The Little Ways Remembering Someone’s Name Can Build Your Brand or Customer Loyalty

Today’s guest blog post comes to us from Mike Stack, the Area Manager of Dale Carnegie Training® for Oregon & SW Washington. He has been with Dale Carnegie since 1985.

I recently took a pair of my favorite dress shoes into (New Shoes in Tigard, Oregon) to get the worn down heals replaced. It seems like I take a pair in at least once a year. When the store owner took in the shoes he smiled and said, “Nice to see you again,” I was surprised he recognized me since it’s a once a year deal for me and he had four others in the shop. I was impressed. When I picked up my shoes a few days later – which looked brand new by the way – I gave the owner my claim slip where my name was printed at the top. He looked at my claim skip, looked back at me and said “Hi Mike, let me get those for you.” My name was printed on the top of the claim slip and was in plain view, but he took that extra step of calling me by name which I did like. I recommend Don to anyone needing shoes repaired. He cares about his customers and does excellent work.

Why did Don make an impact on me? A Dale Carnegie principle from his book How To Win Friends and Influence People states: “Remember that a person’s name is to that person the sweetest and most important sound in any language.” It’s true for me, and I know it is true for you! We like our name.

I have been blessed to be a trainer for The Dale Carnegie Course for just over 25 years and we begin each course with tools for remembering names. I ask the same question at the beginning of every course I teach which is “Who here says they are horrible at remembering names?” The majority of hands in the room always go up. Remembering names is a challenge for most of us. If we tell ourselves we are bad at something it can become a self fulfilling prophecy. We need to have the right attitude for remembering names. Here are a few quick things you can do to remember names:

• You have to want to remember the person. The tools for names will be easier.

• Tell yourself that it’s like you to remember names and that you are good at remembering names.

• Stop thinking about yourself when meeting someone new and focus on them (you already know and like your name; you don’t need to remember that). Get a good visual impression.

• Try repeating their name if you can by first confirming you have it correct, then repeating the name several times in your mind. If possible, introduce the person to someone else.

• The strongest, and yet for some most difficult, tool to use is to create a mental image or association of the person.

Remembering names is a skill. It’s a skill that takes time for most of us to get better at doing. It is like any skill activity: fly fishing, golf, tennis, mountain climbing, or knitting; these are all things that need practice.

One social benefit is that others will consider you a genuine person because you took the effort and time to remember their name.

The benefit in business is showing your customer or prospective customer you care about them as a person, not just a new account. People like to do business with those they know, they like, they trust or are friends. We remember our friends’ names.

Make it a goal of yours in 2012 to remember just one new person’s name a week. This is not an all or nothing deal. Start slowly, build your confidence, and you too can develop brand and customer loyalty.

When people take the time to remember us, we remember them and their organizations. Remembering a customer or client’s name may be your best form of advertising.

Make 2012 your best year to date!

Dale Carnegie Training helps individuals improve key soft skills such as: Communications and Presentations, people skills, transformational leadership, sales, and management. The goal is for individuals to take these new performance shifts back to their organizations and improve the overall performance of the company. Dale Carnegie Training has been in business since 1912 with over 8 million graduates, and Ruby’s Director of Culture, Sarah Sackett, recently completed the course — we highly recommend it!

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Ask a Virtual Receptionist! Topic: Making Someone’s Day

Virtual receptionist Ellie B.

Ellie B.

We talk a lot about Fostering Happiness at Ruby® (it is one of our Core Values after all!), and we give our virtual receptionist team strategies to make our clients’ and callers’ days brighter. However, each Ruby is unique and each has their favorite way to make connections. In today’s feature, I asked virtual receptionist Ellie B. how she spreads cheer over the phone:

What’s your favorite way to make someone’s day?

My favorite way to make someone’s day is very simple: I like to wish them a good day at the end of our call. Our clients are very busy people – that’s why we’re here! By wishing them a good day, I usually get a thank you and they wish me a good day as well, and that puts a smile on my face, too. I feel like it ensures our clients that we do care about their day, and it reminds them that we are here to help make it a good one, too!

