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Training and Coaching Difficult People

 Lori Miller- President of Tooty Inc.

When it comes to training and coaching difficult people, I find the same personalities, the same defenses, push back and questions.   Managers and supervisors have similar frustrations as they try to balance providing personal attention to one person while maintaining standards for a team or department. A key goal with training and coaching is to help individuals overcome self-imposed roadblocks in order to move forward.  The Tooty Training® program is an effective way to develop individuals into industry and customer service experts.

Common

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Making Waves in Customer Service

It is such an honor for us here at Tooty to interact with and listen to so many amazing customer service representatives each month.  Whether we are making old fashioned secret shopper calls or evaluating recorded customer calls for our clients, we find some amazing experts who also love interacting with their customers.

Those who are bi-lingual representatives and switch from one language to another throughout their day are exceptional and I had the opportunity to showcase one of the best bi-lingual representatives in Canada during a recent presentation to sales and marketing students at Chicago-based

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Develop Your Inner Detective

Customer service is often measured by the niceness factor of the person talking with the customer. However, how good we are at solving problems really has more weight.  A good detective listens and writes down verbal clues, makes note of the subject’s demeanor and directs the conversation. The first 15 seconds of a call is full of clues you can use to sell service and solve customer issues.  How much attention are you giving to the first 15 seconds of your conversations?

Before your customers call, they have decided what they will say to you when you answer.  They have ironed out how they

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The W.A.V.-Wording, Attitude and Voice

I had the opportunity to speak with 100 marketing students at a prestigious Chicago university this week. I asked them if they knew what the W.A.V. was and one student sheepishly raised his hand to share that the wave was something the crowd did at a sporting event. He gave me the perfect opening to explain that the W.A.V. represented wording, attitude and voice which are used strategically in marketing and sales efforts. My objective was to show them that their personal W.A.V. would affect their future. The students had 3 specific “ah hah” moments and we can learn from them, too.
The Phone Interview
A panel of students was instructed to assess the Wording, Attitude and the Voice of a job candidate as they listened to less than 1 minute of a phone interview. They had to decide on whether they would offer the candidate the job based on his W.A.V. The panel and all the students were unified in their assessment and decision to not offer the candidate the job because:
1. His wording showed he was only interested in himself and what the company could do for him.
2. The attitudes he projected were bored, tired and sarcastic.
3. His voice was monotone and lifeless which made anything positive he may have done in the interview to go unnoticed.
The “ah hah” moment for the students: A diploma isn’t enough to get the job.
Sales and Marketing
Several students were given the role of salesperson and they were provided a scripted phrase to deliver to the group using their voices to project a specific attitude. The group of students who were the observers needed to vote for 1 salesperson they would give their money to and they needed to be able to explain why.
Student #1- Used a perfectly worded statement to close on the sale but, the student sounded bored and tired. No one chose this student. Because of his lifeless voice they stopped listening and didn’t like him.
Student #2- Had a friendly voice and attitude as she said, “The price is $250.00. Is there anything else I can help you with?” Half of the students really liked this approach although they weren’t sure if they would have given the student their money. But they liked the salesperson!
Student #3-Projected a caring attitude but, had disastrous wording for a salesperson. “Do you want to start service or call around for other prices?” Most students thought this was the most considerate approach and would have taken the advice given and called the competition.
I did tell the students that if student #3 worked for me he would have been fired for intentionally sending my prospective customers to the competition. That got their attention! Words matter.
The “ah hah” moment for the students: My W.A.V. matters and when the right words are partnered with a friendly attitude and confident voice it is easier to succeed.
Choosing Your W.A.V.
I wanted to help each person in this large group realize that what comes out of them, their W.A.V., demonstrates who they are. I asked the group if they had all heard their voices recorded and of course they said they had. I asked for a show of hands if they liked the sound of their voice and only 3 people raised their hands. There was a lot of nervous laughter. Each student had the opportunity to speak and share the two main attitudes they wanted to convey to others through their W.A.V. Both confident and knowledgeable were at the top of everyone’s list. Unfortunately, many of them sounded timid and tired.
The “ah hah” moment for the students: I may feel a certain way inside, but if I don’t work on my voice, I may alienate people or be passed over for opportunities.

