Professional Documents
Culture Documents
Activity 1
1. Describe the emotions you feel if someone does not listen to you.
Answer will be dependent on the personal feelings of the learner but might include feeling insulted,
disappointed, not valued or frustrated.
2. List five steps you should take to help you to actively listen to find out a customer’s preferences, needs and
expectations.
concentrate on what is being said by giving the customer full attention and refraining from focusing
on your surroundings
make sure you are ready to listen such as go to the toilet or have a drink to ensure you are physically
comfortable and ready to give your attention to the customer
try not to interrupt
encourage the customer by asking appropriate questions
help a poor speaker along—ask questions, be enthusiastic, responsive and kind
check that you have understood by stating (in summary) what you have heard
state what you intend to do as a result of your conversation
if the customer is rambling and it is impossible to stay focused on what is being said interrupt
politely and ask a question which brings them back onto the topic
communicate interest through your body language
dismiss any prejudices you might have about the customer
avoid making judgements about the customer before they have even begun to speak
avoid trying to read the customer’s mind
concentrate on the person not the haircut or clothing
end the encounter appropriately
3. Describe a time when you have used questioning to clarify what another person has wanted, needed or
expected. What question/s did you ask? What response did you obtain?
The answer provided by the learners will depend on the situation they choose.
Example responses:
Preparing the family dinner—what would you like for dinner tonight?
Helping with homework—which bit of this equation don’t you understand?
Activity 2
1. Choose one product and one service which an organisation in the service industry might offer to customers.
Describe how you would accurately explain the features and benefits of the products/ services you chose.
The answer that is provided will depend on the products/ services selected by the learner; however, in
most cases once a feature has been stated it should be followed with its corresponding benefit.
Specific laws are in place to protect consumers and to ensure that product/ services are marketed ethically
and in ways that will not disadvantage customers. Providing accurate information will help to retain
customer loyalty and improve your relationship and trust with the customer. It can also prevent the
customer from having allergic reactions if providing ingredients information for menu items.
The ACCC governs fair trade and consumer protection. Each state and territory will have different
competition and consumer legislation. The learner should note the name and year of the legislation for their
state or territory.
Activity 3
1. Provide five examples of how you could anticipate customer preferences, needs and expectations
throughout a service experience. Your answer should include reference to customers with socially and
culturally diverse needs.
a customer in a rush could require instant and very quick service—they will not be interested in
upselling
a customer from overseas with poor English could require you to use more basic English, speak
slower and physically direct them to what they require
a customer with vision impairment could require you to read the menu to them
a customer who uses a wheelchair requires you to pass down items from high shelves, move out
chairs so they can be placed at the table and access to ramps and toilets
a group of people arriving at the pub in football gear could require you to turn the television channel
to football
2. What could you do if you are not able to provide products or services to customers in a timely manner?
You should let the customer know as soon as possible that you cannot provide the required products/
services. It might be appropriate to refer them elsewhere. Later you should consider the reason/s why you
could not provide the products/ services and assess whether this was reasonable.
3. Why is it important to consider organisation standards when providing products and services?
These might dictate the time frame for products/ services to be supplied. They might also provide an
indication of the type and quality of products/ services to be provided.
Activity 4
1. Using examples explain the difference between upselling and cross-selling. How can each selling technique
be used to provide additional products and services to customers?
Upselling is the technique of selling additional products to customers who only planned to buy
one or upgrading the original order. An example is suggesting that a customer have a particular
bottle of wine rather than a carafe of house wine.
Cross-selling is a sales activity that identifies and suggests related items to a customer such as
accessories or services when an initial item is purchased. An example in the service industry is
suggesting a beauty treatment when a customer books a haircut from the hotel’s spa.
By catering for customers’ needs and preferences upselling and cross-selling can be used to
tempt customers to purchase extras, add-ons and additional products and services.
2. Why is an awareness of different social and cultural backgrounds important during the sales process?
An awareness of different cultures is important when making suggestions. Sensitivity to what different
cultures accept and dislike demonstrates respect for their diversity. It is not always possible to match
perfectly the needs and preferences of every cultural group but (wherever possible) staff must seek to
3. Choose five products and services and list some other products or services that you could offer to
customers as extras or add-ons.
The learners could choose a wide variety of products or services. Examples are garlic bread with a pizza, an
entrée with a main course, a plate of olives with a drink at the bar, an extra night stay at a reduced rate in a
hotel, a mini tour when booking a lengthy tour.
Activity 5
How can staff check the actioning of special requests before customer delivery and who is responsible for
this?
Records must be checked and updated regularly to ensure special requests are actioned correctly
and in a timely manner. This involves checking the details of the original request against the
delivered product/ service.
All relevant staff are responsible for checking that special requests have been actioned prior to
delivery to the customer.