One small gesture can be a real mood booster! Sincerity shines – even through miles of telephone wire — and wishing someone well or genuinely asking how they are may make their day and yours, too!

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Customer (DIS)Service: What’s Lacking and How to Get It Back

CNBC recently aired a special entitled “Customer (DIS)Service: A Maddening Look at the State of Customer Service” where they shined a spotlight on the customer service provided by outsourced call centers, waiters, retailers, recorded menu options, and a host of other industries. Not surprisingly, most of what they found left much to be desired. Man-on-the-street interviews showed an overwhelming frustration with regards to customer service, or as CNBC puts it, “customer disservice.” For all the advancements in technology — computers, databases chock-full of information, sophisticated phone systems — it seems that customer service has actually declined over the years. But why? And why is customer service so important for businesses, anyway?

To answer the first question, we think interviewee Shaun Belding, author and CEO of The Belding Group, put it best: “All the technology was designed to connect us to each other. And that’s what we did. But we lost the beauty of connecting with each other.” Since our interactions these days are often over the phone, it’s easy to become disassociated – they’re just a name and a disembodied voice, right? However, missing that opportunity to connect is missing an opportunity to make a person’s day better, maybe even your own, and certainly make a good impression for your business. You never know who that voice may be attached to: the next evangelist for your company, someone who’s having a rough day that you could cheer up, your neighbor?

In thinking about personal connections, it reminded me of a call I took when I first started at Ruby as a virtual receptionist. We take calls from businesses across North America, and this particular business happened to be on the East Coast. In the course of taking a message for the client, I learned that the caller was from my hometown of Huntington Beach, California, and not only that, he lived at the same intersection as my childhood home! What are the odds? We had a lovely chat about the area and the lively Main Street, and we both ended the call smiling. It could’ve been a very rudimentary call; I could’ve simply taken a message, and we could’ve gone our separate ways. But I wouldn’t have remembered it nearly three years later, and my caller wouldn’t have been nearly as happy.

When people make a personal connection or have an extraordinary experience with a business, they not only become loyal to that company, they’re going to want to talk about it. They’ll tell their friends, colleagues, and family about how someone went above and beyond for them or invested in them or just plain listened to them. Word of mouth – whether it’s positive or negative – can spread like wildfire.

Making meaningful connections with callers and clients isn’t something extra, a nicety; it’s something to cultivate, and it’s imperative to the success of our business. In fact, we put it at the very top of our Ruby Hierarchy of Service Pyramid. Making meaningful connections is at the crux of truly outstanding service, and as ING Direct CEO Peter Aceto said at the end of the CNBC special, “Customer service is the new marketing. It’s the only differentiator businesses have left.”

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The Ruby Service Pyramid

If there’s one thing Ruby® Receptionists is passionate about, it’s our knock-your-socks-off service, for our clients and their customers alike. “Good customer service” is table stakes for us. At Ruby, if we aren’t hearing “WOW!” every day from our clients, we’re not hitting the mark.

The Ruby Hierarchy of Service Pyramid, modeled after Maslow’s famous Needs Pyramid, a fundamental of Psych 101 classes everywhere, is our roadmap to that WOW experience.

ABOUT THE RUBY SERVICE PYRAMID

    • Like Maslow’s pyramid, the Ruby pyramid lists fundamentals at the bottom, and introduces the finer practices of Ruby service at the top. Receiving a card congratulating you on your son’s college graduation isn’t going to win any points if we aren’t consistently answering your phones — that’s why Be Prepared with the Right Infrastructure is our foundation, and Make Meaningful Connections is our peak.
    • While the higher levels are dependent on the lower levels, they are all equally important, and improvement at all levels is a constant endeavor.
    • Mastering each level is a balancing act of empowering people and adhering to consistent processes. When we’re looking for new ideas, we rely on the creativity of our staff. When something is broken, we look to our process to see where we can improve.

The Ruby Service PyramidTHE LEVELS OF THE RUBY SERVICE PYRAMID:

Be Prepared With the Right Infrastructure. At the base are the systems and technology that enable us to provide our service: our ININ communications platform and our proprietary software and databases. But it also includes our staffing models and metrics to deliver an average answer time of four seconds.

