This guest post is written by Jeremy Watkin, Head of Quality at FCR.
I’m a huge baseball fan— a Los Angeles Angels of Anaheim fan to be exact. In baseball, the order in which the players bat is called a “lineup.” The general rule of thumb is that the first batter, or leadoff hitter, is one of the best players at getting on base— either by hit or walk. This person also tends to be one of the faster players, so when they do get on base, they can both steal bases and score on hits where the slower players wouldn’t be able to.
Let’s go ahead and take this analogy and mosey on over to customer service. Imagine that our customers are pitching to us and the questions they are asking are the pitches.
Another thing you should know about baseball is that most major leaguers have no problem hitting a fastball— especially if it’s right down the middle and they know it’s coming. It’s often the pitches that move around a lot, like the curveball and slider, that keep hitters off balance.
We tend to be good at answering the fastball questions from customers. After all, we are well-trained customer service experts for the product or service we support. It’s the curveballs that give us fits. Think about the questions we either don’t know the answer to or know we specifically can’t accommodate.
It’s in those moments that we so often take the wrong approach at the plate. We generally approach those curveballs with words like unfortunately, no, sorry, can’t, I don’t know, and a variety of other negative responses. More times than not, responding to our customers in this manner is a sure way to strike out.
When customers consistently throw their best curveballs, and they will, it’s important to have our best responses ready to go. While this is important for all customer service channels, it’s all the more important for the text-based ones like email, SMS, and social media where we may only get one chance to respond— on behalf of the entire company! Clearly this is something we should practice ahead of time.
Practice hitting the curveball (AKA answer tough questions)
When it comes to hitting the curveball, sometimes it’s all in your approach. The approach I’ve seen (and done) over and over again is the one where we respond telling the customer we can’t do something. Hypothetically speaking, let’s say we work for a company that sells widgets and a customer asks if we can overnight ship a widget to them. Knowing full well that we don’t offer overnight shipping, the typical approach is to say something like:
I’m so sorry but unfortunately we don’t offer overnight shipping at this time. Thank you so much for contacting us. Have a nice day.
At that point we’ve essentially struck out. The response focused on what we couldn’t do with no focus on what we could do. Whether the customer states it or not, they are forced to either wait or take their business elsewhere.
Like a professional hitter, let’s change our approach and see if we can hit the curveball this next time. Here’s a response that focuses on what we can do for the customer:
Thank you so much for your interest in our widgets! I’ve provided a few of my personal favorites below as you search for your favorite.
In regards to our shipping, we’ve found that our order fulfillment time is so quick that customers often receive their items faster than our estimates. While we don’t specifically offer overnight shipping, let me know if you have any flexibility on the date you need to receive this by. I want to get a fresh, new widget out to you and will do what I can to make that happen as soon as possible.
The Play by Play
Do you see what I did there on my second response? Like a good baseball analyst, let’s break it down:
- Show Ownership- After thanking the customer for their inquiry and gently sharing some suggestions with them, I very softly touched on the fact that I couldn’t do exactly what they were asking. I did however let them know that I was there to help connect them with a solution.
- Begin a Dialog- In my first reply, I told the customer I couldn’t help them…PERIOD. That’s effectively the end of the discussion unless the customer wants to argue with me and tell me I’m wrong. In my second approach, I sought to find an alternate solution for them that we could easily support. Perhaps the customer didn’t need overnight shipping, that just happened to be the only possible option they saw. If they needed the item in 2-3 days, that’s a big difference and I, as the expert on my product, can determine if we can accommodate that.
- Solution-minded- In welcoming the customer’s response, I’ve shown myself to be open and receptive to what they have to say. In some cases, the customer will have more flexibility than we initially assumed. If the customer does respond stating that they need it by tomorrow, our company then has a decision to make. This is a great place to employ the 1 to say yes, 2 to say no principle. Rather than responding and saying “Unfortunately there’s nothing I can do,” ask someone in leadership if there’s something we can do. What if the customer’s willing to pay extra for the expedited shipping?
The point of this is that we are finding ways to do business with customers and solve their problems. That’s a good thing. While there are certainly times to say no to customers, we say no far too often where even just a little flexibility and understanding would create a customer for life.
Practice Makes Perfect
Let’s try a few more statements on for size before we end this post. I’ll present the negative and then the positive:
Question: What’s the status of my order?
Negative Answer: Unfortunately your order is still in our warehouse because it was delayed by a day.
Positive Answer: Thank you so much for your patience with your order. It is shipping today. If you haven’t received tracking information to your email, it should be there very soon. I hope this information helps.
Question: My online order status says “backordered.” When will I receive it?
Negative Answer: Unfortunately, your order is indeed backordered and will be unavailable for another month or so.
