A company that cares about customer service sends an apology when it inadvertently sends emails improperly addressed. For example, the JetBlue email I got this morning that apologized to customers for a systems SNAFU  yesterday:

A company that doesn’t care about customer service can’t fix an error in the database used by its email marketing vendor, even after multiple requests from the customer, as reported in this post about my listing in the Avis email database. I got so sick of getting emails addressed to: GETGOOD that I unsubscribed and now primarily rent from Hertz.

A company that cares about customer service looks at the lifetime value of the customer, does what it can to make the customer happy when there’s an issue and follows up afterward.  One that doesn’t won’t refund a $16.00 purchase of screen protectors that wouldn’t go on properly because you no longer have the original packaging.

In this case, it’s Verizon in both cases, but it’s the difference between Verizon customer service online (which has been GOOD whenever I call) and the local Verizon store. Customer service knows how much money we spend with Verizon for FIOS TV and Internet, a landline, a MiFi and three cell phones, two of which are smart phones with an Internet plan. The local store doesn’t give a tinker’s damn unless we are upgrading our phone.

How do you tell the difference between a company that cares about your business and one that doesn’t? And what do you do about it?

Earlier this week, a customer service nightmare erupted for Maytag when popular blogger Heather Armstrong, “dooce,” tweeted her frustration with the company’s service, or lack thereof,  to her one million plus Twitter followers.

The incident raised more than a few issues, from whether celebrities have a greater responsibility for restraint in their use of social broadcasting tools like Twitter, to just what IS wrong with customer service in this country. We’ll take each of these in turn, but before you read my analysis, if you aren’t familiar with the tale, read these posts:

• @dooce summarizes the tale, along with its relatively happy ending in Containing a capital letter or two
• @sundry, another  highly respected mom blogger, clarifies her concerns about Armstrong’s use of Twitter in  To clarify
• @mommymelee provides some perspective on using our powers for good in What would Peter Parker do?
• And do a quick Twitter search on #maytag.

The Celebrity Effect

It’s a well-known fact. Celebrities get better customer service than the rest of us. If Caroline Kennedy, Oprah or Madonna called Maytag customer service, they probably would have had a better outcome than Heather Armstrong, even if the telerep were in Bangalore not Brooklyn. There’s real-world celebrity, and there’s web celebrity, and the reality is very few web celebrities cross that chasm.The digerati know who we, and they are, but the public at large, no.

As a result, corporate policies and processes are still trying to catch up with the effect of the web, and the social broadcasting tools at our disposal. They don’t have a good answer for Heather Armstrong or Dave Carroll (United Hates Guitars) because they don’t understand how online influence works.

Here’s the scary reality: a little influence and a good story is enough. Sure, Heather Armstrong’s one-million followers made it happen faster but even someone with far fewer followers can precipitate a customer service nightmare.

Yet, most customer service organizations are still operating under a policy that doesn’t understand the impact of social networks. I completely understand not wanting to respond to “blogger blackmail” but increasingly by the time there is more proof, it’s the VP of Customer Service and the CMO dealing with the problem, not the line.

Social networks give us all far more influence than we had before. Our words are amplified.

Responsibility and influence

Does that mean we have to exercise greater care with our online influence? I think yes. While I understand the frustration that leads to TWEETS IN ALL CAPS, Twitter is like the game of Telephone. Unlike a blog post, in which we can explain, a tweet starts with only 140 characters, and as it is retweeted, original meaning can be lost. Even if we link a post, the original link can be lost.

That doesn’t mean we aren’t allowed to tweet about customer service frustrations. We are. It does mean we have to weigh our influence before we speak, and do our best to tell the story, not just vent. Whether we have a one million Twitter followers or merely a few thousand.

We also need to collectively guard against the mob mentality. Sure, we can sympathize with a fellow blogger, but the Twitter pile-on can be a bit excessive.

Think. Before you tweet. Before you retweet. Before you respond.

The fundamental customer service problem

At the end of the day, no one should be so frustrated with customer service that they feel they need to tell 100 or 1 million of their (closest) Twitter friends. Yet it happens everyday. If it did not, @dooce’s fans would not have been so ready to jump on the maytag-hating bandwagon. It isn’t just that they love her, and she had a problem. They can identify. They’ve had a customer service nightmare too.

We know from research conducted by the Society for New Communications Research  that people are increasingly willing to share their customer service experiences online. We also make purchase decisions based on the experiences of others.

