Back to All Blogs
12 mins read
Sukanya Kakoty

22 Best Practices for Top-Notch Customer Service

How to improve customer service?

Today's customers are proactive: they conduct research and take command of their trip. They can either scream your praises on social media and other feedback channels, or they can express their dissatisfaction loudly and clearly.

Customers prefer to be treated as people rather than numbers. That is why, whether you are a startup or a large corporation, relationships are so meaningful. It's all about providing the most excellent customer service possible at every touchpoint in the age of digital-first experiences to develop warm familiarity.

The importance of customer service

Consider the classic case of a bad customer service encounter. A consumer waits on hold for an eternity for a representative, who then monotonously recites a generic script. The customer may become frustrated because the agent lacks the necessary information to assist in the resolution of the matter, and the case is then forwarded to another department.

Take a few minutes to think about your own business. Do you place any restrictions in the course of customers having a positive experience with you?

Here are a few things to think about:

  • Do you make it difficult for your clients to communicate with you?
  • Are there any processes in your company that they don't understand?
  • Do your working hours benefit your customers, or do they help you?

As you consider these factors, keep an open mind to determine whether you genuinely are a customer-centric company. To put it another way, when a nine-year-old girl was asked what customer service meant, she gave the most basic description, but her response served as a reminder that as we get older, we forget what it means. Customers desire to be a part of something bigger than themselves. Customer-centricity is the art of focusing the customer relationship across your entire company. It all starts with tough questions that lead to adjustments in your operating practices. Consider the following:

  • How should a customer service worker deal with an angry customer?
  • Do the marketing, sales, and customer service departments work in isolation?
  • Is the client experience smooth or disjointed when it comes to individual interactions?

Customers are more loyal to companies that prioritize connections. They also have a better reputation. Customers behave as enthusiastic brand champions.

22 Techniques to Level Up Your Customer Service

It's no rarity that customer experience is all the craze these days. Businesses are fastening with improving the CX (customer experience), which is swiftly becoming one of their most prominent differentiators.

A relentless customer experience is vital for your business growth because happy customers eventually become loyal customers who help you grow revenue. While focusing entirely on customer experience may appear to be more work, it is well worth it.

For any form of business, a superior experience becomes a valuable advantage. The expense of acquiring a new customer is seven times higher than the cost of keeping an existing one. As a result, providing a positive experience excites customers and assures them that they will continue to do business with you in the future.

Prompt service improves client satisfaction and encourages them to return to your company. Customer support issues decrease dramatically as CX improves. It could be employing email marketing or social media marketing; customers that are happy with a brand choose to be linked with it for the rest of their lives.

So, What are the Top ways to level up your Customer Service?

  1. Discover and Manage Customer Needs and Expectations
  2. Anticipate Customer Needs
  3. First Impressions Matter
  4. Customers determine whether or not they believe you are knowledgeable
  5. Customers determine if they think you are trustworthy
  6. Research and learn about your customers
  7. Develop more detailed buyer personas
  8. Collect information from customer analytics
  9. Prepare for the future by anticipating, predicting, and planning
  10. Personalize relationships with customers
  11. Empathize with the customer
  12. Encourage positive language
  13. Know your service and improve it
  14. Ask the ultimate question
  15. Measure all aspects of what you do
  16. Don't just measure, but also engage and improve your customers
  17. Maintain a problem solving approach
  18. Identify the problem
  19. Analyze the problem
  20. Identify decision criteria
  21. Develop multiple solutions
  22. Choose the optimal solution

The customer experience journey begins when they first contact your business, whether through a website, a reference, or an advertisement. As a business, you must take every precaution to ensure a positive customer service experience. Here is the list of tactics explained in details that firms can use to achieve the best results.

1. Discover and manage customer needs and expectations

Identifying customer demands is crucial for organizations trying to produce a solution that addresses their consumers' concerns. Not to add, following your internal teams around your consumers' particular needs is the most manageable method to position your brand in the market strategically.

We all know that nothing impresses a customer like going above and beyond the call of duty, but have you set the bar for the customer? Tell a customer what you're willing to perform for them and what kind of service you'll deliver. You'll have a customer for life if you set the bar high and then go above and beyond. "Under promise and over-deliver" is a famous adage. You can never go wrong if you adopt that viewpoint.

Customer wants are your customers' explicit and implicit needs when they associate with your business, your rivals, or when they seek out the explications you offer.

To figure out what your customers want, get input from them at every stage of the process. Customer demands can be identified in various techniques, including focus groups, listening to customers or using social media, or conducting keyword research.

