Sales Laundry

Posts Tagged ‘customer service’

Reading the book The Servant: A Simple Story About the True Essence of Leadership, by James Hunter this past weekend, I ran across two simple company organization charts that brought me back to a previous post on customer service and posed an interesting question I want to get your thoughts on.

Who do we really serve in our businesses?

A current trend in sales organization design is to be customer centric.  The customer centric sales model puts the customer at the center of the sales process in an effort to align customers’ needs and buying preferences with the way we design our sales tools and create value.

Add this to our “quality customer service” initiatives, “the customer is always right” statements, and customer service surveys that were once rare, but now seem to have attached themselves via URL to the bottom of every major grocer, retailer and restaurant chain’s receipts in recent memory.

All of this makes sense to me, especially today when it has become clear the power of knowledge once wielded by sales teams has shifted decidedly in favor of the customer researching via the Internet.  Coupled with that, customers continue to benefit from splintered product categories offering more product choices, wider selections, and more competitors fighting for dollars.

On this information alone I would have declared the customer “King”, but then I saw this:

It looks to me like to a large extent our Employees are serving our Supervisors who are serving our Middle Managers who are serving our Vice Presidents, who are serving the CEO, who is presumably serving the Board and the shareholders/investors.  The remarkable part is, by design, either everyone has their back to the customer or the customer is actually supposed to serve the company!

If customers are truly our focus, or as a corollary, if we should focus on serving our employees so that they will serve our customers, shouldn’t the model look more like this?

With this model, the CEO serves his customers, the Vice Presidents, who are in turn serving the Middle Managers, serving Supervisors who are focused on the health and wellbeing of the Employees so they can give their undivided attention to serving the Customer.

 It was wisely said a long time ago that a man cannot serve two masters.  So who do you serve?

 Are we serving the management team that writes our checks or the people that give the management team the money to make sure our checks don’t bounce?

Before a decision to purchase is made, be it a newspaper or multi-million dollar project, a buyer has to evaluate the risks of making that purchase.

The basic types of risk are:

1. Physical Risk – The risk of injury by using the product or making the purchase.

2.Financial Risk – The chance you could lose money, or have to repair or replace an item.
3. Functional/Time Risk – The risk the item will not perform as expected or deliver the benefits promised or risk related to the passage of time and the possibility of rapid obsolescence.
4. Social Risk – The risk associated with what friends, co-workers, the boss, a spouse will think and do if a purchasing decision is made, including the risk of being fired from a job based on a purchasing decision. Hence the old tagline “Nobody ever got fired for buying IBM.”
5. Psychological Risk –The risk of experiencing “buyer’s remorse,” feeling bad, feeling guilty or other negative emotions for making a purchase decision.

All five of these risks are part of every purchasing decision. How you build your case to offset these risks for your buyer will determine how likely and how successful you are at closing the sale.

Bob Taska, a world class customer service driven car dealer, in his book “You Will Be Satisfied” took an interesting approach to eliminate some or all of all five risks when the quality of cars coming from Lincoln-Mercury were showing up on his lot with more than a few defects attributed to poor assembly from 1967 through the early 1980’s. He began a practice of what he called “blueprinting” the new cars, or rebuilding each car to the manufacturers design specifications. He advertised and sold his “blueprinted” cars at a 5% premium to cover his costs, developed a unique product, eliminated the risks associated with buying a Lincoln-Mercury at the time, developed a loyal following, and earned enough credibility to sell his cars from that point forward without the typical haggling associated with a car purchase.

Assess the Risks of Doing Business with You

Take a step back and look at your company, your brand, your products, your service, sales team, your overall reputation and what your customers are saying, accurate or not, identifying your strengths and weaknesses in each risk category from your perspective. Then repeat the exercise from a customer or likely prospects perspective.

Depending upon your sales cycle, you may want to look deeper than just the prospect you are meeting with. Will your prospect need additional risk mitigating information to defend his or her purchasing decision or materials they can use to help sell your solutions internally to people you may or may not have access to?

It would be a mistake to lump your company, your staff and your products together as you make your assessment. Weigh each one (Company, Product Category, Team, Product) separately to get a more honest assessment as strengths in one area may offset weaknesses in other areas.

Example 1: The strength of the IBM brand could offset some of the risk associated with a new, never heard of computer product. On the other hand, the IBM name would not carry much weight if that new product was a loaf of bread.

Example 2: A trusted sales professional could add credibility to a product with his long term clients by putting his/her stamp of approval on the product just as a less-than-reputable sales professional could add so much risk for a potential prospect that they would not even want to hear about the product.