Positive Answer: I’m sorry for the delay in fulfilling this order. It looks like we will be able to ship your product out to you in about a month. If this order is more urgent than that, here are some other products that are very similar that we do have in stock right now. Let me know if you’d like to order one of those instead.
Question: Why is my credit card being declined?
Negative Answer: There are many reasons your credit card might be declined. Are you sure there’s enough money in your account. You are going to need to contact your bank.
Positive Answer: I’m sorry your credit card is being declined. That’s frustrating and we really want you to be able to use our service as soon as possible. I would suggest contacting your bank to see if they have information about the decline. If they say everything is ok, give us a call and we’ll help you try your card again.
My eternally optimistic colleague, Hammer Winn helped me in writing this article and so it’s only fitting to quote him as we think about adopting a more positive mindset in our responses to others:
“This approach not only changes the tone of the interaction, but also creates a customer for life. Practicing this positive approach not only improves your customer service but also has the power to improve your life and relationships.”
Take a moment to think about some of your responses throughout each day and find ways to rewrite them so they focus on a solution, show ownership, and encourage dialog with the customer.
To slightly modify a quote from the great baseball player, Mark McGwire, Customers dig the long ball. Learn to hit the curveball and you will hit more home runs with your customers.
About the Author
Jeremy Watkin is the Head of Quality at FCR, the most respected outsource provider. He has more than 15 years of experience as a customer service professional. He is also the co-founder and regular contributor on Communicate Better Blog. Jeremy has been recognized many times for his thought leadership. Follow him on Twitter and LinkedIn for more awesome customer service and experience insights.
This guest post is written by Jeff Lawson, CEO and cofounder of Twilio.
It’s hard to make a right turn down San Francisco’s crowded streets these days without running into a story about bots, conversational commerce, or conversational commerce bots. Bots have reached kale levels of hype. But amidst the noise, there’s something real going on here — we just have to decipher it.
You may have heard of conversational commerce — it’s a catchall term for a future of technology driven by messaging (and voice) interactions that transcend current communications modalities. It’s a convenient moniker but also confusing because there isn’t one trend to follow. Rather, it’s several distinct trends that overlap to varying degrees. Disecting this “mega-trend” into its underlying trends gives us a look at where technology may be taking us.
I count five different trends converging on conversational commerce:
1. Advanced notifications
3. Chat in apps
4. Apps in chat
5. Humans chatting with each other
So, let’s dig in and take a closer look:
1. Advanced notifications
We’re all accustomed to receiving timely alerts via SMS, push, or even email in the course of our interactions with companies and apps. Whether it’s your car arriving, a delivery confirmation, or a message that your flight is delayed, proactive notifications are a simple and effective means of improving our interactions with companies.
But these notifications are getting more and more interesting. Notifications can include multimedia, maps, directions, contacts, boarding passes, and more. And while the reality of this isn’t exactly conversational, every notification should be an invitation to a conversation. So what happens when the consumer replies to these notifications?
Enter the bot craze.
Bot interfaces have long captured the imagination of developers and geeks, and we’re now seeing folks building bots for all sorts of things. Interestingly enough, bots have been around for more than 50 years, since early Eliza demos, but the growth of messaging, the explosion of machine learning successes, the emergence of huge data sets, and the rise of mobile have created a perfect storm for Eliza to grow up. There’s a wide variety of ways bots may come to do our bidding:
Command line bots: For those of us who love Unix, these bots put a command shell in everything. In Slack, for example, bots have been built for fetching Digg (content), ordering an Uber (transportation), pulling data from Google Analytics (data), and more. Handy? Sure! Why flip over to Terminal when a chat app is already open. But sadly, history does seem to indicate that GUIs provide affordances that command lines generally lack, and that’s a meaningful barrier to adoption for the muggles. I suspect these bots will be as widespread as sed, awk, and grep among mainstream users.
Chatbots: Chatbots are essentially a two-way conversation with a computer — the Turing test in action. Chatbots have received a ton of attention, both positive and negative, largely due to strides in deep learning. In business, the vision is that chatbots enable a company to message one-on-one with customers without exploding human costs.
For example, one use case we’re seeing is companies using chatbots to scale customer support situations. Companies such as Msg.ai, Presence.ai, and PullString allow companies to train AI chatbots with the loving touch of an expert operator to understand the context of questions and converse on-brand. If the consumer stumps the bot, it will interface with a support system like Zendesk or Talkdesk. The conversation can then be passed off to a human when deeper intelligence is required.
Personal assistants: These are bots that can accomplish tasks for a person — answer questions and respond to commands — the promise of HAL-like intelligence. Thanks to machine learning and natural language processing and understanding, these bots know your preferences, integrate with everything, and can act on your behalf — essentially replacing human work. In the consumer world, we’ve already seen some success with personal assistants through Amazon Alexa, Apple Siri, and Google Voice Search. This model is powerful, and represents a massive battleground. If consumers come to prefer this mode of expressing purchase intent, then the winner will be the next Google.
