2. BASIC RULES
ANSWER THE CALL QUICKLY & NOT MORE THAN 3 BELLS RING
WHILE SPEECH
Speak Clearly & Slowly ( 125 Words Per Min )
Use Of Simple Words
WHILE LISTENING
Listen & Clarify If Unsure
Repeat Relevant Information To Show Good Understanding
Focus And Avoid Unrelated Action To The Call
3. 8 GUIDE FOR EFFECTIVE LISTENING
1. Attentive And Show Interest
2. Listen To The Speaker’s Understanding
3. Hear The Speaker With No Interuption
4. Judge The Content Silently ( Eg:to Know Which Category Issue )
5. No Quick Assumptions
6. Avoid Being Prejudice
7. Resist Distractions
8. Repeat Relevant Information ( To Test Own Understanding )
4. DO’S AND DON’TS
DO’S
HAVE A WRITING PAD OR USE COMPUTER PADS
GREET CALLER
IDENTIFY THE ORGANIZATION DEPT ETC
BE CHEERFUL ( SMILE IN VOICE & MODULATE TONE )
USE SUITABLE WORDS
(EG: “HOW MAY I HELP YOU?” & NOT WHAT DO YOU WANT?
SHOW RESPECT TO ADDRESS CALLER ( SIR/MADAM OR STATUS DATO/Y.B )
HELPFUL TO PROVIDE EXTRA INFORMATION OR ALTERNATIVE LINE
REMEMBER TO HANG UP POLITELY TOO
SAYING SORRY FOR WRONG DOING IS NEVER WRONG
5. DO’S AND DON’TS
DON’TS
LEAVE PHONE UNANSWERED MORE THAN 1 MIN
CUTLINE OFF (ABANDON CALLER WITHOUT CLOSING CALL)
INTERRUPTING CALLER
EAT, DRINK, CHEW OR MUNCH
CURSE, SWEAR OR YAWN
SHOUT OR SPEAK LOUDLY
RUSH THE CALLER
BREATHE HEAVILY OVER MOUTHPIECE
TRY TO OUTSMART CALLER NOT ENCOURAGED
6. DO’S AND DON’TS
LOSE TEMPER OR PATIENCE
ARGUMENTS
DISCUSS PERSONAL OR DEPARTMENT/COMPANY POLICIES
CONDEMN / COMPARE WITH COMPETITORS
FALSE & INACCURATE INFORMATION
MAKE PROMISES WITHOUT PRIOR CHECK
NOT TREATING ALL CALL EQUAL IMPORTANCE (BREAK HOUR CALLS)
7. ACTIVITY 1
You’re a telephone staff in a major airline company, you encounter customer
problems & concerns daily. Most customers have a clear state of their wants and
open to new knowledge and information, but there are always some customers
that is challenging
You received a call from an angry customer which seat is cancelled due to the
expiry of the ticketing time limit. The customer claim its unfair to expect him to
purchase ticket sooner as he only travels next month.
How would you respond appropriately to the customer and others like him?
LET US HELP YOU..
8. Reasons for customers get mad/upset?
Expectations have not met
Treated rudely or discourteous manner
Miscommunication
Given unsatisfactory replies
Embarrassed at doing something wrong / incorrectly
You / your organization argued with customer
9. Types of Customer
Angry
Impatient
Upset
Talkative
Immature (problems; make excuses/blame others)
Special Needs (disable)
Superior (impression they are superior from agent; rude)
Older (50 above; incapable to make decision)
Non-committal (difficulty making decision; seek more info; did past
mistakes)
10. Ways To Handle Them
Show empathy, let customer knew you understand their situation
Apologize for situation
Probe for more information
Repeat their concern to reassure
Show you value their patronage
Explain their options to be done
Summarize theirs and yours action
End pleasantly
11. Asian Crisis (Languages)
Speak slow and clearly
Avoid slang terms which is hard to translate
Don’t pretend to understand customer
Ask question & repeat what you understood
No frustration to understand the customer
Ask customer to call again with an English / Malay speaking friend
If all fail, connect them to colleague which talks their language
12. Conclusion to Overall Situations
Be calm and pay extra attention to each customer
Be transparent but with limited organization’s information
Know the difference between firm and rude
Show high respect and attention
Every customer are VALUABLE
Take decision fast but the right one
No harm by rechecking solutions while customer explain
Encouraged to have multi-task but only work-related
13. Additional Tips
First impression should be POSITIVE.
Listen problem with open mind
Give encouraging responses
Smile, but better to smile sincerely
Spell and pronounce their name correctly
Make mental notes if you’re multi-tasking
Be observer and control mouth (impossible to talk & listen same time)