Activity 6
What are the benefits of providing quality customer service experiences?
Research has repeatedly shown many benefits can be achieved by providing quality customer service
experiences including:
Satisfied customers spend more with a business over time. The cost of maintaining a customer’s loyalty over
time is also lower than the cost of gaining a new customer.
Activity 7
1. Explain the importance of liaising with team members.
In many organisations structuring work around teams is seen as the way to increase productivity and
improve both quality standards and customer service. This reduces or eliminates some of the old-style
hierarchical business structures, reduces the formal divisions between jobs and enables better levels of
training/ coaching/ mentoring and multiskilling staff.
2. What does it mean to use good communication skills to help you to liaise effectively with team members?
Communication between team members should be professional at all times. This means the tone and style
of voice and language is moderate. You should not use profanity, shout or speak rapidly. Active listening
skills are also important. You should face the person you are communicating with and use non-verbal
gestures such as nodding (where appropriate) to demonstrate you are paying attention.
Activity 8
1. You work within the tourism, travel, and hospitality industries. List five situations in which it would be
appropriate to share information with others to ensure efficient service and timely and smooth workflow.
The response provided by the learner will vary depending on the industry and situations they chose. An
example might be that a member of the housekeeping staff in a hotel might tell a maintenance person that
the air conditioner in a customer’s room needs to be fixed before they return at 6.00 pm.
2. Describe three situations in which you have been required to share information with others. What
methods/ mediums did you use? How do you know that the recipient understood the information you
shared?
The response provided by the learner will vary depending on the situation they chose. For example;
providing credit card details to a motel receptionist to secure a reservation. This was done verbally over the
telephone and the receptionist repeated the card number back.
Activity 9
1. List five examples of problems that could occur with products or services in the tourism,
hospitality, retail, personal services and sport or recreation industry.
2. List some ways in which an employee who becomes aware of a problem might report it to
management.
The employee might be required to discuss the complaint or problem with a supervisor or management or
send an email. They could be required to fill out a standard form or write a more detailed report.
3. How should an employee take action to address a problem with the delivery of products/ services?
Employees should move to neutral ground, stay calm, listen and empathise with a customer
who has experienced inadequate service. Where appropriate they should apologise.
If the employee does not have the skill, knowledge, experience or authority to deal with a
problem effectively they must notify management.
Activity 10
1. What are some reasons why service delays might occur?
staff shortages
emergency situations
miscommunication
peak periods/ high volumes of customers
equipment failures including power outages
lack of trained staff
poor processes
2. How could hospitality, tourism and travel staff proactively respond to difficult service situations
such as delays?
Depending on the reason for the delay, staff might be able to anticipate the length of the delay in product or
service provision and advise customers of this. If it appears that delays will be lengthy, offering alternative
products or services might be appropriate. Staff should ensure that the suggested alternatives are available
and be ready to respond to customers’ enquiries about the alternatives, including any additional costs
incurred. They will also need to be ready to respond to enquiries about refunds for the delayed services.
When offering alternatives, staff should empathise with the customers’ situation and speak clearly,
confidently and positively about the alternatives.
3. What constraints might hospitality, tourism and travel staff have on them in terms of proactively
offering compensation to customers for service difficulties?
The type and level of compensation offered will depend on organisational constraints including:
Activity 11
1. What is continuous improvement?
Continuous improvement is an ongoing cycle of change which can lead to new and improved ideas and
ways of doing things.
2. What processes might be in place for workers to provide internal feedback on service issues and
suggest improvements?
Processes that might be in place for workers to provide input to improving health and safety in the
workplace include, but are not limited to:
3. List five techniques workers could use to help them suggest service improvements to others?
Techniques include:
Activity 12
1. List five different complaints or difficult customer service situations that have/ could arise in the
tourism, hospitality, retail, personal services and sport or recreation industry.
2. Why do you think it is important to build a rapport with customers especially when dealing with
customer complaints? Explain your answer in detail.
Responses are dependent on learner’s perception; however, response can include the customer needing to
develop a relationship of trust.
3. What is the importance of using open questions when trying to clarify the cause and details of a
customer’s complaint?
Open questioning will allow the customer to give more detailed answers.
4. Describe three questioning techniques which can be used to establish and agree on the nature,
possible cause and details of a customer’s complaint.
The learner could describe techniques including open, closed, probing and hypothetical and leading
questions.
Activity 13
1. Why do you think it is important to show empathy towards customers when dealing with customer
complaints? Explain your answer in detail.
Communicating with empathy means that you must be able to appreciate the situation put before you by
the customer and be able to put yourself in the customer’s position. You must show understanding of how
the situation feels from the customer’s point of view.
If you show empathy customers are more likely to feel that their complaint has been taken seriously and
their problem will be properly resolved.
3. What types of body language and non-verbal communication should you use and not use whilst
handling a complaint?
