Request a Quote

TOLL FREE: 1-855-662-7263

Handling the Angry – or Panicked – Customer Service Call

Mark Fichera
Throughout the call center year, we handle inbound customer service calls from people who have ordered last-minute gifts for friends and family.  The “big day” is approaching but the last-minute gift has not yet landed at the recipient’s doorstep – or it arrived too late. 

For call center services providers like us, this is when our customer service skills and value are put to the test.  

Angry or panicked customers come in many flavors: Some are gracious and understanding.  But more often they are frustrated or outright furious.  As the front-line representative of our order processing and order taking clients, it is our paramount duty to handle these calls in the most professional, caring and effective way so that the customer remains loyal to our client.

Here’s the procedure we’ve put in place at OnBrand24:

Job One: Listen closely to the customer complaint.  Then apologize for disruption to their gift-giving occasion and disappointment to the friend or loved one.  Reference the details of their complaint in your apology.  This lets people know you have heard them.

Further, it is very important to use the right language when dealing with an angry or panicked caller.  Here is phrasing that we have found to be most effective:

•    “I’m sending this to a manager for follow-up….” Never say “somebody will get back to you” – it’s too impersonal and vague, and likely to cause even more frustration.

•    “I’m sorry, but I can’t see all the details of your order from this office, I need one of my customer service colleagues to research this so we can get back to you with all the details of your shipment.” This is better than the less personable and detailed: “I’ll send out an inquiry for you…”

•    “I will have our team to get back to you in writing.  What is your email address…?” 

•    “Thank you for giving me the details of what happened.  Let me read this report back to you and make sure I’ve got everything right….” Then recap the details of the complaint and the person’s contact information. 

•    When an incorrect item was shipped, apologize for the mistake, then say: “I am escalating the problem to the warehouse manager and the customer service manager.  I will get back to you in writing as soon as possible.”

Granted, shipping problems never make customers happy.  But companies that hold themselves accountable for for shipping mistakes are much more likely to retain a customer’s loyalty.  And the language that call center services specialists use in handling those calls is critical to minimizing damage to the customer relationship. 

Mark Fichera, CEO
OnBrand24
Beverly, MA
Read More

Call Center Services: Hitting the Re-set Button – Part I

Mark Fichera
This week on a morning cable news show, an editor at Fortune magazine discussed why Federal Express is such a great company: “When you call FedEx, they pick up on the first ring.” 

Call them “pick-up artists.”  

Companies that are responsive to their customers, who always have staff ready to answer product questions, to place orders or provide shipment status perform a business function more significant than excellent call center services.

They convey overall company excellence.  

We human beings are very judgmental.  And we tend to make snap judgments.  We’re constantly evaluating everything and everyone around us, and the initial impression sets the tone for the ongoing assessment and ultimate verdict.  If a company doesn’t connect positively with a customer in the first minute of interaction, you may fail to form a positive or lasting connection at all.

Including high-quality call center services within your customer service strategy gives you best chance to make a great first impression.  If the goal is putting prospects on the path to long-term customer loyalty, then a friendly, knowledgeable and helpful customer service specialist who quickly answers incoming calls makes all the difference.

Want to know the best way NOT to make a great first impression?  Force customers to navigate a complicated and tedious IVR system.  Or ask them to leave a voice message.  Or – worst of all – tell them to “call back during normal business hours.”  They’re much more likely to call a competitor.

For companies that do these things, it’s time to hit the call center services re-set button.

At the OnBrand24, our outsourced customer service call center organization is staffed with the kind of “pick-up artists” who help create a climate of excellence for the companies we partner with.  We are 24/7 front-line soldiers for our clients’ brands, and our job is to create a positive buzz about our clients and their products.  

One way we do this is to constantly examine and assess the quality of our call center services.  Call center performance is highly quantifiable and measurable.  I tell our agents that “everything we do can be reduced to a number.”  One of the most important numbers we watch is “service response” – the amount of time it takes to answer calls.  We commit to the 80/30 rule: 80 percent of inbound calls are answered within 30 seconds.

And we usually do much better than that.

By the way, here’s Fortune’s Andy Serwer talking about FedEx on MSNBC’s “Morning Joe.”

Mark Fichera, CEO
OnBrand24
Call Center Services
Beverly, MA
Read More

OnBrand24 Wins Gold Award from TopTenREVIEWS For Call Center Service

Mark Fichera

Top Call Center Service Solutions

OnBrand24 has won the Gold Award from TopTenREVIEWS, an independent reviewer of business services and products, for excellence in offering top call center service solutions.

Read More

Customer Win-Back: Getting "CINOs" back on board

Mark Fichera

It’s a staple of conventional business wisdom that 60 percent of your growth should come from existing customers. 