Example 3: Toyota’s strength in building quality cars and being dominate in the electric/hybrid car category, thanks to the Prius, would most likely offset some risk associated with a brand new electric/hybrid car.

Example 4: The (social) risk I place on buying a $10 toy for my daughter is medium because I am concerned about buying something she will like, that will not be a waste of money (financial risk – medium.) The risk my 8 year old daughter places on buying a $10 toy is high, because it takes her a while to earn $10 (financial risk – high) and she has few opportunities to go to the store and shop (psychological risk – medium to high, functional/time risk – high,) and her friends might make fun of her when they hear about it (social risk – high) so it takes her a long time to make a buying decision. If there is a Pogo stick or Rollerblades involved, now there is physical risk to contend with as well.

How Risky is it to do Business with You?

Risk is part of life and certainly part of the purchasing decision. Take the time to make an honest assessment of the risks of doing business with your company from the prospects perspective and uncover the areas where you might be vulnerable.

What can you do to eliminate the risks associated with your products or services? How can you add enough “credibility” to your new company to outweigh the risks of doing business with you vs. a name brand leader in your field?

I would really like to hear what you come up with. Need some ideas? I am just a quick email away val {at} saleslaundry.com.

Image courtesy of thesituationalist.wordpress.com

NOTE:  This article was written by Alex Kjerulf on his site PositiveSharing.com.  It is a point of view you don’t hear very often and worth the read so I tacked it on the wall here.  

When the customer isn’t right – for your business

One woman who frequently flew on Southwest, was constantly disappointed with every aspect of the company’s operation. In fact, she became known as the “Pen Pal” because after every flight she wrote in with a complaint.

She didn’t like the fact that the company didn’t assign seats; she didn’t like the absence of a first-class section; she didn’t like not having a meal in flight; she didn’t like Southwest’s boarding procedure; she didn’t like the flight attendants’ sporty uniforms and the casual atmosphere.

Her last letter, reciting a litany of complaints, momentarily stumped Southwest’s customer relations people. They bumped it up to Herb’s [Kelleher, CEO of Southwest] desk, with a note: ‘This one’s yours.’

In sixty seconds, Kelleher wrote back and said, ‘Dear Mrs. Crabapple, We will miss you. Love, Herb.’

The phrase “The customer is always right” was originally coined by Harry Gordon Selfridge, the founder of Selfridge’s department store in London in 1909, and is typically used by businesses to:

1. Convince customers that they will get good service at this company
2. Convince employees to give customers good service

Fortunately more and more businesses are abandoning this maxim – ironically because it leads to bad customer service.

Here are the top five reasons why “The customer is always right” is wrong.

1: It makes employees unhappy

Gordon Bethune is a brash Texan (as is Herb Kelleher, coincidentally) who is best known for turning Continental Airlines around “From Worst to First,” a story told in his book of the same title from 1998. He wanted to make sure that both customers and employees liked the way Continental treated them, so he made it very clear that the maxim “the customer is always right” didn’t hold sway at Continental.

In conflicts between employees and unruly customers he would consistently side with his people. Here’s how he puts it:

When we run into customers that we can’t reel back in, our loyalty is with our employees. They have to put up with this stuff every day. Just because you buy a ticket does not give you the right to abuse our employees . . .

We run more than 3 million people through our books every month. One or two of those people are going to be unreasonable, demanding jerks. When it’s a choice between supporting your employees, who work with you every day and make your product what it is, or some irate jerk who demands a free ticket to Paris because you ran out of peanuts, whose side are you going to be on?

You can’t treat your employees like serfs. You have to value them . . . If they think that you won’t support them when a customer is out of line, even the smallest problem can cause resentment.

So Bethune trusts his people over unreasonable customers. What I like about this attitude is that it balances employees and customers, where the “always right” maxim squarely favors the customer – which is not a good idea, because, as Bethune says, it causes resentment among employees.

Of course there are plenty of examples of bad employees giving lousy customer service. But trying to solve this by declaring the customer “always right” is counter-productive.

2: It gives abrasive customers an unfair advantage

Using the slogan “The customer is always right” abusive customers can demand just about anything – they’re right by definition, aren’t they? This makes the employees’ job that much harder, when trying to rein them in.

Also, it means that abusive people get better treatment and conditions than nice people. That always seemed wrong to me, and it makes much more sense to be nice to the nice customers to keepthem coming back.

3: Some customers are bad for business

Most businesses think that “the more customers the better”. But some customers are quite simply bad for business.

