I've spent the last decade of my career dealing with customers, both directly and indirectly. I've made my fair share of mistakes, and I also did a lot of things right. Whilst I still have a lot to learn about customer service (I am technical, not sales after all) I also have some rules that I believe one should unflinchingly abide by. These are, in no particular order:
- Never lie. Not to your customers, not to your colleagues, not to anyone.
- If you make a mistake, be accountable. Everyone makes mistakes and most people of worth respect and appreciate honesty.
- The quickest way to lose the respect of your peers and customers is to point fingers and trying to apportion blame.
- Get to know your customer and their business.
- Listen. Understand the problem from the customer's point of view, not just a technical one.
- You expect to be paid like a professional, so act like one. Do not become too "friendly" with the customer and do not swear in front of them. Ever.
- "It's not my problem" does not exist in your vocabulary. If it's not within your domain then help the customer resolve it by roping in someone who can.
- Always notify the customer when you are about to make changes. E-Mail is only sufficient if the customer acknowledges the mail, otherwise follow up with a phone call.
- Only stick to the communicated changes. If you tell the customer you're rebooting the mail server, do not reboot the file server as well.
- In that vein, always make sure your customer does not get caught by surprise by always communicating updates.
- Stick to your appointments - if you say will show up at 9 then you show up at 9. If you can't then you let the customer know in advance via a phone call - e-mail is not acceptable.
- Share your knowledge with the customer. This will not make you redundant, it will allow you to provide value further up the chain.
- You exist to serve the customer and their needs (within reason).
- Speak to your customers often, no less than once a month. In the services industry "Out of sight, out of mind" holds very true.
- Always protect yourself, the customer and your relationship by agreeing on things up front. This includes costs, scope of work and handover / success criteria. Do not negotiate these after the fact.
- Whenever possible work for and with people you respect. When you do, even the stressful times are easier to deal with.
- Pre-sales is an art, and the paint brush is 'why.' Keep asking until you get to the root.
- Never, ever, bad-mouth another customer or vendor in front of a customer. Always focus on and sell your strengths.
- Lastly, no-one who ever bought a drill needed a drill...they needed to make a hole. I cannot stress enough how important this concept is.
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