Identifying your customers' needs, on the other hand, is more complex than it appears. Having active website chatbots for instant reach helps you bridge the gap with your  customers. In our perspective, there are a few basic approaches for gaining insight into what your customers expect from you.

Methods to Identify Customer Needs:

2. Anticipate customer needs

The importance of anticipating client needs cannot be overstated. You can develop content or enhance your services ahead of time to meet your clients' demands only if you can anticipate their wants.

Anticipating customer needs

Customers aren't likely to abandon businesses that meet all of their needs. By anticipating your customers’ wants before they have to ask, you can ensure that your service meets their expectations.

This is one of the first steps in establishing your customer's desire to conduct keyword research. Take a look at your shopping habits. When you have a query about a service you're using, do you call the company and inquire? Or do you immediately turn to Google to find the solution to your question? The majority of clients would choose the second option.

That means your customers' unspoken needs could be revealed through their online searches for your organization or services. For example, the customer could be looking for short term rentals in NYC, as a result, keyword research will give you the most up-to-date information about your customers' desires. Or the clients may base their choice to the opinion of the influencers and choose a certain service. So you can find influencers by scraping Google and monitor how they introduce a product or service to clients and how they react to it.

Customers have high expectations but offering them the world might not be the most excellent strategy. What happens if you can't keep your word? Be open and honest with your customers. Tell them exactly what to expect and strive to exceed their expectations. Customers will remain loyal to your firm if they perceive that you are prepared to go above and beyond for them.

3. First impressions matter

It's so much more than a cliché. According to numerous studies, the first impression is lasting, valid for both customer service and interpersonal interactions. The customer could be seeking registration software for their new business or looking for a car service center in the area; the first words from the service provider have to be welcoming.   

Customer service staff talking and impressing a customer

When choosing a service center provider, it's crucial to go with one that has good employees because they'll be the first impression many clients have of your organization. If it isn't a positive experience, it may be the last. Here's how your customer service might be affected by your initial impression.

Customers have a lot of power over your reputation and financial line when they have a pleasant (or unfavorable) experience. They'll tell stories about their experiences, choose carefully which businesses to support with their money and time, and make recommendations based on their own personal and subjective experiences. All of this may happen in a matter of minutes, and it has the potential to make  or break your connection with potential clients. Allow and encourage your employees to delight every customer. A solid client relationship is far more likely to continue to be strong.

4. Customers determine whether or not they believe you are knowledgeable

Building relationships is the focus of today's customer service. Customers value knowledge, helpfulness, and trustworthiness in a commercial connection. The first is knowledge: do your customer support representatives know what they're talking about? It's okay if the first level of assistance doesn't always have all the answers, but they must know where to find them promptly.

When hiring a call-handling service or any other type of customer service, be sure that they have received enough training to manage your callers with confidence and a can-do attitude. This is a two-step process: you must first choose a service that provides rigorous training. Then, you must provide the appropriate information to your service so that their answers are equipped with the correct information to pass on to clients.

The willingness to assist is the second most crucial factor. It makes no difference how much data your business has if you are unwilling to use it to help your customers—an essential component in one's attitude. Customers are often ready to overlook one thing they can't receive in exchange for additional concessions from your business. If you can't give them X, Y, and Z with their order, for example, you might be able to provide them with a discount instead.

5. Customers Determine if They Think You're Trustworthy

Customers who do not believe they can trust your company are unlikely to return. Did your advertising campaign lead them astray? Were the claims you made ambiguous? Customers need to feel heard, understood, and, most importantly, that your business is willing to make things right after hanging up the phone. 

Have an active live chat on your business's website or other social media platforms, and the response in these chats from the support end must be utmost in less than a minute. Check if your customer service department and other departments keep their commitments to your customers. Use email marketing if you want your business strategy to become more customer-friendly, and maintain the communications and strengthen the customer service. Another way is using SMS marketing which is also very personalized, as customers receive messages directly to their mobile phones and clearly see who sends it to them, so they build a trust towards your company.

Once a solid base of knowledge, convenience, and trust is created, it can more easily weather bumps in the road, just like any other relationship. When you make these solid first impressions, the customer is more inclined to continue with you even if things don't always go your way.

6. Research and learn about your customers

Customer research is carried out to determine different customer segments, demands, and behaviors. It might be done as part of a market study, a user study, or a design study. You can even create a meme and relate with the audience, with something that is trending in a given region. Nonetheless, it is always focused on analyzing present or potential clients of a particular business to find unmet customer demands and corporate growth prospects.

7. Develop more detailed buyer personas

Many marketers mistake creating buyer personas based on general age, career, and region. These data points do not provide enough information to generate a message that emotionally connects your target audience.