Danish IT service provider ServiceGruppen proudly tell this story:

One of our service technicians arrived at a customer’s site for a maintenance task, and to his great shock was treated very rudely by the customer.

When he’d finished the task and returned to the office, he told management about his experience. They promptly cancelled the customer’s contract.

Just like Kelleher dismissed the irate lady who kept complaining (but somehow also kept flying on Southwest), ServiceGruppen fired a bad customer. Note that it was not even a matter of a financial calculation – not a question of whether either company would make or lose money on that customer in the long run. It was a simple matter of respect and dignity and of treating their employees right.

4: It results in worse customer service

Rosenbluth International, a corporate travel agency, took it even further. CEO Hal Rosenbluth wrote an excellent book about their approach called Put The Customer Second – Put your people first and watch’em kick butt.

Rosenbluth argues that when you put the employees first, they put the customers first. Put employees first, and they will be happy at work. Employees who are happy at work give better customer service because:

• They care more about other people, including customers
• They have more energy
• They are happy, meaning they are more fun to talk to and interact with
• They are more motivated

On the other hand, when the company and management consistently side with customers instead of with employees, it sends a clear message that:

• Employees are not valued
• That treating employees fairly is not important
• That employees have no right to respect from customers
• That employees have to put up with everything from customers

When this attitude prevails, employees stop caring about service. At that point, real good service is almost impossible – the best customers can hope for is fake good service. You know the kind I mean: corteous on the surface only.

5: Some customers are just plain wrong

Herb Kelleher agrees, as this passage From Nuts! the excellent book about Southwest Airlines shows:

Herb Kelleher [...] makes it clear that his employees come first — even if it means dismissing customers. But aren’t customers always right? “No, they are not,” Kelleher snaps. “And I think that’s one of the biggest betrayals of employees a boss can possibly commit. The customer is sometimes wrong. We don’t carry those sorts of customers. We write to them and say, ‘Fly somebody else. Don’t abuse our people.’”

If you still think that the customer is always right, read this story from Bethune’s book “From Worst to First”:

A Continental flight attendant once was offended by a passenger’s child wearing a hat with Nazi and KKK emblems on it. It was pretty offensive stuff, so the attendant went to the kid’s father and asked him to put away the hat. “No,” the guy said. “My kid can wear what he wants, and I don’t care who likes it.”

The flight attendant went into the cockpit and got the first officer, who explained to the passenger the FAA regulation that makes it a crime to interfere with the duties of a crew member. The hat was causing other passengers and the crew discomfort, and that interfered with the flight attendant’s duties. The guy better put away the hat.

He did, but he didn’t like it. He wrote many nasty letters. We made every effort to explain our policy and the federal air regulations, but he wasn’t hearing it. He even showed up in our executive suite to discuss the matter with me. I let him sit out there. I didn’t want to see him and I didn’t want to listen to him. He bought a ticket on our airplane, and that means we’ll take him where he wants to go. But if he’s going to be rude and offensive, he’s welcome to fly another airline.

The fact is that some customers are just plain wrong, that businesses are better of without them, and that managers siding with unreasonable customers over employees is a very bad idea, that results in worse customer service.

So put your people first. And watch them put the customers first.

Relatively recently I was working with a technology provider and found myself analyzing the hoops they made their customers jump through to make a purchase.

 There were three different multipage documents requiring initials or a signature on each page.  The customer had to sign the original, fax a copy back to the office and mail the original copy, preferably via FedEx at their own expense, so the paperwork loop could be closed and the annoying “where is your paperwork?” phone calls could be avoided.

 If someone has elected to give you money in exchange for your product, why not make it as easy as possible to make the purchase?

 Why does it take 30 days, 60+ pages of paper, countless initials and signatures to buy a house that can’t move, and only a day or two to buy an equally expensive car that could be stolen, parked in a shipping container, and sent to around the world to parts unknown?

 Car dealerships are not without their own hoops, with haggling back and forth with the Sales Manager via the sales guy, getting points added on used car financing, warranties, rust protection, pin striping, etc.  It does not have to be that difficult but it is, because the end of the transaction is where the dealership has maximum leverage.

 In an attempt to keep theft down and maximize opportunities for warranty sales, Circuit City created customer choke points in their stores, making it difficult for the customer to purchase their merchandise and get out at busy times.  Prior to their final incarnation, Circuit City sales transactions were always limited to the number of employees on the floor with time wasted between transactions because customers had no tolerance to queue up and wait at Circuit City as they had been conditioned to do at grocery stores, Wal-Mart or Best Buy.