That, combined with anecdotal evidence like the #maytag twitterstorm, would indicate that it is well past time for companies to develop a better response to online criticism than “sorry” and throwing tons of resources at high profile problems.

Even better, why not anticipate, and avoid, potential problems. You know, with better customer service.

Wouldn’t that be nice?

I like Avis well enough. They generally have reasonable prices and decent availability for the places I wish to go. But I am irritated that they have my name wrong in their promotional database — they have my first name, Susan, as my surname and my surname, Getgood, as my first name. Hence, the somewhat rude sounding salutation in the email subject line above (received today).

This would be mostly amusing, except that at one point, it prevented me from renting cars online with Avis because my Wizard number and login didn’t match in the customer database. So I contacted customer service, via email of course because the database errors prevented me from using any online mechanisms. After much back and forth, we managed to get the customer record and online login fixed. I’m pretty sure I can rent cars from Avis online, although I haven’t had the need to do so since; it was a family trip and easier to just use my husband’s account.

Apparently they couldn’t propagate the change to whatever vendor or department handles the mailing list, because sure enough, the next email campaign cheerily advised “Getgood” that I could do something or other with Avis.

So I contacted customer service again, because it just annoys me to be called by my last name, which is when I learned that the two databases were — ta-duh — separate. The customer service rep told me she’d pass the word along but there was nothing she could do personally to fix it.

DISCONNECT.

And still not fixed. Promo emails from Avis continue to be addressed to Getgood.

That makes it more than a disconnect. It’s borderline stupid.

Clearly, someone isn’t trying harder.

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My previous post on the customer service disconnect

The customer service disconnect is not an unintended/accidental hang-up. Nor is it the insidious phenomenon that influential bloggers and tweeters seem to jump to the top of the queue while others languish. The “celebrity” effect has always existed, to one degree or another. Funnily enough, with social media, it has extended to a broader circle, beyond the famous to the “niche famous” like digital celebrities and other online influencers. That sort of makes it more democratic

The customer service disconnect is a far more disturbing side effect of the rise of online & social media marketing.

Specifically, it’s the disconnect between the online marketing, community engagement, shopping bots, live chat consultants and interactive advertising we experience BEFORE we purchase a product, and the lack of similar options AFTER we buy. When the only way to get satisfaction for a customer issue is to call or email the service department, and then wait, on hold or for a reply.

Customers don’t have different pre- and post-sale expectations about the product and their experience with the company. We buy a product and we expect a seamless experience. We also expect our vendors to treat us as well as customers as they did when we were prospects.

Which of course doesn’t always happen. Cell phone companies are notorious for giving better deals to new customers. Software companies often have better deals for new buyers than upgrading customers; sure, they’ll extend the better price if the customer asks for it but you have to know, to ask.

Unfortunately for the companies, it’s a whole lot easier to know all the offers on the table, for whatever sort of product, than it ever was before.

And consumers are increasingly frustrated by having to use old media to rectify problems or complete transactions, when the bulk of the interaction is on new media.

Some examples of the frustration

My son recently signed up for an online site that uses some of his personal information. Under COPA (Child Online Privacy Act), a parent has to extend permission for children under age 13. But the only way to do it was by fax or snail mail. Total disconnect for my son (and my husband and I too). Twenty-four hours later, the permission had still not been processed and my son was pissed that he couldn’t play on the site.

Catalog retailer Lands’ End does a super job all around –  online marketing and customer service. Have a question while shopping? Use live chat to ask your question.  Need to change an order that hasn’t been shipped? No problem. Many post-sale transactions can even be done online. When you do have to call, the telephone reps are courteous, helpful and you never have to wait.

But, good as it is, recently I had a transaction that showed that even the best have room for some simple improvements in the connection between marketing and customer service.

I’m a regular Lands’ End customer. I’m on the mailing & email list and have an account and stored preferences on the site. I’m in their system, full stop. This spring, I placed an order on a Friday evening. The same weekend, on Sunday, when I opened my email, there was a promotional email for Free Shipping, starting that day. I phoned customer service, asked for the free shipping to be applied to my order and it was with absolutely no problem. Great customer service.

Even better though would have been an email that Sunday morning telling me that because my order was placed within 48 hours of the start of the promotion, it was automatically applied and my shipping was now free. Would I like to add some items? That would be superior, unforgettable customer service.

