Customers are interested in fast response time more than anything else. They regard it as an essential attribute of good customer experience. Unlike in the past, customers of today are more demanding and impatient. Not only do they want their goods delivered speedily, but they also expect you to respond to their queries instantly. There is so much pressure on businesses, especially small enterprises.
Unfortunately, most businesses do not score well when it comes to response time. Some will take long hours to respond to customer service texts and emails. Others will fail to respond to their customers’ queries altogether. If you want to obtain a competitive edge in your industry, you must learn how to communicate with your customers promptly.
Here are the seven main strategies or ways in which you can improve your customer response times.
Expand Communication Channels
You can communicate with your customers using several methods. They include text messages, emails, social media, phones, and website chats. You can use all the channels or choose two or three of them that suit you best. With multiple lines of communication, your customers get a chance to choose the method that is suitable for them. Also, by having different channels, you can manage the feedback traffic. If you use one approach, loads of feedback might be overwhelming hence challenging to answer.
Develop Processes And Procedures
It is imperative to have a streamlined customer support system if you want to achieve a quick response time. How do you respond to customer feedback? Who responds to it? Do you prioritize inquiries? You should develop procedures and processes of responding to customer queries. For instance, each member of the customer support team can be assigned to respond to a specific set of questions. That way, you will able to handle customer issues professionally and quickly.
Also, streamlining the process will create better accountability among members of your customer support team. In addition to assigning roles to each person, you may also develop tools to enhance collaboration in the group. By doing so, you will monitor the activities of all the employees in the team. You can quickly identify someone who is sluggish on their duties. For instance, if their role is to respond to emails, there will be a backlog of unanswered customer emails.
Once you have established a customer feedback process, the next big step it to automate the system. Automation makes your work more manageable, and there are many ways of doing it. A good example is the use of email autoresponders. Even if you are not able to respond to an email immediately, an autoresponder will inform the customer that you have received the email. They will be aware that they are addressing their concerns.
You can also create templates for common questions. They offer you a quick and simple way of responding to queries, concerns, and comments without having to type the answer every time. You only need to prepare a pre-packaged message that will be instantly sent back to answer a specific question. Templates can be used on email or social media platforms.
Prioritizing And Categorizing Emails
Another excellent way to respond quickly to your customers is by prioritizing and categorizing emails. In this automation, the emails you receive will be sorted according to theme or subject. They are then labeled accordingly. Emails in the different batches are then prioritized. You may rank emails based on the importance of the client, the complexity of the issue, or the urgency of the problem. By sorting emails, you will be able to respond quickly to urgent matters that can potentially affect your company’s reputation.
Customer Service Software
In addition to the automation of the system, you can develop customer service software. The software stores every communication between the company and individual customers. It stores phone and message conversations. So, it will enable you to respond to a customer’s query since you have all details of their previous communication with the company in your system better.
Various apps can help you with customer service, including Zoho Desk, Freshdesk, and Zendesk. A professional network company, such as an ipx network, can help you develop a suitable app for your company.
Manage Customer Expectations
Although it is advisable to respond to customers quickly, it may not be possible all the time. For instance, your regular maintenance procedures can interfere with internet connectivity, which means no emails will be answered that day. So, how will your customers take it? Some may get angry, leave, and never do business with you again. You can avoid such scenarios by managing customer expectations when it comes to communication.
If they are unable to reach you by email, you can guide them to use social media or make a phone call. Please provide them with alternative channels that will ensure a quick response in case they miss on one channel.
Know Your Customers And Be Friendly
Different customers will prefer to use different communication channels. Find out which method is the most preferred by your customers. Do they like social media? Or are they comfortable with emails and phone calls? You can do a simple survey of your current customers to know exactly what they like. This will also enable you to implement suitable channels. Being friendly to your customers can go a long way in ensuring that information is communicated accurately and quickly.
Assume something has gone wrong and is affecting all your customers. Perhaps it is your app that has failed to work, and none of your team members is aware of it. It would help if you had a specific plan for such an eventuality. You can have some of your loyal customers share a message on social media as soon as they notice the problem. It is, therefore, worthwhile to befriend your customers.
Being smart with customer communication is the key to success in business. You must use every possible means to ensure that customers’ queries and concerns are responded to quickly. Partner with Ipx network company if you want to be in the best terms with your customers.
If you are interested in even more business-related articles and information from us here at Bit Rebels, then we have a lot to choose from.