These products are capturing our imagination — and the demos are always killer. But after the novelty wears off, will the technology prove truly useful or a parlor trick? Continued advances in machine learning are just about guaranteed, and if we couple that with APIs everywhere to interconnect services, we could very well deliver on the sci-fi promise of intelligent assistants. The big question is, if the tech industry fulfills that vision, will consumers actually take to it.
Or will we revert back to old habits after one too many “I’m sorry Dave, I can’t get tickets to the Warriors game tomorrow.”
In short, bots are built to augment and scale human interactions. So what happens when these interactions occur in a native app?
3. Chat in apps
Chat in apps provide a conversational functionality embedded within apps. The promise here is that the communications you have from within an app are smarter and more valuable because they inherently contain the context of the information in the application you’re using. So if you’re in the Uber app and you call your driver, the driver already knows your name, where you are, and what you’re calling about (“I’m outside!”) — which is a huge improvement over calling a taxi dispatcher.
However, we use messaging differently when it’s embedded in an app than when we use dedicated messaging apps (SMS, Messenger). When chat exists in an app, the only entity a consumer is chatting with in the app is the company. So it will feel less like the long-lived conversational messaging experience we’re used to in our personal messaging conversations. Instead, it will be more transactional: “I need new pillows (Hilton)”, “I’m looking for a camera (Best Buy)”, or “I’m at the corner of 2nd and Harrison (Uber)”. Because apps generally know who you are, the context here is killer — if you have the app installed.
Which brings us to apps in chat — the vision of conversational commerce that’s getting the most attention at this point …
4. Apps in chat
This is all about bringing application functionality into chat, as has been done in China with WeChat. In this model, chat is an identity model and discovery vehicle for connecting people and businesses, with a flexible in-chat interface that can be programmed like an app to enable a wide variety of use cases. It’s not the chat itself that’s powerful, but the time-ordered view of our interactions.
Coupled with discovery, apps in chat have largely replaced (or really, prevented) the predominant role of mobile apps in China as they exist in the West. This model has achieved near complete penetration of the market in China, which is astounding. Will the same thing happen in markets where there’s an entrenched app-store model? There may be some use cases, but I suspect it’s unwise to assume things will unfold worldwide the way they have in China.
5. People chatting
And the last category of messaging is just plain old humans conversing with each other. I believe this is the most important near-term opportunity because it’s truly the basis for human communication. At the end of the day, humans want to communicate with businesses the same way they communicate with other humans. This is what conversational commerce promises –the end of phone trees, account numbers, and security questions and the beginning of real, natural conversations, regardless of who you’re communicating with.
Conversational commerce is a thing, and it comprises these five trends in varying degrees. Which ones hold the truth will be determined by developers in coming years with ample trial and error. The biggest key, though, is the shift to humanizing our communications with businesses. These conversations may take place via a text message or voice, with a bot or a human, within a native app or within a dedicated messaging app — but at the end of the day, you’re still communicating with businesses like you’d communicate with anyone else. As the reality of “human afterall” becomes possible, companies that excel at conversation will drive higher customer satisfaction, engagement, and retention.
About the Author
Jeff Lawson is CEO and cofounder of Twilio.
This post is co-written with Leslie O’Flahavan of E-WRITE.
If your customers have opted-in to receive texts from your company, they probably realize that some of your texts are going to be automated. They understand that sometimes texts from your company were sent by an automated system and that you don’t actually have a human employee, chained to a desk, hand-typing each appointment confirmation or loyalty program welcome message!
However, even if your texts to customers are automated, they shouldn’t sound mechanical. Here are ten tips to help you write automated texts that sound human and build rapport with your customers.
This guest post is written by Jen Diaz, Program Manager at Irrevo.
Stories of outrageously amazing customer service catch a lot of attention, whether or not they’re actually true. Everyone has heard the legend of the fellow who returned a snow tire to Nordstrom, even though the story that’s passed around is missing some context. If some Home Depot employees drive four hours each way to find you a snowblower, you’d be a happy snowbird. But studies show that customers and business owners don’t always see eye-to-eye on the definition of good customer service.
It’s an exciting time to be involved the customer service and communications space. There are more ways to interact with a brand than ever before (email, Twitter, even Snapchat), but one of the most new and exciting advancements is chatbots.
This guest post is written by Olga Grigorenko, a freelance writer for Fueled.
We can all remember the days when we memorized our friends’ numbers, carefully recorded new contacts in address books, and coquettishly wrote down our digits on party napkins. Telephones were lifelines and phone calls were indispensable. But then mobile phones happened, and our means of communication changed drastically. Exchanging contact information became far more simplified and reaching anyone over the phone became significantly easier. Phone calls could now be made on the go – anywhere, anytime.