 Look at the actual mechanics involved in how your customer places his or her order with you.  Is it overly complicated?  If buying your product is tougher than necessary you give your competitor a simple way to improve over your service in a way that is meaningful to the customer.  Could you make the process friendlier and thus incent your customer to come back and buy from you more frequently?

 Need an idea to get you thinking?  Look at how we buy books.

 Book Store – Drive, park, walk in, find section, hopefully find the book, wait in line, listen to the rewards program card speech, buy the book, walk to the car, drive home.

 Amazon.com. Type in the name of the book, hit the 1-click order button. = easy.

Want another one?  Look at what Domino’s is doing to simplify the buying process.

I found myself in Walmart today finishing up some pre-Easter shopping and as I was waiting behind a lady with 27 items in the 20 item checkout lane I started thinking.

 Walmart is still making money and growing when the majority of their competitors’ sales are down by double digit percentages.

 What immediately comes to mind is the fact that they are the perceived “low price leader.”  That can’t be right though, because I have long accepted as fact that a strategy of being the “low price leader” is not a strategy that can sustain a business in the long run because low price strategies only hold up until the next guy shows up with a lower price.

 She still has 15 items in her basket.  How did she cram so much stuff in that little carry around basket?  No barcode on the Easter apple cover looking thing… 

 Walmart uses a host of strategies to be sure, but there are at least two that came to mind that are worth copying, and neither involve cutting your prices and praying for volume sales.

 1.  Walmart puts a relentless focus on finding any efficiency they can to get a product from the manufacturer to their distribution centers and ultimately their stores.  (They forced the issue with Electronic Data Interchange, or EDI, now an industry standard, and have recently nudged cereal companies to make smaller boxes that hold the same volume to reduce shelf space and paper waste among other things.)  As a result, it costs Walmart less to get a product on their shelves than it does their competitors, so an item for sale for $9.95 at Walmart and X Brand stores will likely have a lower true cost at Walmart.

Where competitors cut their price and profit to get in line with Walmart prices, Walmart cuts their cost, sells it for less and still makes more money doing it.

 
2.  When Walmart began, Sam Walton had a radical idea of putting stores in towns that were deemed too small for other major retailers, effectively going where the national competition was not willing to go.  This strategy continues to pay off even today as major retailers fight it out in every major metropolitan market, including Walmart, but Walmart has hundreds of stores in markets where there is no real competition and where future major competition is unlikely. 

 She has 7 items left in the basket, looks like egg dye, bubbles…

 Where can your costs be cut or efficiencies found between the idea stage and final sales/delivery? 

 Can you buy from your manufacturer/distributor differently to garner some savings?  Can you consolidate to a single distributor or is it time to see how hungry your distributor’s competitors are?  Maybe join a larger buying group?  Partner up to buy bigger shipments to get to the next break in tier pricing?

How many hands have to touch the products you sell or the orders for those products?  Is there an opportunity to negotiate, automate or eliminate some duplication?

 Look at your Cost of Sales.  Without damaging customer service, what is the most efficient, least time consuming way to sell each of your products?  Now, how are you selling each of your products?  Any appreciable room for improvement?  What admin tasks could you off load from your sales team to get them more customer face time?  Click here if you would like to go a little bit deeper discussing Cost of Sales.

 2 items left.  Why do they always put the slow Checkers on the Express lane?

 How can you follow Walmart’s example of having a presence where there is no real competition? 

 Is there a niche where you can plant your flag, dominate, and protect your margins?  Can you create that niche by building a rabid referral customer base like Joe Girard did?

 She is helping the Checker sack her goodies.  Finally.  At least she is helping sack the items.  There should be a faster way to check out when you only have a handful of things.

*beep*  *beep* *beep* Scanned, paid and done.

 “Sir, next time you could use one of the self check out stations if you are in a hurry.”  My Checker said.

 Guess that is a sales lesson I won’t be blogging about.  Too busy thinking.

 “Thank you for shopping at Walmart!”

Image courtesy of RichSellsHomes

From my experience, most companies don’t know their sales department is dead until they begin to smell the corpse and see their sales numbers fall off a cliff into Lake Competitor.

 It has been my job from time to time over the years to identify sales issues, diagnose sales health and return these sales organizations to top form.  As a result, I have learned where to look for the signs of decay.  Here is a rough version of the roadmap I use to find the problems.

Sales Metrics

 How are the Sales Managers measuring their existing sales team’s performance?  More often than not, I find that the sales organization as a whole is only using one sales metric consistently, final sales numbers. 

You can’t steer a dog by its tail and if you try you will eventually end up stepping in it.  The same is true of the Sales department.