It’s not easy

It’s not easy breaking down the functional barriers between marketing and customer service, no matter how good the company is. The larger the company, the firmer and broader  the barriers between the silos. At a small to mid-sized company, odds are the players all know, or at least know of, each other. The disconnects may occur but it’s easier to sort it out when your desks or departments are side by side.

Scale up and up and up to the multi-national consumer products companies. Many outsource first line phone support and customer service lines to India and other countries with large employee pools and lower wages. But even if the functions aren’t separated by a thousand seas, often they might as well be.

Organizational barriers, language barriers, corporate politics, reorgs, workforce reductions all play a part, but the truth is that customer service and marketing probably don’t speak with each other enough. Once a year, maybe twice a year at an annual meeting that is often more a dog and pony show than an opportunity to solve mutual problems. Each side takes their assigned pieces of the puzzle and regroups internally to figure it out. Report back next year.

I’m being deliberately harsh and stereotypical. I know that many companies already try to punch through this wall in a variety of ways — multi-functional task forces, employees chartered with facilitating cross-functional communications, CRM systems that make information available across the enterprise.

I just don’t think what we’re doing so far is going to be enough in a world where one customer problem aired on a social network like Twitter or Facebook can spark a customer service conflagration. And the fire spreads pretty fast. You don’t have days to respond. If you’re lucky, a few hours. These customer brouhahas also seem to erupt on the weekends — for example, Motrin Moms. Makes sense, right. That’s when most people are catching up on their personal stuff.

Solution?

I don’t have one. Because there isn’t a one-size fits all solution here.

What is clear though is that marketing and customer service cannot waste time arguing about who owns the customer relationship. They have to put their heads together to figure out how to satisfy it in the new reality.

That may mean cross functional teams tasked with cooperating on a daily, not annual, basis. It may mean new Customer departments staffed with experts from all the disciplines. It may mean figuring out how to use the CRM system as more than a sales/marketing database.

There are as many possible solutions as there companies; every one will be different. Even if they make exactly the same products, the people are different. Within the firm and without.

In the end, it’s all about people. And our expectations.

What we don’t expect is a customer service disconnect.

Part 7: Tweet, tweet: Microblogging considerations

Microblogs like Twitter are getting a lot of attention these days, in no small part because some big companies are using them to talk to their customers. If you are considering it, here are the key considerations:

• Are your customers there?
• Do you have the bandwidth to staff this rapid fire communications channel?
• Can your reps take action to solve any issues? Sympathy is nice but people will want solutions.
• Popular microblogging services frequently have availability issues. What alternative channel will you provide the users and how will they learn about it?

Part 6: Communities: Should you start one?

If your customers are already congregating online, in Twitter or Facebook or a private community, the best thing to do is to start participating there, following whatever guidelines the members set out for your participation. It may be your product, but it is their place. They aren’t going to want product pitches; they will want participation and they’ll likely expect help.

Before you build your own community, which can be an expensive proposition, make sure that your customers really want one. If there isn’t one already, the reason may be they don’t want a special place to speak with your company and each other online. Unless you are absolutely certain that your products engender that kind of loyalty, start small. Perhaps with a forum or suggestion box.

Starbucks and Dell have taken the suggestion box to the extreme, building sites on which customers can make public suggestions and vote on the ones they like best, but you don’t have to have something that complex. Start with a simple email alias for suggestions, and be sure someone responds quickly. What works about the Starbucks and Dell sites isn’t the voting. It’s that the companies are responding and taking action on suggestions.

Regardless of how much or how little technology you use, the key ingredient in customer care will always be the people interacting with your customers. Technology, whether the telephone, email or Twitter, is just the tool we use to do it. And the keys to success are the same as any other business endeavor: honesty, patience, consistency and commitment.

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And that brings us to the end of the main article. There are two more short posts to follow on Sunday: microblogging considerations (Part 7) and some recommendations for next steps for both individuals and customer service groups just getting started with social media (Part 8).

Tags: Starbucks, Dell, customer satisfaction, community

Part 5: Comments. They’re what keep you up at night.

Without a doubt, the issue at the forefront of most customer care professionals is how to respond to comments, whether on your own company’s blog or elsewhere. You are really worried about the negative ones. This is not only a real concern but also a realistic one.

Some folks out there are crazy and there’s nothing to be gained by engaging with them. The good news is, the Internet is a fairly self-correcting environment. If someone is talking trash about your products without cause, the community tends to self-police.