Responses are dependent on learner’s perception; however, response can include do not stand above the
customer. Do not cross your arms or scorn. Keep a neutral face and continuous eye contact. Do not become
distracted and look around your surroundings.
Responses are dependent on learner’s perception; however, response can include sensitivity and politeness
help to diffuse the situation. They show you care and want to help. Sensitivity and courteousness exhibit
professionalism that is essential when handling complaints.
5. Describe how you might deal with a customer’s complaint discreetly. Why is it important to handle
a complaint discreetly?
Responses are dependent on learner’s perception; however, response can include being
discreet ensures other customers do not overhear and gives the customers a chance to speak
their mind freely.
Wherever possible deal with customer complaints in a private area of the organisation. Do not
allow others to overhear a customer who is expressing their anger by yelling. Give them your
full attention and do not become distracted.
Activity 14
1. What types of organisational constraints could impact on handling customer complaints?
Organisational constraints that could affect your ability to handle complaints can include:
2. Suggest what procedures a member of staff should follow if they do not have authority to resolve a
complaint to a customer’s satisfaction.
Responses are dependent on learner’s perception; however, response can include the staff
member should apologise to the customer and advise them that the matter must be referred to
another person and why this is the case. For example, ‘Mrs Spencer I am sorry I will not to be
able to resolve this for you today but I need my manager to authorise the refund and they are
not here today’.
The customer should be told what will happen next and given a time frame for this occurring.
For example, ‘Mrs Spencer I will speak to my manager about this tomorrow and when the
refund has been authorised I will ring you to let you know that it has been processed’.
In some cases you will be unable to resolve a complaint to the customer’s satisfaction.
Regardless of the outcome and of the customer’s attitude you must remain polite and
courteous. The staff member must clearly explain why the complaint cannot be resolved and
apologise to the customer for any inconvenience. They should be firm but not aggressive. They
should end all conversations with the customer pleasantly.
To deliver quality customer service you must always find a solution to a complaint in line with the
customer’s wishes. Do you agree? Explain.
The learner should recognise that there are circumstances in which it is not appropriate to resolve a
complaint in accordance with a customer’s wishes. For example, their expectations might be unreasonable
or the product/ service they seek might no longer be available.
4. Describe three decision-making tools you could use to determine possible options to resolve a
complaint.
The learner could refer to options including brainstorming, situational SWOT analysis and the scenario
technique.
Activity 15
How can you prevent complaints from escalating?
Responses are dependent on learner’s perception; however, response can include handle complaints quickly
and by yourself when possible and follow organisation procedures. Do not assume you know what the
customer wants—ask them. Get them to agree on the solution and ensure it is to their satisfaction.
Activity 16
1. How does feedback from customer complaints contribute toward continuous improvement?
Feedback from customers can be used to identify problems in services and/or products and effect
improvements.
Complaints provide you with an opportunity to exceed the customers’ expectations and handle the
complaint in ways that they will remember the experience in a positive light. They could be more likely to
come back to the organisation and spread positive word of mouth.
3. How can you turn a complaint into an opportunity to provide high quality customer service?
Address their complaint in a timely manner. Listen to the customer and clarify the issue. Determine what
the customer wants. Apologise if appropriate to do so. Use the customer’s name if you know it. Resolve the
complaint to the customer’s satisfaction if able to do so. Escalate the complaint to a supervisor or manager
if necessary. Offer discounts or compensation if appropriate.
Activity 17
1. List some ways in which you might provide feedback about complaints to a supervisor or manager
to reduce the likelihood of complaints in the future.
You can discuss the complaints with them on an ad hoc or informal basis. You can discuss all complaints
received at a weekly/ monthly meeting. You can provide copies of customer feedback forms and written
complaints. You can summarise these in a report or on a standard form.
2. Why is it necessary to reflect on and evaluate complaints and solutions implemented by managers?
This can help you to address future complaints or difficult service situations more
appropriately. It can help you to learn new strategies.
As a frontline employee you might be aware of issues which could have an impact on the
proposed solution with which the manager is not aware.
Activity 18
1. Suggest types of promotional initiatives that could be implemented in the tourism, hospitality or
travel industries.
Responses are dependent on learner’s perception; however, examples can include your client
information details that a guest is lactose intolerant. Therefore in the kitchen of their hotel
room you will provide them with lactose free milk prior to them informing you of this fact.
When receiving a takeaway food order with delivery you notice on the database that the
customer always has a large drink delivered. You can then ask before they order if they will be
having the same drink this time.
You are aware that one of the clients at the gym is away for six months of the year. You could
look at offering them a flexible membership or reduced cost due to their work commitments.
3. Describe why it is important to consider customer information before you implement promotional
initiatives.
Customer information can help you to determine customer’s needs and preferences. This knowledge is
necessary to allow you to target the organisation’s promotional initiatives appropriately.