But what about customers in name only (CINOs)?  We’re talking about companies and people that had been loyal, had renewed their PO’s year in and year out, reliably purchased your new products, bought ad-on services and warranties – until one day, you and your sales team noticed they had gone quiet.  No good-byes.  No "I've met someone else."  They had simply become inactive.  These are CINOs.

Read More

Keys to Successful Appointment Setting Campaigns

Mark Fichera

Appointment setting – securing meetings with new prospective customers via cold calling – is one of the most challenging aspects in the entire repertoire of sales challenges.

But appointment setting is also one of the most valuable. In fact, it’s essential to keeping the sales pipeline fed and cared for. Filling the calendar with quality sales appointments is essential to healthy growth and to having a happy sales team.

What are the essentials for effective appointment setting?  Here are a few of the most important:

Read More

OnBrand24 Call Center Services Reports Strong Start to 2014

Mark Fichera

OnBrand24, a leading call center services provider with outsourced call center facilities near Boston and in Savannah, GA, has begun 2014 with several new client wins and the expansion of its outbound B2B lead generation and inbound customer service call center staff.

Read More

The Call Center Services Star Performer

Mark Fichera

When it comes to call center services representatives, there are traits that the star performers tend to have in common. 

Read More

Selecting a B2B Lead Generation Call Center Services Provider: Begin Outbound Call Center Programs the Right Way

Mark Fichera

Hiring a call center services outsourcer for a B2B lead generation campaign is a big step for many companies. But in the end, they decide to take that step because their sales team doesn’t have enough leads in the sales pipeline and because their sales people are too busy to do cold calling themselves.

Read More

Why Call Center Customer Service Goes Bad

Mark Fichera

The impact of bad call center service is so harmful that it’s surprising how commonly it occurs. We have recently heard about the extreme long waits suffered by credit card holders seeking to discuss the security of their accounts after the recent Target and Neiman Marcus credit card breeches.  In situations like this, the poor customer service inherent in being left on hold is usually compounded by a second source of extreme annoyance: endless repetition of the hold message: 

“Thank you for calling, your call is very important to us, we are experiencing longer than normal wait times for customer service, please remain on hold.”

After the 10th hearing, it can be assumed most of us understand the message. And the thought occurs to most us – possibly after only the fifth hearing – that if my call is so important why am I being left on hold for so long?

In the credit card situation, we heard of one customer who put his phone on speaker, proceeded with his work, and heard the hold message for nearly an hour before his call was answered by a live call center customer service representative.

Read More

Domesticating Call Center Services

Mark Fichera
Paul Stockford has written a thoughtful article in Contact Center Pipeline on proposed federal legislation that would require identification of U.S. call center services companies that open offshore call centers.  The bill would bar them from receiving federal grants or guaranteed loans and force them to reveal details on the physical location of their customer service outsourcing agents. 

Stockford, an industry analyst at Saddletree Research, is ambivalent about the bill – while also noting that it has little chance of passing (several other proposed bills directed at the call center services industry over the past few years were not enacted).

He is supportive of the bill’s aim, to create more call center services jobs in the U.S. But he – and I – are naturally wary of Congressional mandates on the decision making of private businesses.  I also have to wonder if Congress has bigger problems to deal with than the call center business.

But beyond that, the larger point is that the “hidden hand” of the market for outsourced call center services is already doing a good job of sorting out the offshoring issue.  Industry-wide, the pendulum has definitely swung toward domestic outsourcers.

The reason: quality of customer service.  Call center services are mostly delivered over the phone, so if the agent delivering B2B lead generation or inbound call center customer service speaks poor English, quality drops off.  

It’s only natural: who but an American can best express an American brand?  

Take one of our long-standing clients, the Southwest Indian Foundation. We provide order taking service for SWIF, which sells clothing, jewelry and accessories made by Native Americans living near the Four Corner area of New Mexico, Arizona, Utah and Colorado.  Many SWIF customers support Native American causes, and they enjoy talking about those issues with our customer service specialists.  They discuss visits have made to Native American reservations, and the customs and history of the various southwest Indian tribes.

This is a topic that most non-Americans have little awareness of or ability to discuss knowledgably.  Advantage: OnBrand24 domestic call center services.

But the ability to speak American English isn’t the only language issue.  There’s also Spanish language skills, which we provide and which most Asian call centers cannot.

Sure, going offshore saves money.  But the cost in customer satisfaction is something you can’t get around.  Recognizing the advantages of high-quality customer interactions based on American English speaking skills isn’t something that needs to be legislated.  

Mark Fichera, CEO
OnBrand24
Beverly, Massachusetts
Read More