Duns # 607290574       
Phone: 615.965.2465  PO Box 344 Mt. Juliet, TN 37121

Customer Feedback

Can I share that we just LOVE the one-on-one coaching sessions we have with our customers’ representatives?!  Whether it is someone who is brand new to the company or organization, someone being trained as a back-up person to customer service, or someone who is struggling and needs extra help, we strive to uplift and encourage each person while we teach and train. 

Feedback from the field

T. Adams, Customer Support, New Orleans

Good day, leaders!   I hope that you are having a wonderful day.  I just wanted to share my last call with you. Our customer requested to cancel services due to pricing.  I followed the Tooty Script and asked if she would share the quote with me and voila here it is! Thanks for excellent training.  Our sales team is now equipped with valuable information to overcome any objections and continue servicing this customer.

 N. Ritter Customer Service, Tennessee

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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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Who Is Your Customer

During a recent training session, I asked someone who is designated as a back-up to answering the phones who her customers were.  She was confident in her response, “I don’t have customers.  I don’t have anyone from the outside call me.”  I explained that customer service isn’t a job title, but a trait a person has.  It is about understanding who you interact with each day and being intentional about helping him or her to the best of your abilities.  It’s about serving people.  She caught on quickly and came to understand that her customers were most often people within the office and those from other offices who don’t pay for a service, but count on her to help with something. Internal customers are important. 

Recently, a manager suggested that we should remove a Tooty Customer Service score because the person who handled the call was not part of the “customer service department”.  I can understand being disappointed by a low score, but the focus should be on how to help the individual and team improve.  Not to erase the result.

Casting the vision for customer service in 2018

As a team, define who your internal customers are and agree to demonstrate excellent customer service to them.  Consider including:

  • Response time to emails, etc.
  • Answering internal calls professionally
  • Using please and thank you

For your paying external customers,  you need to know where the calls are routed and who potentially will talk with them.  If you have people on your team who need to be better-teach them. It is the perfect leadership opportunity.

Maybe answering phones is a part of your daily duties.  Or, a customer call may be transferred to you or you might be asked to help-out a co-worker when it is busy.  Be prepared to serve and be grateful to serve.

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Inspiration for Sales and Customer Service Teams

Where does your inspiration come from? Let me be more specific. Where do you go for fresh ideas to motivate your team? Possibly you have had a rough month or two with weather related heartaches, price increases, technology or attendance issues. For some of you it has been all of the above! Some of you are watching your team’s performance scores like a hawk and others are in a rebuilding phase and want to finish the 4th quarter well so that they can build momentum for 2018. I had the honor of interviewing 3 Customer Service Managers who have invested time and tears in shaping excellent customer service representatives, and in some cases, turning around their teams. They have some great ideas to share which should inspire you to do something different with your team as you press towards the finish line for 2017.
Charelle is ex-military and she ran her team with the chain of command approach and had distanced herself from the individuals on her team. When the team was not achieving their goals, she re-evaluated what she was doing and adjusted her management style. She intentionally got involved with each person on a personal level and noticed that when she showed she cared, everyone performed better.
Unique motivation and rewards:
1) Individuals earn wings for every 100 Tooty score and they compete to see who has the most.
2) When customer service representatives, CSRs, achieve their 10th 100 score they are rewarded with a great lunch along with a letterman’s jacket.
3) They love games and frequently play Tooty bingo with a reward of a gift card for the winner. They spent 8 months playing Wheel of Fortune and if a CSR received a 100 score she would have 5 seconds to guess a letter and 10 seconds to solve the puzzle. The winner received a $250.00 gift card.
Rohannah has a big customer service department and moving their average performance score up by 10 points this year has been a monumental accomplishment for all of them. She has created 2 teams within the department led by her 2 lead CSRs. They created smaller teams of 3 individuals who take turns role-playing and scoring each other every month to make sure that when they talk to customers they are doing their best.
Unique motivation and rewards:
1) Parking is a big deal. The individual with the best monthly performance score and year-to-date-average will have the CSR of the Month Parking spot close to the door!

