How to Get What You Want on Customer Service Calls
Bad customer service experiences have become part of our collective narrative about modern life. Unmotivated CS reps, enraged callers, outsourced call centers on the other side of the globe are all part of our consumer assumptions the moment we pick up that phone with a sigh and mutter under our breath, "Once more into the breach." (See also: In Praise of Complainers: Why Complaining Is Good)
But with a little experience and some ground rules, I think that call to a customer service center can be much more productive, if not outright pleasant. In various stages of my life I've sat on each end of that phone line and can offer eight strategies to stack the odds of success in your favor:
1. Identify Your Goal
We call customer service lines for many reasons: an error on a bill, a fee we don't think is warranted, help with instructions, and text message overages from a nimble-fingered kid all fall within in the purview of the CS rep. Before you pick up that phone, it helps to collect your thoughts and determine exactly why you're calling. Anger and frustration may be motivating, but it's best to work through these reflex emotions before picking up the phone. Ask yourself, "What do I specifically want to achieve on this call and is this the best method to achieve it?" Once you've determined your goal, take a deep breath, chill out and dial. (See also: How to Get a Customer Service Phone Number, Fast!)
2. Be Polite
As much as we might be blinded to this fact from outsourcing trends and bad late-night comedy skits, CS reps are people, too. The average rep takes dozens of calls per hour and fields all sorts of issues both on and off the phone. Though the rep most likely had nothing to do with the source of the problem, many of them do have the power to resolve it. Remembering the fundamentals of civility will serve you well as you communicate what you need. Remember to greet the person on the other end of line and jot down his name (and use it) during the call. Toss in a "please" and "thank you" once in a while for good measure. It will distinguish you from most other callers and may inspire that added motivation to go above and beyond. (See also: 25 Ways to Communicate Better Today)
3. Don't Waste Time
Most CS reps are evaluated professionally on how many calls they take within a certain period, how well the issues on the call are resolved, and how well they follow a script (usually related to company protocols, phone demeanor, ability to upsell, etc). Respect the fact that the CS has a vested interest in resolving your issue, but is also sentient of time. Long, drawn out histories or personal narratives only muddy the waters and take time away from the solution.
4. State Your Goal
CS reps are not mind-readers; it helps to outline your issue and your goal as early as possible on the call to avoid wasted time and mounting frustration. State your goal clearly and concisely. Do you want that late fee waived since the holiday slowed mail delivery? Do you want a pro-rated credit on your cable bill since the cable was out all weekend? Is your request fair and reasonable based upon the facts?
5. Communicate Your Value
Knowing why your request should be honored is as important as defining your request in the first place. This is your chance to sell yourself and make a case for the value of your continued business. I don't hesitate to let folks know how long I've been a customer, my average monthly payments, the fact that I've never been late with a payment, etc. It helps to make a case for yourself and give the CS rep a reason to keep you happy.
6. Escalate When Necessary
Sometimes an escalation of the issue is necessary if we reach an impasse or don't feel like our request is being heard. In these instances, politely ask to speak with someone in a position of authority, such as a supervisor. This doesn't have to be a confrontational moment. A phrase like, "I appreciate your time, but I feel like it might be better for me to speak with a supervisor," can help diffuse most awkwardness. Some reps simply don't have the authority to solve problems past a basic level. Speaking to a supervisor (though often the 'supervisor' is simply another rep who is tapped for escalation calls) can give new perspective to your issue or get a call-back from a manager who can work through higher-level issues.
Recapping the call by restating the issue, the solution, and the timing of the solution helps avoid confusion by either party. If the rep doesn't do it, just take a quick moment to restate the gist of the call and what you understand will be done. Any miscommunication can be ironed out before hanging up.
8. Document the Conversation
Finally, take a moment to jot down the issue and the resolution. Use your bill, daily planner, or monthly statement to make a quick note of who you spoke with (name and/or employee number, the date, etc). If the issue isn't resolved as agreed upon, you have a bit of documentation to refer to during a subsequent call.
In the end, good communication and a bit of temper control will serve you well. Approaching calls with a sense of collaboration, respect, and patience will keep you leagues ahead of the irate caller who immediately puts everyone on guard. After years of following these eight laws (as a caller) and a couple of years wishing more people knew about them (as a rep), I'm sure they'll hold you in good stead the next time the cable goes out.