Studying buyer personas

One way to dig further into customer preferences is to use the Acquisitions tab in Google Analytics to see which social networking sites, industry blogs, and professional forums your site visitors come from. Then, using what you've learned, apply it to your personas to better understand when and how to contact them.

Obtaining keyword data is also a practical approach to learn what terms and descriptions specific customer personas use to describe your services.

Use Google Webmaster Tools to construct a list of popular keywords that attract people to your site, for example, to categorize consumers based on keyword searches. Then, based on your data, organize the keywords into overarching themes and assign them to distinct personas.

8. Collect information from customer analytics

From clicking a link to surfing a web page, every consumer action provides valuable insight into client behavior. Various social media analysis tools can help you track multiple customer habits. 

Information from customer analytics

You can use a user behavior tracking tool to see how customers interact with your website.  Google Analytics and Inspectlet can provide information on page and bounce rate. Inspectlet can also give brief videos of users on your page in real-time. Before getting data, make sure you can provide good user experience on your website. For this, consider getting a good CMS such as WordPress as well as proper web hosting for WordPress so that visitors have a secure experience with you. 

The behavioral data you obtain should assist you in determining what your audience does not understand, what they appreciate and dislike, and how to improve the online experience.

If consumers have problems getting to a specific sales page, change the UI to make it more user-friendly. Or, consider the option of recurring payments as part of a better sales planning strategy. 

If one page gets more attention than others, look at the content on that page to discover what's keeping people's interest. Most importantly, if a page has a high bounce rate, try to figure out why people leave.

9. Prepare for the future by anticipating, predicting, and planning

It's just as crucial to plan for future customer interaction as creating a plan for the present. This puts customer service representatives in the correct frame of mind to deal with stressful or difficult situations.

Analyzing previous behavioral data will reveal which features customers have found most beneficial over time, as well as those they haven't. Understanding your most popular and frequented sites can also help you plan your content strategy, allowing you to focus on themes and formats that will best solve your audience's problems. You cannot ignore these facts if you want to be a top eCommerce platform or per se in any other line of business, irrespective of its size.  

Make a chart of the most frequently utilized features to see why your consumers enjoyed them. Furthermore, studying market trends and research can offer you an excellent sense of what other organizations in your industry have accomplished, allowing you to create new features that explore these areas. 

10. Personalize relationships with customers

When it comes to personalizing customer interactions, your CRM tools are essential. CRM technologies allow agents to track client preferences and history and obtain, organize, and analyze data. Cloud-based systems and mobile-friendly technologies enable your customer service agents to access and interact with real-time data to tailor every customer journey when working from home or working with a customer in person. 

11. Empathize with the customer

Empathy is the ability to understand how consumers feel and why they are doing the way they are. While some people may be born with this attribute, it is a skill that can be learned. Try to see the situation from the customer's viewpoint and envision how it makes him feel when you attend to them. This is crucial in customer service because they will be more responsive if they feel understood. It can also help de-escalate a quarrel and make working with your organization more enjoyable.

12. Encourage positive language

When dealing with a customer's issue, utilizing positive words helps de-stress the situation. Words have a lot of power, and they will help you build trust with your customers. Consider using positive verbs.

As a lot of communication traffic can go through social media these days, it is crucial to have a professional social media management team handle the conversations with the customers in a considerate spoken tone.  

Instead of stating "don't press the red button," say something like "the green button is the best alternative." The future tense is also advantageous because it avoids focusing on the customer's past problems. "Great question, I'll find out for you!" and "I'd like to learn more about" are examples of expressions that can retain the customer in the present moment. Also, remember to be genuine, cheerful, and memorable when conversing with consumers and to remain positive and, more importantly, calm even if the customer is angry.

13. Know your service and improve it

Marketers used to claim that the client was king back in the day. Those were the days. The customer has now been elevated to the status of a god.

Action plan for improving a service

With online platforms making it easier for consumers to share their thoughts on services with the rest of the world and buyers increasingly depending on candid customer testimonials, your clients have the power to make or break your business.

As a result, you can't just sit back and wait for positive or negative comments; you must actively use client input to enhance your products and services.

14. Ask the ultimate question 

"How likely are you to suggest us to a friend or colleague?" asks the Net Promoter Score question via online forms. You can learn a lot about what works and what could be improved at your organization.

Strengthen the impact of the programs and take better care of your consumers using the knowledge you gain from the NPS.

But don't just rely on the NPS to tap into your consumers' power. The ultimate question can help you learn a lot, but it won't engage with your customers.