Talair has created a team culture in her department by strategically placing customer service representatives in smaller teams so they can help each other and work towards a common goal. Teams are changed regularly to build co-worker relationships. She has found that no one wants to let their team down, so they try harder and do better than if their recognition was focused on individual performance.
Unique motivation and rewards:
1) The manager will sing to his CSRs (which I have witnessed) and rewards high performers by having them be his co-manager for a half-day. He makes a big deal of their successes, but doesn’t gloss over failures.
2) CSRs can earn a mini fish tank to have on their desks if they have a 100-average score for a quarter. Talair didn’t anticipate what a motivator this was. The fish-tank-challenge brought them all together and stopped negative conversations as they talked about everything from fish food to decorating.

I’d love to hear from you regarding your teaching and coaching challenges and successes when it comes to training millennials versus GenX and Baby Boomers. We all need to implement more effective training techniques. Please contact me: lori_miller@tootyinc.com and I will be happy to share great options with you for classroom training and interactive webinars for 2018.

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Customer Service Training- Eye on the Ball

In 2016, the Chicago Cubs won the World Series after a 108-year drought. The drought was not only the longest in major league baseball, but according to Wikipedia it was the longest in all major North American sports. They had great players, managers and games along the way and still didn’t achieve their goal of a World Series Win. The Cubs needed something. They were missing the special sauce needed to be a championship team.
Crane Kenney, the Cub’s President of Business Operations said this, “There’s a saying in business that ‘culture eats strategy for breakfast’ and there were a lot of strategies over the years. The Ricketts family brought a new culture…they told us to think big… to stop cutting corners…hire the best…build the best…don’t settle for second. Do it right…”. Their approach is an example for us regarding culture and creating a winning team.
At bats
In sales and customer service we often compare our representatives and the incoming opportunities to a batter receiving a pitch. In baseball, the batter needs to have more than a good-looking swing. He needs to see the ball that has been launched his way, predict what swing will work and execute all in a matter of seconds. A great swing at the ball isn’t enough. It must be the right swing delivered at the right time.
Your representatives need to be better at discerning what questions need to be asked to get to the root of a customer’s needs. This relates to both sales opportunities and problem situations. No one can predict what the customer is going to ask about when the phone rings, but you can train for it.
Common training mistakes
1) Instructing your representatives to “just follow the script”. That is how you create a robot. When they don’t understand the “why” behind the questions and answers, mistakes will be made. Covering everything, even that which does not apply, makes talk time longer and frustrates your customer. Ultimately, a work order may be created with wrong instructions or a sale may be lost.
2) Assuming your team knows more than they do. Don’t let the lack of questions asked by your team mask their lack of knowledge.
3) Not making time to do side-by-side coaching each week. You need to witness your team at bat and provide constructive feedback and encouragement. Skillful players have ongoing training. That means you invest in veterans and new people equally. Veterans have slumps, short-cuts that are problematic and often-times need a fresh approach.
4) Your skills as a coach are weak. There is a difference between giving a directive or order and coaching someone. If you are uncomfortable coaching, you haven’t implemented anything new or aren’t sure if you are as effective as you can be, I am happy to help you. Ask for help.
Testing

Each week, e-mail your CSRs, sales reps and operation’s representatives a problem-solving scenario or a question that you would like the answer to. It should be based on something that transpired during the week so that your teaching makes a connection. Compare the answers so that you can see whether it is a team training issue or if you have 1 or 2 people who need direction. Provide the correct answer or solution so that everyone is on the same page. Make learning fun by creating an award or giving points towards a reward.

Role-playing is your version of batting practice. Role-playing should be done monthly or in preparation for difficult calls that may come about from a price increase, new product or service.
Finishing the Season Well
In comparing the Cub’s record from last year to this year, a sports writer summarized, “The bottom line is that there’s really nothing wrong with this year’s team that couldn’t be fixed by issuing a few less walks and giving up fewer home runs.” Maybe you are discouraged by your team’s results or you have had a set-back. Analyze what is going on and make some adjustments. Champions don’t give up. They play hard to the end of a game and the season. They ask questions, train hard, consider criticism a gift and improve. Focus your team on today’s game and being the best version of themselves that they can be. There’s a lot of game left.

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