For more information on Tooty Training™ for your team contact lori_miller@tootyinc.com.

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Inclement Weather Challenges Logistics Customer Service Standards

The winter of 2019 has been a nightmare from coast to coast. 25 degrees below zero in Chicago and blizzards on the west coast were only a couple of Mother Nature’s cruel tricks. Customers aren’t always understanding when it comes to delays in deliveries or services such as picking up their garbage. Often-times the only tool customer service representatives have at their disposal is to wait for updates on routes from the operations team and to hesitantly suggest service will be attempted “hopefully tomorrow”. We should be better prepared. We can surprise our customers with our great attitudes and realistic solutions. Here are some suggestions that will help your team push through the rest of this winter and prepare for spring weather concerns.
Scripting:
Deciding on the right words to use is an important public relations step. We need to effectively educate our customers on how they can prepare, what they need to do and what they can expect during inclement weather. Your website, automated phone messaging and the information communicated by customer service representatives all needs to be in alignment.
1. Preparation- Remember to think like a customer and don’t assume an instruction such as “clear the area of snow and ice” will mean the same thing to them as it does to a driver. These great tips should be posted on your website with a date and be recorded as part of your initial automated message and on hold message for customers.
2. Customer to Do List- Restate your service recovery process and include a reminder to check your website for updates. With product deliveries or something such as garbage service, if your process is that you will attempt service the next business day or following week, and that you would like the customer to leave carts out or make sure bins are accessible, then include that.
3. Safety- Highlight your commitment to the safety of your drivers and your customers.

Tips for Customer Service
1. Make sure your entire team is updated on the status of routes (hour by hour) and when it is anticipated that service will resume. Problems arise when we use a robotic response such
as, “If we don’t service you today, we will attempt service the following day.” Are you providing a Friday customer their service on Saturday? Will a truck be in that town the
following day?
2. Don’t assume all reports of a missed service or delivery are weather related. Complete your assessment.
3. When a storm is anticipated, the customer service and operations teams need to meet and talk through a plan.
4. To tactfully exit a conversation with an angry customer use something such as: I understand your frustration and appreciate that you took the time to call us today. Our first concern
is that you, your neighbors and our drivers are safe. We will be checking road conditions throughout the day.

Remember, once winter has passed, we will enter spring and summer where rains, flooding, hurricanes and tornados will create issues. As Benjamin Franklin once said, “an ounce of prevention is worth a pound of cure”. Take the time to review what has not worked for your team and your customers in the past and craft a plan for inclement weather that will allow great customer service to out weigh anything Mother Nature sends your way.

If you need help with scripting or specific difficult customer situations, please reach out to me at: lori_miller@tootyinc.com or 708-478-5772. A recent attendee to our Difficult Customer Training session shared: I had an upset (not furious, but frustrated) customer call this morning, I was able to use the tools I learned yesterday and by the end of our call she couldn’t stop thanking me. Thanks again for hosting the call, it was very informative!

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I Hate Scripts

You and I have heard the declaration “I hate scripts!” more than once.  We aren’t going to dwell on why you or someone you work with might get angry at the mention of a script.  I want to point out what you and your team are missing when these great tools are left to gather dust on the corner of the desk.

Celebrating an individual’s improvement

Hunter is a CSR at the Orlando District and she has been with Waste Connections for almost a year.  Her Tooty scores were up and down and she was frustrated by the scripts.  During our coaching session together, she shared that she was

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Action Versus Intention

In customer service our attention tends to go towards putting out fires.  Goals for improving or changing a process are put on the back burner for so long that we forget we ever had goals.  It’s exciting and motivating to be able to share with you how others have been able to improve and innovate while handling the day to day demands that revolve around customer care. For all of us it is about taking head-knowledge, what we know about, and putting it into action.  

Let me introduce you to 3 women of action!

