Live chat is becoming a more popular way to provide customer service. When done right, it can be efficient, personalized, and help customers get the information they need faster. Done badly it can make your company look cold and uncaring.
Here are 4 things not to do in live chat to keep you in good standing with your customers:
1) Over-rely on canned responses. I realize that canned responses make the process of live chat more efficient, but when you over-rely on these responses, customers can get frustrated. The customer knows they’re chatting with a live person, but that person responds to them like a computer, which often comes off as insulting. Here’s an example:
Sharon: Hi. I have a question about your Acme 2000 toaster oven.
Customer Rep: I would be happy to assist you with any questions you have.
Sharon: Ok. Well, I was wondering if you could tell me where it’s manufactured.
Customer Rep: I’m sorry. I don’t have that information available at this time.
Sharon: Can you get that information?
Customer Rep: I’m sorry. I don’t have that information available at this time.
Sharon: Alright. Then who does have that information?
Customer Rep: You can call the 800 number on our website and ask to speak to a customer service representative.
Sharon: Aren’t you a customer service representative?
Customer Rep: I’m sorry I have been unable to help you today. Please visit again soon.
You can imagine how frustrating it would be on the receiving end of these unhelpful canned responses, but this sort of thing happens quite regularly in live chat customer service systems. In this case, the rep would have been better off trying to find the answer to the question or at least providing an explanation why the answer is not available.
2) Information overload. When people ask a simple question, they usually want a simple answer. Sometimes, the canned responses that are used have way too much information. Here’s an example:
Bob: Hi. I have a question about your company’s paper products.
Customer Rep: I would be happy to assist you with any questions you have.
Bob: Does your company use recycled materials?
Customer Rep: Paper accounts for 40% of all municipal waste. The U.S. alone uses 100 million tons of paper a year & use is increasing. Recycled paper means less trash, lower taxes & other disposal costs. Recycled paper uses 55% less water & helps preserve our forests. That’s why the Acme paper company is committed to using 100% recycled materials to produce its paper products.
The length of the rep’s response in this example is ridiculous considering that the customer was really only looking for a yes/no answer. While there may be cases in which a rep might have to provide all this extra information, they should be instructed to give simpler responses when it makes more sense.
3) Ignore the customer’s tone. Every customer on live chat is different. Some make jokes to lighten the conversation. Others use sarcastic remarks to express their frustration. Here’s an example:
Matthew: Right, I get it. It’s not covered under warranty, even though the sales rep failed to mention that it wouldn’t be under these circumstances when I asked about it. Thanks for nothing.
Customer Rep: Thank you for contacting Acme. Your business is important to us.
In this case, the rep chose to offer up their usual polite canned finish in response to the sarcasm, which if anything, would irritate the customer further. The rep should have offered up some kind of apology and explanation even if they weren’t able to satisfy the customer’s desire.
4) Be inhuman. I understand that it’s easier for customer service reps to be robotic in their responses. That’s why it’s very important to school them to follow the spirit of each individual conversation, not the letter. If they’re going to use a canned response, they should tailor it to the situation as appropriate. If a customer makes a joke, they ought to acknowledge it in some way. Reps should do their best to give personalized attention to each customer as though they were standing right in front of them. That’s the whole point of live chat. If a customer wanted a canned response they would have consulted your website’s FAQ.
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