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What Magic Words Do Your Customers Want to Hear?

Posted by Kate Seat on 6/26/15 3:44 AM
Topics: college store customer service, retail management, student employees

A friendly greeting when a customer enters your store is an absolute must, but there are also some other key phrases your staff should be saying. Find out what makes the list in this excerpt from an Entrepeneur.com post.

Magic Words Customers Want to Hear

Establishing customer service guidelines is nice, but you need to put those principles into action with everything you do and say. Make sure all your employees understand the importance of these key words:

“How can I help?”

Customers want the opportunity to explain in detail what they want and need. Too often, business owners feel the desire or the obligation to guess what customers need rather than carefully listening first. By asking how you can help, you begin the dialogue on a positive note. And by using an open-ended question, you invite discussion.

“I don’t know, but I’ll find out.”

Few things ruin your credibility faster than trying to answer a question when you are unsure of all the facts. An honest reply enhances your integrity.

“I will deliver on time.”

A due date that has been agreed upon is a promise that must be kept. “Close” does not count.

“It will be just what you ordered.”

It will not be “similar to,” and it will not be “better than” what was ordered. It will be exactly what was ordered. Even if you believe a substitute would be in the client’s best interests, that’s a topic for discussion, not something you decide on your own.

“I appreciate your business.”

This means more than a simple “Thanks for the order.” Genuine appreciation involves follow-up calls, offering to answer questions, making sure everything is performing satisfactorily and ascertaining that the original problem has been solved.

Neglecting any of these steps conveys the impression that you were interested in the person only until the sale was made. This leaves the buyer feeling deceived and used, and creates ill will and negative advertising for your company. Sincerely proving you care about your customers leads to recommendations ... and repeat sales.

Complaint Department

Studies show that the vast majority of dissatisfied customers will never tell you they’re dissatisfied. They simply leave quietly, then tell everyone they know not to do business with you. So when a customer does complain, don’t think of it as a nuisance—think of it as a golden opportunity to change that customer’s mind and retain his or her business.

Even the best product or service meets with complaints or problems now and then. Here’s how to handle them for positive results:

  • Let customers vent their feelings. Encourage them to get their frustrations out in the open.
  • Never argue with a customer.
  • Never tell a customer “You do not have a problem.” Those are fighting words.
  • Share your point of view as politely as you can.
  • Take responsibility for the problem. Don’t make excuses. If an employee was sick or a third-party supplier let you down, that’s not the customer’s concern.
  • Immediately take action to remedy the situation. Promising a solution then delaying it only makes matters worse.
  • Empower your front-line employees to be flexible in resolving complaints. Give employees some leeway in deciding when to bend the rules. If you don’t feel comfortable doing this, make sure they have you or another manager handle the situation.
  • Imagine you’re the one with the complaint. How would you want the situation to be handled?

About Kate Seat

Kate Seat is a former copywriter at MBS. When away from work, she’s either creating one-of-a-kind art dolls, reading or watching way too much tv with her husband, daughter and an irritable chinchilla named Klaus.

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