Do What We Say We’re Going to Do. This concept speaks for itself, but we’ve found it takes an amazing amount of attention to ensure consistent delivery. Our training programs, feedback systems, and performance monitoring help us know if we’re on track.

Foster Happiness. Again, a pretty straightforward concept: be nice and make others happy. But when you can do this with every phone call, you find you stand out. Ruby’s strategy? Hire the nicest people on the planet and do everything we can to make sure they’re happy and stay happy.

Create Experiences. Have you ever ended a conversation with someone and found yourself in a better mood than before you called? That’s Ruby’s aim with every interaction. Our receptionists strive to engage each caller with friendliness and professionalism. Grammar, tone, word choice, and confidence all come together to create that mood-changing experience.

Fulfill Unexpressed Needs. This concept is also known around Ruby as “Practicing WOWism.” A hesitation in your voice when we ask you if you want to speak with “Joe from Warehouse Unlimited” is a cue for us to offer to handle the call for you. A whereabouts update mentioning an unexpected trip to school to pick up a sick child might prompt our receptionists to offer to call and cancel your afternoon appointments.

Create Meaningful Connections. Getting to know our clients isn’t just a fun, rewarding part of the job — it’s integral to our success. We train on it, measure it, create incentive campaigns around it, and develop technology to support it. We know we’ve succeeded when we are no longer viewed as a service, but an integral team member in your growing business.

How can the pyramid work in your business? In the coming months we’ll be digging deeper into the pyramid and how Ruby practices each of the levels.

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How Ruby Uses Technology to Create Community

 ”Create Community” and “Innovate” are two of our unique Core Values here at Ruby®, and it’s through cutting-edge technology and caring, happy people that we’re able to provide the highly personalized virtual receptionist service we’re known for. Here are just five ways we put these two Core Values to work so that we can connect with our clients and make their days a bit brighter:

Our “About” field. We have a special area in our custom-designed software where virtual receptionists can add notes so that they can get to know our clients better. In fact, in our new “Ruby WOW Story of the Month” feature, we shared an inspiring story of how virtual receptionist Whitney L. used this field to make a particuarly memorable connection with one of our clients!

Frequent/familiar callers. Our one-of-a-kind software can recognize Caller ID numbers that are programmed into the system. That way our virtual receptionists can see at a glance whether the caller is a client or client’s family member and greet them with an extra warm hello!

Time zones. Our software shows the local time in each client’s account. An enthusiastic, ”Good afternoon, John!” when introducing a call to an east coast client (even when it’s 9:00am in Oregon) can be a thoughtful way to start things off. It’s also a wonderful way for our remote receptionists to sound like part of the team when chatting with callers!

Microsoft Sharepoint. We’ve shared in the past how we use Sharepoint to Create Community among the Ruby staff, but we also use Sharepoint “Quizees” to get to know our clients and their businesses better. A Ruby ”Problem Solver & Happiness Maker” (aka a member of our innovative Client Services team) may create a Quizee asking receptionists situational questions about call handling and general questions about what the company does so that they can WOW our clients.

Whereabouts updates. Ruby clients are welcome to keep us in the loop as to their status at any time with a quick whereabouts update. They can do this via email, our iPhone app, or our mobile-friendly Member Services Area. Whichever method they choose, they will always receive a personalized confirmation from one of our live virtual receptionists — never an automated response. An update that they’re leaving for vacation might spur the responding receptionist to add a personal note to the end of her confirmation: “That sounds wonderful, John! We’ve noted that you’ll be out of the office March 15-30th and will let callers know. We wish you a relaxing time in Hawaii — don’t forget the sunscreen!”

We’ll keep on adding new features to our software and tweaking our service so that our receptionists can make the most out of every interaction — anything we can do to put a smile on a client’s face is worth it!

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Ruby’s WOW Story of the Month!

We’re adding a new feature to the Watercooler called “The Ruby® WOW Story of the Month!” We’re in the business of WOW here at Ruby, and we believe that whatever your industry, dazzling customer service is not only “a nice thing to have,” but in fact, it’s vital to making your business stand out. The key is having the right tools and the right culture.

