Menu Close

Customer service best practices shouldn’t be an afterthought, they should be the center of your customer experience. Because if you don’t know how to provide great service and consistently making mistakes when communicating with customers, they probably won’t stick around for long. According to strategist Esteban Kolsky, 67% of consumers say bad experiences were the reason they switched to another service provider. But losing customers is just the beginning…

customer service best practices chalkboard keywords
Customer service best practices help agents solve problems faster and leave customers happier.

Kolsky also said that 13% of unhappy customers will tell 15 or more people about their negative experience with your company. The math makes the importance of great support experiences clear:

Read on to discover 5 customer care best practices you can begin implementing today.

5 Customer Service Best Practices

Customer service best practice cog
Implementing just a few customer service best practices will positively impact the customer experience.

1. Define Your Customer Service Value Proposition

Setting service standards and internal best practices helps your support agents provide a consistent experience, regardless of their department or the customer issues they’re dealing with.

To establish these standards, we recommend developing a customer service value proposition. Here are a few ways to approach it:

2. Hire Awesome Customer Support Agents

Hiring excellent customer service agents isn’t optional, it’s imperative. They’re sometimes the first and only personal interaction a customer will have with your company. If they’re not exceptional, they could screw up the entire customer support workflow. First impressions are critical to customer retention. New Voice Media reported that after just a single negative experience, 51% of customers will never do business with you again.

Get the right people on your team by:

3. Identify the Key Customer Service Skills Every Agent Should Possess

Not every agent has the right customer service skills to provide a high-quality experience. But they should if you want to fully embrace customer care best practices.

Some skills your agents should possess include:

4. Provide an Omnichannel Customer Service Experience

Modern customer support best practices demand you brand omnipresence. And more than just “being seen” everywhere, you have to allow customers to contact you from anywhere. A 2013 study from Zendesk found that 37% of customers “expect to be able to contact the same customer service representative regardless of which channel they use.”

Zendesk also reported that only 7% of customers are “extremely satisfied that brands provide a seamless, integrated, and consistent customer service experience across channels.” This means customers should be able to reach you by phone, email, social media, and even in-person. But a desktop experience isn’t enough to satisfy customer demands…

Your website and all of your customer support materials, from FAQs to live chats, should be optimized for mobile users. Software Advice discovered that “63% of U.S. adults use mobile devices at least several times per month to seek customer support” while at the same time “90% have had poor experiences seeking customer support on mobile.”

Not good. To remain competitive, retain customers, and provide an outstanding experience, you must have a responsive website design that allows customers to reach out on any device.

5. Respond to Customer Requests ASAP

Not only do customers expect to reach you from anywhere, but they also want their questions answered as quickly as possible. After surveying over 1,200 consumers, Toister Performance Solutions recommends responding to customer requests within 1 hour, which will satisfy 89% of all customers. That goes for email, Facebook, and Twitter. But most companies don’t even come close to responding that quickly.

Super Office found that 62% of companies don’t answer customer service emails and if they do, it takes 12 hours and 10 minutes on average to respond. That’s just dismal service.

There are a number of things you can do to improve your response times:

[Bonus] Customer Service Best Practice: Communicate Visually

customer care practices
An often overlooked way of providing amazing customer support is through pictures and videos.

When a customer service agent finally does respond to customer requests, they usually end up writing out one answer after another. And if the customer finds their explanations confusing, the agent has to type out yet another long response trying desperately to clarify. But words aren’t the only form of communication; in fact, they’re becoming increasingly obsolete.

WebDAM compiled a bunch of fascinating statistics that suggest visual communication is the way of the future:

If your customer support team mostly relies on text-based communication, your customers are likely having a harder time understanding answers, implementing solutions, and feeling good about their experience.

Here are a few things you can do to change that:

To get started communicating visually, look no further than CloudApp.

CloudApp brings an annotated screenshot tool, GIF creator, and screen recorder to the cloud in an easy-to-use, enterprise-grade app so you can quickly create and share visual content.

We help customer support teams:

Learn more about CloudApp for Customer Support here.