15. Measure all aspects of what you do

Make sure to ask all of your consumers to give the programs a thorough evaluation once they've completed them. In addition, six months following the program's completion, conduct an NPS survey to get feedback on the program's effectiveness, knowledge transfer, and overall influence on the workplace.

Last but not least, one year after the program's completion, follow up with your consumers to check if their educational experience has had any professional influence.

This is part of a long-standing engagement approach to ensure that the programs provide genuine outcomes and that our clients can apply what they've learned after they've left us.

The lesson here is to not rely on a single metric. Find out as much as you can about what you're doing well and how you might improve from your customers as often as possible. You won't be startled to see their opinions expressed online because you already know what they believe.

16. Don't just measure, but also engage and improve your customers

Knowing what clients think about every area of your business, as well as who you can trust to be your ambassadors, is a terrific place to start. That, however, is insufficient. It would help if you acted quickly on your discoveries.

Once you've gathered enough data to understand what your customers think, get to work improving your services.

Is a service causing many of your customers to say the same thing? If this is the case, immediately remedy what can be easily corrected. If any long-term improvements need to be made, get started straight away.

Is there something working for you and a substantial portion of your clients? Then keep up the excellent job and improve it as much as possible.

Also, remember to take care of your relationships. Take care of your loyal customers who appreciate what you do. They may promote your services to others or provide you with free online advertising. Meet with them, pay attention to what they say, and offer them special consideration.

Those who may not have had the best experience are in the same boat. Figure out what went wrong and what you can do to fix it.

17. Maintain a problem-solving approach

Problem solving approach helps in customer service

Leadership is taking the initiative to identify and decide on novel approaches to handling customer-related problems. Sales leaders reveal previously untapped and, in some cases, extensive new market prospects. Customers will always have various questions on a wide range of topics. So, how do you deal with issues? You can employ tried-and-true problem-solving techniques. They're already in use. Let's have a look at one possible strategy.

People that are adept at solving difficulties do it systematically. They have a way of putting the issue into perspective. They don't make snap judgments. They compare and contrast different options.

Adopting the five-step issue-solving approach is an intelligent technique to become a systematic problem solver.

18. Identify the problem

This is crucial: you must make every effort to solve the correct situation. Don't try to address a customer’s  concern as  unimportant or with low priority. Ask the right questions and observe to find the right problem. What is causing the client to believe there is an issue? Is it something distinct, or do you have a gut feeling that something isn't quite right? Is it possible for the client to define the issue?

19. Analyze the problem

How frequently does the issue occur? What is the severity of the situation? Is there anything unusual about the case when it happens? Are you able to rule out any possible causes? Is this something that has been going on for a long time? Is it becoming any worse? What impact does the obstacle have on other methods or people?

20. Identify decision criteria

When it's time to make a decision, how will you and the consumer make it? What method will you use to measure the requirements? Are you able to develop some independent standards that could be used?

21. Develop multiple solutions

Don't settle for the first solution you or others come up with. It could be good, but there could be far better options. Consider different scenarios. Assess the disadvantages and advantages of each as objectively as possible.

22. Choose the optimal solution

Choose the best solution based on the guidelines you set in the next step of this problem-solving procedure. Create a solid foundation of support to ensure that you can put the solution into action. Prepare for the unexpected.

When you address problems in an organized way, you save time, get better results, and boost your customer's trust in you and the perceived value of what you've done. If you can handle a customer's problem faster than someone else, the consumer will appreciate the time you saved. Consider using a free product description generator so that your services will be found easily. 

Several aspects go beyond the five-step method for solving a problem. You can occasionally rely on a known solution or a combination of recognized remedies once you've identified the problem. At other times, there appears to be no ready-made remedy. In this instance, you may need to conduct a business case analysis to assess whether developing a solution will be profitable for your organization. This includes questions such as what may be involved in generating the answer, how long the process will take, and how well your organization is suited to the task. Although the problems become increasingly complex, the problem-solving process may also become more gratifying.


Implement these customer service best practices to begin your route to long-term, mutually beneficial relationships. An agile CRM platform can help you develop and manage the client relationships that will help you expand your business.

With a bit of planning, you can provide excellent customer service. When you develop the highest level of brand equity with your customers, your firm can grow by leaps and bounds.

Customer communication is critical for the front desk workers and the entire team as well. When the whole company is focused on the customer experience, the customer feels cared for and cherished.


Today, only top-notch customer service will help you maintain a healthy relationship with proactive customers.

- Other Resources

Just getting started with your own business?

Fire up your business with Omnify’s booking engine!

Start Selling in Minutes