 The final sales numbers should not be a measurement tool because it is too late at that point to do anything about it.  Final sales numbers are only a gauge, measuring your sales success for one moment in time.  No different than a customer survey or comment card after a sale measures overall customer service on a single sales transaction.

 A good sign would be to see multiple sales metrics in place and seeing Sales Managers actually use them to manage their business.  (CRM packages setup and used properly are a great source of information assuming the stored information is current, complete and accurate.)

The Sales Managers

 If the metrics are out of whack or missing I look for the Sales Manager to understand how he is managing his team and how he reviews his sales pipeline.

 Typically I find that a struggling sales department has a Sales Manager that is spending too much time looking at the bottom of the sales funnel or has never been trained how to  measure his team’s performance.

The Forecast

 The next stop is the individual forecasts of the sales team, present and past if available.  I want to understand how leads are collected and the process determining how a lead is converted to an opportunity and how it moves its way through the system toward a close.  I want to know what specific information a sales representative used to rank every opportunity on his or her forecast.

Usually this will tell me there is no consistent process for converting leads in place and the present standard is a combination of guess work and wishful thinking.

 I also want to understand what they are selling and equally important, what they are not selling and why.  This helps me understand what other departments outside of sales I need to visit.

Sales Training Process

 A look at sales training is next on my list.  How are the sales representatives being trained?  What methodology are they using?  How do they get trained on new offerings?  How have they been trained to manage opportunities through the pipeline?

The Services, Support & Systems Engineers

 Next I want to meet with the services manager. I want to understand how he decides what he will train his staff on, how they maintain certifications, how skill sets are allotted to the various offerings the company sells, and if there is communication with Sales to keep them in lock step with what Sales is actually selling. 

The Marketing Department

 The marketing department, if there is one, is next.  I want to compare the message Sales is sending with the message Marketing is sending.  I also want to understand how they coordinate their efforts in the end goal of bringing in more business.

C-Level Executives

 I want to understand the overall company direction.  What are the company objectives?  What are the company commitments to vendors and distribution relationships?  What is the company sales message? Etc.

Summary

 Decay in a sales organization can come all the way from the top, manifested in bad policies or poor communication that puts various departments in isolated silos.  From my experience it is the well connected CEO, or oddly enough the lowly Sales Manager that is in the best place to diagnose these problems internally.

 In the early days I only looked at the Sales department but as I worked through the challenges I began to expand my scope because many of the problems manifesting themselves in Sales I found were created by seeming innocuous decisions made in other parts of the company.

 If your sales department is inconsistent, struggling or darn near dead, look at the quality and quantity of your leads, analyze your forecast, focus on managing the top of the sales funnel and take this list and use it to find the root cause of your problem, don’t get caught up treating symptoms.

I was reading an interesting article this morning on child behavior, more specifically why toddlers don’t necessarily do what they are told. According to the research, three year olds don’t think like the rest of us.

For everyone older than three, if you realize it is cold outside you can think ahead and grab your coat before you head out the door. The three year old, however, has a different mental process. The three year old HAS to run outside, experience the cold, retrieve the memory of where his coat is, and then go get it.

As I continued to think, though, the article gave me a potential explanation for some curious customer interactions I have seen over the years.

I have seen clients trust their Account Managers recommendation enough to buy hundreds of thousands of dollars worth of hardware and software, but then slash the recommended implementation and training budget thus hobbling the deployment before it even begins.

Curiously, what were two of the top 5 things customers were most unhappy about after their deployments?  Perceived poor implementation and insufficient end user training.

Why does your customer “hear” you and order the hardware and software but then selectively ignore you on the topics of implementation and training?

In short, because the customer, like the three year old, either can’t register what you are saying,  does not have the frame of reference on which to fully comprehend the question, let alone make an informed decision or just does not trust your recommendation in this area. He may very well have to experience the pain, then seek the remedy.

More specifically in these instances, I see two possibilities.

Your client does not take your recommendation because you have not established an unwavering trust in the areas of implementation and training to override his lack of understanding of the potential ramifications.

Or.

Because you are perceived as an expert in hardware and software, an area where the client acknowledges he has little knowledge, but are also perceived as less than an expert, or worse yet, a corporate shill, in implementation and training, where the client may feel he has some relevant expertise.

The resolution is similar for both.

Put the same level of planning and forethought into discussing the training and implementation as you put into the discussion about your core offering. When you do discuss training and implementation, discuss hard numbers from other similar implementations, with references if necessary, to build the same level of trust you built on your core offering.

Give me your thoughts on this “Theory of 3.”

Image courtesy of http://seo2.0.onreact.com/