Cynthia has been a Customer Service Representative since 2016.  During the annual Tooty Training program, we focused on selling services- business to business.  The Tooty script is great, but CSRs admitted they may only get 1 or 2 calls for new service in a month and aren’t confident when it comes to recommending service.  I suggested that if there was someone who was talented with excel that the formula offered during training could be turned into an amazing tool that would allow a CSR or inside sales rep to enter in some details from the script and quickly determine  a service that would best fit the customer’s needs.  Cynthia not only offered to do it but, followed through!  The tool will also shorten talk time.

In her role as Customer Service ManagerDestini attended the webinar Tooty offers to managers.  The office had staffing issues.  Destini said, “Our jobs are more than head count and phone calls”, which is what she discovered after she used the work-time-study formula provided by Lori Miller to document the number of customers that came to the office, inbound and outbound calls and customer e-mails.  This data helped Destini and upper management make an informed decision about staffing.

Deana had been a CSR for just over a year before receiving the award as a 2017 Top 10 CSR in all of North America for Waste Connections. Her average for 2017 was 99!  Deana said, “If I can do it, I know that you can do it. Just use the tools provided and the sky is the limit!”  While on site providing one-on-one coaching to CSRs we noticed that small details that impact customer service and accuracy were not given attention.  Every CSR had a different level of knowledge and there wasn’t time to share facts during the day.  As the new Lead CSR, Deana took a Tooty suggestion to create a “Did you know” board where CSRs are incentivized to share what they learn each day- ah ha moments.  

We don’t get very far by thinking about or wishing for things to be better.  Action steps and deadlines make a difference. 

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Training Tip to Combat Defensiveness

What can you do with someone who is defensive and doesn’t receive feedback well?
Being defensive isn’t unusual. It is a very human and common reaction to criticism. My sister and I joke about the fact we weren’t raised to receive criticism as something that is helpful. It can be a slow process to change not only how you react but also to look forward to feedback. You may be working with someone who has years of practice defending actions versus looking for ways to use criticism to make improvements. Here are some suggestions to help both you and your team grow through criticism.

1) Share with your team that you will spend 2017 not as a defensive team explaining yourselves but as an offensive team that is looking intentionally for feedback to work smarter, enjoy your jobs more and to be more helpful to others. Consider creating a monthly award for the person who receives feedback and implements a change from it. Make your own “Spirit” award.

2) Practice receiving criticism. As part of your monthly coaching with each person, let them know you will be giving specific feedback to each and the rule for this is that he/she can’t respond to what is being said. No defense and no explanation. However, 1 question can be asked to clarify something. The individual must return to you within 24 hours to clarify what can be used from the feedback to improve and how it will be done. If you want to have the most impact, model this by asking your manager to do the same with you. Ultimately you need to listen to criticism and discern what is an actionable item and what is out of your control or may not have any impact.

“Critical friends see your strengths, want to move you forward, can change your mind, can make you smile.”, Anonymous.

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Preparing for A Price Increase to Your Customers

There is a lot that goes into implementing a price increase to your customer base. Operations, sales, accounting and many others need to coordinate what will happen and when. Customer service needs to brace for an influx of customer calls by adding additional staffing, some of whom may be temps or support staff within the office. Unfortunately, some leaders simply settle on a vague directive to the team that they should try to keep as much of the P.I. as possible. They leave the details of what will be said and done to the person taking the call. It has been my observation that sales people talk too much and give up too much and that customer service representatives get nervous and go right into rolling back the price completely. Here is an example of a conversation I witnessed during a customer’s price increase.
Customer: I noticed there is an increase on my invoice. Can you explain that to me?
Representative: Sure- I see you did get an increase and that you have been our customer for a long time. I can actually roll that price back to what you were paying before. Is that okay?
Customer: I am happy to have you do that, but I was only calling to verify what the increase was about and to adjust our purchase order. I wouldn’t have argued about it because I haven’t had an increase from you and you do a good job for us.
To prevent this catastrophe from happening at your organization you need your team to be prepared. Remember that for most customers price is A factor in decision-making but it isn’t necessarily THE factor. Helpful and knowledgeable representatives partnered with dependable product or service makes price a detail to discuss versus an obstacle to overcome.
Here is your P.I. preparation check list.
Scripts– Let Tooty create some effective and concise scripting for those who answer your calls. Often times sales leaders provide talking points, and too many of them, which don’t translate properly in a conversation.
Training– Both sales and customer service representatives need to practice how they will handle these conversations. The practice will boost confidence and your ability to maintain your increase. Tooty offers customized classroom training and interactive webinars. We also recommend that the training is scheduled within a week of when the invoices with the increase will hit the streets. The timing of the role-play practice needs to be as close to the expected time for customer phone calls as possible.
Strategy for new customers– You may have competitors who are also increasing their rates and their customers are calling you to compare prices. Be prepared to win those prospects.
Celebration– Share your goal not only with sales, but customer service. What will you do to celebrate your team’s success?