Activity 19
1. Describe three instances in which recording information about a customer can help you to provide
them with personalised service.
Responses are dependent on learner’s perception; however, the learner could refer to a variety of
situations. For example, they could describe a situation whereby in the past a customer has requested a no
smoking room. When booking into the organisation the next time they might be asked ‘I see that the last
time you were with us you stayed on a no smoking floor. Would you like a no smoking room again this
time?’
2. What type of information could be recorded to allow you to provide a customer with personalised
service?
Developing rapport helps customers to feel valued and important to you and the organisation. It can also
deliver increased sales as customers’ needs, wants and expectations are more likely to be met.
2. What are the benefits of positive communication from staff members during the customer service
experience?
Positive communication from staff members enhances customer service experiences as it helps to build
rapport and trust and also indicates a willingness to help the customer.
3. What techniques can customer service staff use to anticipate customer preferences, needs and
expectations throughout the service experience?
Learners should suggest basic demographics of the target market for each age, education, gender and social
stratification. They should also address needs and benefits these customers want from each product/
service.
4. What is the value to a business of feedback from customers about their customer service
experiences?
Customer feedback gives staff the information needed to assess whether their product/ service
is meeting customer expectations. They can measure levels of customer satisfaction and where
these levels do not meet expected standards improvements can be made.
Customer feedback in the form of complaints or problems can be analysed to show any trends
or particular areas of concern. Once an area of concern has been identified you can evaluate it
to determine whether changes are necessary. Customer complaints can also be used as an
opportunity to impress a customer who has been disappointed with the organisation in the
past. By dealing with a complaint quickly, fairly and responsibly it is possible to convince a
disgruntled customer that those within the organisation can be trusted to respond to their
concerns appropriately.
a person with a vision impairment could require help reading the menu
a person who uses a wheelchair might expect you to remove a seat at the table so they can put their
wheelchair there
a person who does not speak English well might expect you to speak slower, more clearly and use
basic language
establishing and agreeing on the nature, possible, cause and details of the complaint
assessing the impact on the customers
handling the complaint sensitively, courteously and discreetly
taking responsibility for finding a solution to the complaint
determining options to resolve the complaint
deciding on the best solution taking into account organisational constraints
checking for customer satisfaction
providing internal feedback on complaints
reflecting on and evaluating complaints and solutions
7. What are some different ways that the hospitality, travel or tourism industries promote products
and services?
Ways in which the hospitality, travel and tourism industries promote products and services include:
8.Describe a client reward system such as a loyalty program that you have encountered in the service
industry.
Projects
Project 1
Develop a basic customer service training manual for a service organisation of your choice. The organisation
should be in the tourism, hospitality, retail, personal services and sport or recreation industry.
The training manual can be presented by the method of your choice—written, computerised, PowerPoint,
DVD video.
The customer service information that needs to be covered in the training manual includes but is not limited
to:
(Assessment to be validated )
Completion of this project will require learners to address each of the following:
Practical assessment
To be completed as well as the theory assessment.
This activity involves practical demonstration of tasks to your supervisor, trainer or assessor. Download and
print the Practical Assessment sign off sheet here for completion and submit it to your assessor by suitable
negotiated method (eg fax/ mail).
Record details of the practical demonstration including date conducted, the supervisor/ assessor present and
sign off form submission details in the answer box provided.
Negotiate, with your assessor, a time and place – either in an actual or simulated workplace - to demonstrate
these skills. Your assessor will draw up and provide you, ahead of time, with a properly contextualised task
list that will enable demonstration of the required skills and knowledge. You can use this when preparing for
the assessment and it can be used as a checklist during the assessment.
Answer requires a practical response and trainer/ assessor verification of the participant’s skills. Participant
should provide details of practical demonstration including date conducted, the supervisor/ assessor present
and sign off form submission details by suitable negotiated method (eg form submitted by fax/ mail/ email).
(Assessment to be validated .)
Assessor instructions.
The practical assessment should cover all of the performance criteria for this study unit.
Assessors should ensure that they prepare and disseminate task lists that are relevant to the industry/
employment context. These should be in plain English and provide adequate information about the
assessment environment, resources required for assessment and the performance standards relevant to the
qualification.
Assessors should provide clear advice to candidates for assessment regarding the structure of the
assessment, the number of times performance must be observed, the performance expectations and the
amount or type of assistance candidates can expect.
If the practical assessment does not fully address all the PCs assessors should ask questions to determine the
extent of the candidate’s knowledge. They should make notes regarding candidate responses.
Instructions and checklists, relevant to the contextualised practical tasks to be demonstrated, should be given
to candidates well ahead of the agreed assessment time, so that candidates can prepare properly.
Candidates must also demonstrate LLN skills commensurate with the qualification level.