One of the ways we shape our culture to makes exceptional customer service possible is by sharing stories. Stories are a vital part of our business; from sharing compliments to nominating coworkers for a Core Values in Action award, storytelling can create “legends” that will foster happiness, inspire, teach, and perpetuate the remarkable customer service that makes our clients rave about us. Over the next few months, we’ll be sharing some of the narratives that inspire us and celebrate those who make Ruby who we are. We’ll kick things off with a WOW story brought to you by thoughtful virtual receptionist Whitney L.!

Virtual receptionist Whitney L.

The ever-cheerful Whitney L.!

As you might know, last March, Ruby completely revamped our communications platform and designed one-of-a-kind proprietary software to provide even better receptionist service for our clients. We also hired our own full-time Software Architect, Steve Severance, so that we can add more features. One such feature we added recently is our “About” field, where our virtual receptionists can add helpful information and get to know our clients better.

Whitney was transferring a call to one of our clients, and she noticed in his “About” field that he was a runner, so she asked him if he had gone for a run that morning. It turns out he had in fact gone for a run, and he shared that it was part of his training routine for his first time in the New York Marathon! Whitney was really inspired by that, and she wanted to make sure that he knew that his Ruby team was behind him and cheering him on from 3,000 miles away on his big day. She did a little searching and found the perfect gift for him. She sent him a running go-belt that could hold his cell phone, keys, and credit cards while he was focusing on getting to the finish line. Whitney also sent a card letting him know that we would all be rooting for him and couldn’t wait to hear how it went.

The wonderful part of the story was when we got a response from this client. He told us that the timing was extraordinary; he was about to order the exact same thing for himself that day!

This story is definitely a favorite around the office, and it is a perfect example of how our Core Values guide us. I will let you in on a little Ruby service secret: Good service comes from doing what is asked of you, but one thing that will propel you to exceptional service is going above and beyond and filling unexpressed needs. That “WOWism” that we hold so dear is really a commitment to listening, always looking for ways to help without being asked, and most importantly, making a personal connection.

When’s the last time you were surprised with some really excellent customer service? We’d love to hear your story and share the love!

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Resolve to Make Your Clients Happier this New Year!

Happiness

Photo by Caleb Roenigk

2012: A new year, a fresh start for your business! Great customer service can be an incredible boost to your company; happy customers will stay with you longer and word-of-mouth buzz can grow your client base exponentially. But how can you make your customer service wow-worthy?

Here at Ruby, Fostering Happiness is one of our Core Values, and we aim to make our clients’ and their callers’ days brighter. Besides doing a crackerjack job at answering phones, we’ve developed quite a few ways to accomplish this. Here are five ways we make our clients smile – you may find that they’d be just what the doctor ordered for your customers, too!

1. Hand-written note cards. These days, most of the snail mail people get is junk mail and bills — who doesn’t like to receive a bit of personal mail in the bunch? Just about anything can be an occasion to write — delight your customers by dropping a surprise note in the mail!

2. Following up calls with an email. Like our virtual receptionists, our Client Services department is incredibly helpful and always looking for ways to make our clients’ lives easier. One way they do this is by following every call from a client with an email. It’s a great way to summarize or confirm the information you discussed, especially if it was complicated or may be useful to have on-hand in the future. If you don’t have much to relay, it’s also a great way to create a personal connection; a simple “It was wonderful talking to you” may make their day!

3. Be flexible. At Ruby, we empower our virtual receptionists and staff to make judgment calls on based on our Core Values. Rather than sticking to policy, we believe that not all situations are one-size-fits-all. For example, if one of our clients has instructions to take messages only, of course the majority of the time we’ll only take messages. However, if a family member calls with an emergency, we’ll try to put them in touch with them right away.

In fact, virtual receptionist Kristen C. has experienced exactly that scenario. An extended family member called one of our clients’ lines, and Kristen was able to connect him to the client’s cell phone.

4. Listen. This one’s pretty basic, but it bears repeating: listen to your customers. Sometimes all it takes to make your client happy is to make them feel heard. If a caller sounds emotional, rather than interrupting them, our receptionists will take a moment to listen and let them vent. Try also repeating what your client says back to them to reassure them that you’ve understood their concerns and reassure them that you’ll make things right. Being compassionate and responsive can make a big impact.