Some, hopefully many, comments will be positive. More importantly, the conversation will happen with or without you. The only thing I can guarantee is that if you make no effort, nothing will change. But if you do, your customers will notice.

When people say positive things online about your company and products, thank them. When they criticize or have a problem, respond. Solve the problem if you can. If you can’t, develop the mechanisms in your firm so you can escalate the issue. If there is no solution, explain, clearly and honestly. The customer may not be happy, but the rational ones will appreciate the response.

Depending on the situation this conversation could happen publicly on a blog or microblog like Twitter or privately in email. Choose the response that fits the situation and your company culture. What matters is that your customer spoke online and you heard him.

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Update: Netflix recently demonstrated that it is paying attention to its customers when it rescinded a decision to remove a popular feature after customers protested online. Hat tip to Sandra. 

Next up: Part 6, Should you build a community?

Tags: blogs, social media, customer service

Part 4: What should customer service and consumer affairs do?

You’ve decided that some involvement in social media makes sense. But what should you do? I recommend a phased approach that I call the Four Ps of Online Engagement:

• Prepare
• Participate
• Pitch or Publish

Let’s take them in order. First, you need to prepare by listening to the online conversation. Monitor the blogosphere for mentions of your company name. Find out who is writing about your products and industry. It’s a virtual, informal focus group that lets you take the pulse of your key constituents. You can do this monitoring on your own, using Google, the Technorati blog search engine and a myriad of free tools that do everything from track Twitter  to measure the impact of a blogger’s posts.

Or you can get some help. There are many third party options available, at various price points, from the custom and often costly monitoring programs developed by companies like Cymfony to do-it-yourself dashboards that assemble the information for analysis such as those offered by KD Paine & Partners and Radian6.

If you do proceed with a social media effort, these same tools can also help with the measurement of results, but don’t confuse the two steps. Initially, monitoring is done to assess the commentary about your company and products so you solve the right problems. Ongoing measurement is about results. Have you achieved whatever objectives you set for your social media effort?

Once you know what’s being said about your company online, and by whom, you can start thinking about how to participate in the conversation. This can be anything from simply replying privately, to posting public responses when and where appropriate, to starting a blog, as Dell did, to make it easier for your customers to communicate with you. All of these are perfectly acceptable responses.

The most important thing to remember about engaging publicly is that you have to be able to take action. Sympathy and empathy are a good start, but they are not enough.

Also, keep in mind that not all commentary is negative. When you start listening to what your customers are saying online, you might find evangelists who love your company and products, and are already sharing the love with the people who read their blogs or listen to their podcasts. These folks are a great channel for sharing information with other customers, and nothing would please them more than a little recognition and communication from you.

The final phase of online engagement is actively telling the company’s story, versus simply responding to the ongoing conversation. This is what I call pitch or publish. The company may choose to publish a blog, launch a community or start a proactive program of outreach to bloggers. For most companies, these efforts will be part of the marketing or corporate communications functions, but if your firm is considering one or more of these strategies, I highly recommend that customer care professionals get involved or at least stay informed. Guaranteed, whatever the company does will impact customer satisfaction, one way or the other.

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Next post, Part 5: Comments. They’re what keep you up at night.

Tags: blogs, social media, customer satisfaction, customer service, consumer affairs

Part 3: Impact of Social Media on Customer Care

Customers are engaging with social media. So are many companies. For example, nearly 12 percent of the US Fortune 500 companies have a blog of some kind. The benefits that accrue for both individuals and companies include deeper relationships with peers and customers, increased awareness of the brand, whether personal, professional or corporate, broader and deeper professional networks, improved search engine rankings and increased traffic to the website.

But what about the specific impact on customer care? How has the social media explosion changed the playing field for customer service and consumer affairs professionals?

As noted earlier, postings on customer care experiences influence purchase decisions. In the SNCR study, 74% reported that they choose companies and brands based on others’ customer care experiences shared online.

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Source: Society for New Communications Research, Exploring the Link Between Customer Care and Brand Reputation in the Age of Social Media

The SNCR study also reveals an opportunity. While consumers feel that one person can influence many about a bad customer care experience, only 30% of the respondents thought that businesses take customer opinions seriously. And that’s the opportunity – to start listening and acting on what customers may be saying online.

Source: Society for New Communications Research, Exploring the Link Between Customer Care and Brand Reputation in the Age of Social Media

This is a scary idea for many — indeed most – companies, mostly because we tend to focus on the negative. And there is negative, no question. There aren’t many people in business who don’t know the story of Dell Hell, and how one prominent blogger’s negative postings about Dell customer service exploded into a serious PR problem for the computer maker in 2005.

