Joel Spolsky
shares his secrets to customer service success. A bit of a primer for those unfamiliar with Joel - he was previously the project manager for Microsoft Excel back in the early 90's and now runs a software business that he promotes by blogging about various software and business lessons he's learned.
A few notable points from the article:
1. Fix everything two ways
We treat each tech support call like the NTSB treats airliner crashes. Every time a plane crashes, they send out investigators, figure out what happened, and then figure out a new policy to prevent that particular problem from ever happening again.Joel picks up on something I've noticed in work as well. When a customer makes you aware of a problem, you have two options: fix the immediate problem, or look at it as a deeper issue to resolve. Many times people will try and rush through a fix so they can get back to work, etc. However this is missing the opportunity to take a step back and examine the problem and see if there's some way to prevent it from ever becoming an issue again. When you can improve your documentation, or make your software easier to understand, or automate several steps in a process, you end up saving time and money in the long run because that problem is going to crop up again and again and again and each time your support folks get to spend time dealing with it.
2. Suggest blowing out the dust
Microsoft’s Raymond Chen tells the story of a customer who complains that the keyboard isn’t working. Of course, it’s unplugged. If you try asking them if it’s plugged in, “they will get all insulted and say indignantly, ‘Of course it is! Do I look like an idiot?’ without actually checking.”
“Instead,” Chen suggests, “say ‘Okay, sometimes the connection gets a little dusty and the connection gets weak. Could you unplug the connector, blow into it to get the dust out, then plug it back in?’This is a pretty neat technique for avoiding a confrontation by framing troubleshooting techniques in a way that doesn't make your customer feel like an idiot.
4. Take the blame
When you win a victory with a customer by firing them, you still end up feeling riled up and angry, they’ll get their money back from the credit card company anyway, and they’ll tell a dozen friends. As Patrick McKenzie writes, “You will never win an argument with your customer.”By taking the blame in life, you can often diffuse situations where otherwise no one could win. Often times it's better to just assume responsibility for a situation and get a little egg on your face rather than lose a customer (or friend) just because everyone wants to be right.