5. Check back in. Making a big change to a client’s account? Don’t stop there! When our Client Services department revamps one of our clients’ call handling instructions, they always check back in with them to make sure everything’s working out correctly. Our Sales department also follows up with potential clients after a few days just to see if they thought of anymore questions or they can do more to help. Just knowing that your company is thinking of them and values them enough to take that time will make for some happy campers!

In addition to making your customers happier, resolve to make yourself happier! Happiness is good for you, and it’s contagious. If you’re smiling, relaxed, and have more time to focus on your work and yourself, your clients will notice. And as always, the virtual receptionist team at Ruby would be delighted to help you become more productive and foster happiness with your callers.

We wish you and your business the very best in 2012! Happy New Year!

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Client Spotlight: Attorney Ernest Svenson

Attorney Ernest Svenson

Attorney Ernest Svenson

Ernest Svenson, or as you may know him from his popular blawg, Ernie the Attorney, has built his law firm on using technology to make his practice flexible and gain leverage on behalf of his clients. In addition to his solo law practice, he also frequently speaks at CLE seminars sharing his tech expertise and will be on the faculty at the ABA Tech Show in March. We’ve enjoyed getting to know him over the past three years and are excited to share some of his wisdom in our Client Spotlight series!

Lawyers are notorious for working long hours. How can attorneys use technology to improve their work/life balance?

Easy: use tech intelligently so you get the most out of it without getting bogged down with trouble-shooting or configuring. Then, shut it down and experience the real world. You know, the one devoid of technology (or at least as devoid of it as possible).

How can solo and small law firms set themselves apart from the big kahunas in the legal field?

The short answer is: leverage technology to do more at a lower cost. One thing about technology is that usually it leads to something “useful, but impersonal.” Your virtual reception service is an example of how technology has enabled something highly personal and “white glove.” Yet the cost is completely affordable. These days people are used to getting a recording. They don’t like it, but they’re used to it. Use low cost technology to surprise people and give them great phone service.

Did you answer your own phone before you started using Ruby?

Actually, I used a robo-answering service. And I sometimes answered my own phone. I didn’t realize that some folks (especially new clients) were put off by my prior system.

Our virtual receptionists answer calls for a few of your businesses, including your solo practice, the Svenson Law Firm, and your continuing education provider, Digital Workflow CLE. What advice do you have for those thinking about using Ruby for one or more of their businesses?

I think this is one of the unknown features you all offer. I didn’t realize that for a small additional monthly fee I could add another line and share my minutes. So, my advice would be “try this” if you have two businesses. In fact, I’d even consider using it if I had a law firm with two distinct practice areas that I had separate marketing campaigns for (e.g. Trusts & Estates, and Domestic law).

You have CLE seminars coming up on December 28th and 29th on how to maintain a paperless, digital law practice. What’s something that attorneys can implement now that could help them be more productive?

Becoming paperless is about two things: (1) keeping digital information (e.g. email) in digital form, and (2) converting the non-digital (e.g. paper) to digital. The harder part is #2. This involves getting the right scanner (I recommend the Fujitsu ScanSnap 5100; there’s a PC version and a Mac version). Then you have to get used to using it regularly.

The next big thing is to create a digital signature so you’re not always printing just to sign a document that you have to send out. Remember principle #1: keep it digital (if you print it you have to scan it back in). The trick is to stamp it with an electronic signature, and then “print to PDF,” and then email the PDF to the recipient.

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Tips for Gathering Customer Feedback

Jason Lander - Founder & CEO of Hively

Jason Lander - Founder & CEO of Hively

Guest blogger Jason Lander is the Founder and CEO of Hively. Hively lets your customers give you real-time feedback with 1 click, at their convenience. Ruby® will soon be incorporating Hively’s interface into our Problem Solver & Happiness Makers’ email signatures to get real-time feedback on how we’re doing. We asked Jason for his advice on what other small businesses can do to get stellar feedback.

