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Phone: 615.965.2465  PO Box 344 Mt. Juliet, TN 37121

Thankfulness

Lori Miller, President, Tooty Inc.

When I reflect on each person that makes up our team here at Tooty, I am thankful on a deep level.  I know how 2020 has affected them, what they have had to overcome, and the super-human effort required to produce an excellent product every day. 

Every organization has a similar testimony of their team’s resilience,  persistence and unity.  I reached out to some of our Tooty customers who were more than willing to share why they are so thankful for their teams. Be encouraged.

Pamela, New Mexico

I am thankful how the team has come together and even though we are physically distanced we are

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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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Do Unhappy Customers Scare You?

What is more intimidating than an angry customer complaining about service? An angry business customer complaining about service! Customer service and sales representatives have confessed that they are nervous when they hear a harsh tone of voice or have a business manager complain that he has called multiple times for the same thing. Costly short-cuts and ineffective solutions are used to get the unhappy person off the line as quickly as possible. Your team can confidently interact with the customers and provide right solutions, but it will take training and teamwork between the departments. It also means everyone needs to take an honest look at the difficult conversations your representatives are having each day and decide upon the right processes and solutions.

Using Tooty to Test Your Team
Do you regularly have customers (internal or external) asking to speak with a manager because they feel they aren’t getting answers or that the representative had a bad attitude? Not all customers are irrational and not all of your representatives have bad attitudes. The truth and the solutions can be found through a tried and tested process of using our secret shoppers to make calls into your departments. Testing each person on the same challenging situations allows you to determine who your best people are, what additional training is needed and whether a certain process is working or not. Tooty has the expertise to evaluate and train the following departments:
• Customer service
• Inside sales
• Operations
• Collections/accounting
• IT/Help desk
• HR

If you have a call monitoring program in place, Tooty has the expertise to evaluate those calls and provide you with fresh insights and new training tools. If your team needs some extra help in handling difficult customers, take the time to role-play demanding situations. The practice is necessary to overcome nervousness.
One customer recently commented that because Tooty secret shoppers projected difficult attitudes in the calls it has helped her to flush out specific areas that her staff needs to work on. Our classroom training is fantastic and helps to overcome the fear of dealing with difficult people. We have great tips including phrases to use to calm a difficult person and point out certain things you should never say to an unhappy customer. Most people have never been trained on how to use their voice to sound confident or calm, for example. Voice training is a regular part of Tooty training. A customer service manager recently shared that, “Tooty Training is excellent and the secret to our success.”

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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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