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The seven steps to customer satisfaction.
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1. Greet the customer. When you …(1)… a call from a dissatisfied customer
you need greet them in a warm manner. Thank the customer
for calling. Remember that when a customer calls to tell that
something is wrong it is your opportunity to put it right.
2. Ask what the problem is. You need to find out why they are calling. Simply
ask what the problem is and let them explain. You may not be
able to …(2).. the problem. Don’t say “I’m sorry, I can’t help”.
Instead explain to the customer that you cannot help them and
ask for their telephone number so that somebody can …(3)…
them...(3)…. Sometimes the customer may want to wait
while you …(4)… them …(4)… to the correct department.
3. Listen carefully. Remember the customer may say a lot. You need to
listen and try not to …(5)…. An angry customer may take a
long time to explain what the problem is and so it is very
important that you stay calm and that you don’t …(6)…
It is a good idea to take notes so that you are 100% clear about
all of the details. Ask questions if they are not telling you the
information you need to know.
4. Define a solution. Once the customer has finished explaining the problem,
use your notes to check you have understood the problem
correctly.
5. Suggest a solution. Now that you all of the details of the problem you can
suggest a solution. Don’t blame another department. Make an
apology and suggest a solution. The customer may ask you to
refund their money, they may ask for a …(7)… on their next
order or they might ask to …(8)… the goods that they bought
for other items. You also must be realistic. Don’t promise to
deliver 10, 000 new parts for next week if it cannot be done.
The customer will be even angrier next week when the parts
don’t arrive.
6. Confirm the solution. Once you and the customer …(9)… confirm
it so that both understand what has been decided. Make sure
that the customer knows exactly what you are going to do and
when you are going to do it.
7. End the conversation. Now that the customer is happy you can end the
conversation. Thank the customer again for calling. It is a
good idea to let the customer …(10)… first, as this gives
them a final chance to add anything.
Unit 5
2. Read a software helpline conversation and answer the questions.
1. What is the customer’s problem?
2. What help does the operator give?
Helpline: Thank you for calling the Superword helpline. Please hold the line.
Dean: Good morning. Dean speaking. How Can I help you?
Customer: Oh, good morning. Yes, your program isn’t working properly.
Dean: Oh, I’m sorry to hear that. What exactly seems to be the problem?
Customer: Well, the thing is that I can’t put those automatic table thingies in my documents.
Dean: I’m sorry. It’s not a very good line. Could you speak up a little?
Customer: Yes, sorry. I’m on my mobile. Is that better?
Dean: Yes, that’s much better, thank you.
Customer: All right. Anyway, I was just saying I can’t insert those tables.
Dean: Oh, I see. You’re having trouble with importing spreadsheets into
a Superword document?
Customer: Yes, that’s right.
Dean: All right. I’ll put you through to our spreadsheet specialist.
Customer: Thank you.
Dean: Hello?
Customer: Yes?
Dean: I’m sorry, the number is busy. Could I ask her to get back to you
in a few minutes?
Customer: Yes, that’s fine.
Dean: OK, then. So, you are on 0680 4252322?
Customer: That’s right.
Dean: And could I have your name please?
Customer: Wyndham, Delia Wyndham.
Dean: Is that Wyndham with a “y”?
Customer: That’s right. W-Y-N-D-H-A-M.
Dean: Thank you, Ms Wyndham.. I’m sure we’ll be able to sort it out.
Customer: Thank you very much.
Dean: Not at all. Goodbye.
3. Read the conversation above again and find expressions that mean the same as:
1. I’m just putting you on hold for a moment.
2. This is Dean.
3. What can I do for you?
4. Could you explain the problem …
5. The line’s bad.
6. Can you talk a bit louder?
7. I’ll connect you to …
Unit 5
8. The line’s engaged.
9. Can I get her to call you back?
10. So, your number is …
11. What’s your name please?
12. You’re welcome.
IMPROVING A CONVERSATION
Task 1. Read the conversation. Decide how the conversation could be improved.
Write your improved version.
Helpline: Superword helpline, wait a minute. Yeah? What’s your problem?
Customer: I’m having trouble with PDF files. I can’t print them.
Helpline: What? I can’t hear you.
Customer: I said I can’t print PDF files.
Helpline: Oh, I don’t do PDFs.
Customer: Well, could you connect me to someone who does?
Helpline: Can’t. The PDF expert’s gone out for lunch. Dive me your name
and we’ll call you later.
Customer: Oh, all right.It’s Gearhirt, Jamila Gearhurt.
Helpline: Er, come again?
Customer: That’s G-E-A-R-H-I-R-T.
Helpline: OK.
Customer: All right. Well, I’d appreciate it if you could call me as soon as
possible. Goodbye.
Helpline: Yeah, right.
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