personal" representative assign specifically to them.
2. Human Touch: Many online shoppers struggle with trusting an online merchant due to the lack of face to face interaction. Mitigate this weakness by showing pictures of your customer service staff. Christian t-shirts retailer C28 shows the picture of their customer service manager on the Help page as well as on every order confirmation email. In addition, below the picture is the manager's direct contact info. Something like this can go a long way to instill trust in your company.
3. Call Customers Who Abandon Orders: When a customer starts an order but doesn't finish it, follow up with a phone call to find out if there were any problems. Customers appreciate the gesture, and you will likely save many sales in the process.
4. Free Upgraded Shipping: Surprise select customers by upgrading their shipping to 1 or 2 express. If you do this, be sure to send them an email letting them know they have been upgraded. This strategy was pioneered by Zappos.
5. Same Day Shipping: Most websites have a policy of shipping orders 1 or 2 business days after they are placed. If possible, selectively ship some orders the same day. The speedy delivery will be appreciated, though not expected by your customers.
6. Increase # of Reps: It goes without saying that if you have a higher representative to customer ratio, you will have the time to better serve your clients. While not every business can afford this, if you want to differentiate yourself with outstanding customer service, it's a must.
7. Hand-written thank you on Packing Slip: Most packing slips are dull, impersonal, and useful only if you need to return the merchandise. On rare occasions, I've received orders where the packing list featured a hand-written, personalized thank you from a staff member. While this may not be practical for every order, it is a great way to impress select customers. Another idea might be to include the business card with contact info for a manager.
8. Follow Up Surveys: Consider sending a survey email out with every order confirmation. While not every customer will complete it, your customers will know you care enough to ask their opinion.
9. Extensive FAQ Knowledge Base: Surprisingly, one of the easiest ways to improve your customer satisfaction may be to prevent needless customer interactions in the first place. No matter how friendly your call center representative, no customer will be pleased if they have to call you in order to answer a simple question like "how do I return a product?" Prevent situations like this by maintaining a searchable FAQ knowledge base that answers every reasonable question.
10. Live Chat: Many customers dislike the thought of sitting on hold for even a few minutes. Offering a live chat option can be an inexpensive way of answering questions for your visitors, and reducing the call volume for your call center.

I once heard it said that "the enemy of good is not bad, it's mediocre." Too many online retailers struggle with mediocre customer service. Many businesses fail to realize their customer base is also powerful marketing machine. If treated right, they can become to most effective viral marketing campaign imaginable. Treated poorly, and they can become a PR disaster. If you enjoyed this post, please also checkout 25 ways to improve your shopping cart and 25 ways to improve your checkout.