How many times a week do you get this email? “Will you please take a few minutes to fill out our survey?” My personal email inbox currently holds requests for survey feedback from more than 10 companies. Apple’s in there, a hotel, two retailers, a car company, etc.

The key to success for any business is to keep your customers happy. Yet, measuring customer happiness can be a challenge. For over a decade I’ve worked with various methods for measuring customer happiness including surveys, public support forums, phone calls, the Net Promoter Score, etc. Over time, I watched my customer engagement rates decrease dramatically and the feedback become less and less relevant.

They main issue I’ve discovered is that customer satisfaction surveys rarely provide you the data you need to improve your business. Surveys are time consuming to administer and time consuming for customers to complete. Furthermore, the data gathered isn’t actionable because it’s often aggregated and the responses come in too far after the touch point with the customer.

So what’s a company to do? Our suggestion? Ask the right question at the right time. Here are some tips for effectively gathering customer feedback.

The first tip – ask one question and one question only. It’s always tempting to ask more, but why ask more when one will do? Ask one question with a simple answer choice and allow your customers to leave additional details if they want.

Tip number two – ask specific questions about a person or a product, not a general “how do you like our company?” General questions are too vague and are better suited for things like the Facebook ‘Like’ button. Asking specific questions about how one of your employees did resolving an issue or how your new product performed, provide you with much better feedback.

Our third tip – ask the question at the right time. There are several touch points you have with your customers that offer excellent opportunities to ask for feedback. For example:

After a product demo or training. It’s always good to get feedback after a demo or training to make sure your audience understood the information presented.

After initial set up. Once a new customer is up and running with your product or service, it’s an excellent time to ask for feedback. Talking to a new customer here can help overcome any initial frustration that might naturally exist when getting started with something new.

After the first 30 days. After your customers have been using your product or service for 30 days they should be in full swing. This is a great time to get initial impressions. If there are any issues, you’ll be able to address them quickly without the risk of losing a new customer.

After any phone call. Any time you speak with a customer on the phone, especially if they’re asking a question or reporting an issue, it’s always a good idea to send them a follow up email. In this email, give them assurance you’ve understood them be summarizing your discussion and take this opportunity to ask for feedback.

After cancellation. Losing customers is not something anyone wants to talk about. But let’s be honest – it happens. When it does, don’t run from it. Instead, take it as another opportunity to improve by asking for some final feedback. Who knows, you might just win them back!

Our final tip – provide your customers with a way to provide you real time feedback at their convenience. If you’re just asking customers for feedback when it’s convenient for you you’re missing a lot of opportunities. Be sure the mechanism you’re providing delivers customer feedback to you in real time and that you follow up in a timely manner. This helps your customers know you take their issues seriously.

Asking the right question at the right time gains you invaluable insight into your customer happiness. You’ll learn things about your customers, products and services that have a major impact on your business as a whole. So start asking your customers for more feedback, at the right times and start improving your customer happiness.

Learn more about Hively at http://teamhively.com/. Readers of this blog also get a chance to try Hively free for 60 days with any subscription plan by entering the code ‘CALLRUBY‘ (without quotes) during the payment process.

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We’d Love to Hear How We’re Doing — With Hively’s Help!

Ruby® Receptionists’ Core Values of Innovation and Fostering Happiness are coming together with help from Hively’s real-time feedback tool! In the coming weeks, you may see a few new faces when you receive an email from our Problem Solvers & Happiness Makers; these little guys will be included in the signature of every email our Client Services team sends:

Hively Customer Feedback Tool

Hively’s super simple rating tool will help us gather feedback and measure our clients’ happiness, so we’ll be able to make our virtual receptionist service even better!

We’re really excited to work with Hively. They’re an energetic and fun bunch, and their goal is to make customer feedback fun and easy and ultimately make people happy – what’s not to love?

We’ll keep you posted on what we find out, and in the meantime, if there’s anything more we can do to help, feel free to write us at staff@callruby.com or call us at 866-611-7829. We’d love to hear from you!

Learn more about Hively at http://www.teamhively.com. Readers of this blog also get a chance to try Hively free for 60 days with any subscription plan by entering the code ‘CALLRUBY’ (without quotes) during the payment process.

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