However, it’s not all bad. Customers leave unsolicited positive comments about the products and services they love every day on blogs, review sites and discussion forums. And for the most part, companies are just as silent.

But not Dell. The company launched its Direct2Dell blog in July 2006 to engage directly and publicly with customers about problems. Though the blog had a rocky start, Dell succeeded in showing even its most severe critics that it was both paying attention and acting on customer feedback. The company monitors consumer sentiment in the blogosphere and has seen its negative rating decline from 49 percent negative in August 2006 to 21 percent negative in January 2008 (Source: Presentation at New Comm Forum 08 by Richard Binhammer, Dell)

There are two very important lessons from the Dell experience. First, top management support is absolutely essential. Customer feedback must be actionable. Dell had that support from Michael Dell. Second, your best customer is often the formerly unhappy customer. Jeff Jarvis, the blogger who launched Dell Hell in 2005, wrote a positive piece about the company’s efforts for BusinessWeek in October 2007 and commented on his own blog Buzz Machine:

“After giving Dell hell two years ago, I may well be accused of throwing them a wet kiss now. It’s a positive piece. But it’s hard not to praise them when they ended up doing everything I was pushing in my open letter to Michael Dell. I’m not saying that I caused that, just that we ended up agreeing and they ended up seeing the value in listening to and ceding control to customers. They reached out to bloggers; they blogged; they found ways to listen to and follow the advice of their customers. They joined the conversation. That’s all we asked.” (October 18, 2007)

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In part 4, we’ll discuss what customer service should do about and with social media.

Tags: blogs, social media, dell

Part 2: Social Networks, Communities, Aggregators and Wikis

The third social media space where you will find your customers are social networks. These range from public networks like LinkedIn, Facebook, Flickr and YouTube to private branded networks. You need to understand if your customers are actively engaged in these networks, and participate accordingly.

The easiest way to understand LinkedIn and Facebook is to understand their roots. LinkedIn started as a way for business professionals to connect with each other through mutual connections. Facebook, as the name implies, was the Internet version of the ubiquitous college facebook. Although it started as a closed network for college and high school students, it’s been open to the general public since 2007 and really exploded that spring. Both networks offer numerous interactive features and interest groups in which members can collect around shared interests.

Flickr, YouTube and similar networks are more specific to a certain type of interest; Flickr is photography, YouTube is for video clips, and so on. Conversation happens but it is about the photo, about the video clip.

For the most part, though, these public social networks are more enablers of conversation and community than places where folks “hang out” for any length of time. In my opinion, they have a flatness that stems from their primary role as conveyers of information. However, you need to understand how your customers are participating in these spaces. Some Facebook and LinkedIn groups are very active; if your customers happen to have joined together in one, you should be aware and act accordingly.

Private branded communities, enabled by social software like Ning, let anyone build a community around a set of shared interests.

Companies may also launch their own communities using enterprise-level software. For example, Saturn recently launched a community that exceeded its six-month estimate of signups in the first three weeks.

When these communities succeed, whether consumer-driven or company supported, the conversation and engagement level is generally quite high because the distraction factor of other interests is absent.

Some of the other social media tools and terms you may hear of:

• Aggregators or memetrackers like Memeorandum and Tailrank collect the most linked/talked about posts of the day and present them in a threaded format – the original post and the follow-on ones so you can follow the online conversation. Another news aggregator site is Digg, which uses a voting system to promote articles to the front page.
  
• Wikis are simply websites edited by a group versus an individual using specialized software that tracks changes, updates and access rights. The best known public wiki is Wikipedia but increasingly wikis are used by companies for internal project management and support knowledge bases. You will often find them built into online communities.
  
• Podcasts and videocasts are online radio or video shows. They are typically pre-recorded. Unlike streaming audio or video, listeners/viewers can download the show to their computer or a portable device like an iPod and listen or watch whenever they want. Users can also sign up for regular updates.

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In part 3, we’ll discuss the impact of social media on customer care. If you’d like to read more about customer service issues, please check out my client Caras Training’s blog  For the Face of Your Business. Principal Ronna Caras has been focusing on customer service of late, and I think you’ll enjoy her perspective. I certainly do!

Tags: blogs, social media, customer relations, customer satisfaction