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Scripts, Secret Shopper and Training

A few years ago I had a prospective customer tell me that they did not need the services that Tooty provides because they had the best customer service he had ever witnessed. He added in that the customer service department was well-run, sales were up and their customer satisfaction scores were all above average. The conversation reminded me of a scene from the movie Elf where Will Ferrell burst into a coffee shop shouting congratulations because he saw a sign outside that stated, “World’s Best Cup of Coffee”. He took the sign at face value and thought the claim was true. The expression on the faces of both customers and employees revealed the truth. The only one who thought they served the world’s best cup of coffee was the coffee shop owner.
In today’s marketplace customers no longer accept company slogans and promises as truth and you should not assume that you and your team are as good as you can be. That is exactly why you need help from the team at Tooty Inc. While Tooty is most known for our secret shopper programs and innovative classroom and webinar training, we have a very precise process of evaluating actual customer experience and employee performance for those businesses and organizations that interact with new and existing customers primarily over the phone. We are a tested and trusted resource for executives who aren’t satisfied with past or present results and want specific ways in which to improve sales, retention and customer satisfaction which can’t be done with a slick new tool, but through improving employee skills, knowledge and performance.
1) Secret shopper calls provide an opportunity to learn what really happens when new customers call in inquiring about your product or service or an existing customer calls with a question or concern. Hold time, your automated message and transfers can impact what the customer perceives about your company long before someone answers. The questions asked and information given may be different from person to person sending mixed messages and confusion to your customers. You may believe you have a great sales process, but could discover that those who talk with your customers have created their own sales process that isn’t effective. Opportunities to provide solutions to your customers can be mishandled which can escalate to cancellations and other escalated issues. Every customer conversation is full of opportunity. Every employee deserves respectful and constructive feedback in order to increase knowledge and effectiveness while representing your organization. Call monitoring is also available if you have a phone system with this option.
2) On-site evaluation allows me to spend time with your customer service and sales representatives along with dispatchers as they talk to customers. This side-by-side time provides real detail on what happens from the moment a customer calls to the completion of the request. You may have great tools and processes that aren’t being used. For example, “I am going to send Joe an e-mail about this versus creating a work order that may get him in trouble.” I am able to provide critical input on how your team manages call volume, whether you have the right people on the phones and whether you have the right number of people to effectively handle both phone and e-mail requests from your customers. This on-site evaluation partnered with secret shopper calls and evaluations allows you to benchmark where your team currently is, clarify where you want them to be with skills and performance, and create a training plan to get there.
3) Scripting is best defined as a step by step process to handle customer conversations effectively. Scripts get a bad rap, but when used in a positive way they help insure that customers receive consistently amazing service. Scripts make new hire training easy and provide employee performance evaluations with clear scoring guidelines. We are experts at making great scripts for sales, dispatch, service issues, retention, collections and more.
4) Training should be ongoing with the intention of developing your customer service, sales and support staff into a better version of themselves year by year. We customize training based on your company or organization’s brand, your product or service and where you want the team to be in the future. Classroom and interactive webinars are available. Tooty training is fun and thought-provoking.

Our goal as a company is to uplift, encourage and help you and your team be better today than you were yesterday.

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