Professional Documents
Culture Documents
Customer Service
What? Why? Who? and How!
to be Successful
1
Hospitality Success
2
Hospitality Smile
A great Customer Service smile will attract people to
approach you and be friendly.
3
Agenda
1. What is Successful Customer Service?
5
What? Hospitality Success
What is Successful Hospitality Customer Service?
Hospitality is the friendly, generous welcome and entertainment of
guests, visitors, or strangers. (e.g. hotels, restaurants, etc)
7
Customer’s have Feelings too
8
What? Legal Requirements
Safety
Hygiene / Health
Alcohol service
Gaming service
Discrimination
Accessibility for Disabilities
9
What? First Impression
Clean, Tidy, Visually appealing, Safe
Welcoming, Polite, Attentive, Friendly, Helpful, Willingness to
listen, Respectful, Value my time
Examples
KingBurger Video
Examples
Marriott 0:44-7:50
11
What? Loyalty
Consistent quality & value for money
12
What? Loyalty
13
What? Server’s Needs
Respectful people
Clear communication about customer expectations
Clear communication about employer expectations
Positive Feedback
14
What? Reflection 1
Choose a company where you have been a customer
several times over the last year or more
E.g. grocery store, bank, restaurant, clothing store,
coffee shop, cell phone company…
15
What? Complaints are Gifts
16
What? Complaints are Gifts
17
What? Complaints are Gifts
How can you find out the complaints from people who
don’t complain because they are passive?
Be open and friendly and eager to listen
Ask questions, if they say ‘fine’ or ‘ok’ or you notice they
won’t eye contact with you then try:
Please, I’m trying to learn ways to improve my customer
service, can you help me?
18
What? Complaints are Gifts
19
What? Complaints are Gifts
Thank you so much for bringing this to my attention.
20
What? Your Turn
With a sentence or two, describe a difficult or
challenging scenario that you observed or experienced
during your Co-op, workplace or school.
21
Managing Conflict
Read note pg 43 in Customer Service Survival Toolkit
Share story pg 9 - ask students to prepare response.
Review the recommended response on pg 11 and
brainstorm what lessons there are to be learned.
Active listening with Empathy
Convince them you have listened and understood
Avoid empty apologies, excuses, blaming, getting defensive
…
24
Check Online Reviews
25
Tripadvisor sample reviews
Albert at Bay “Always a Great Stay”
Reviewed yesterday
Just returned from a 9 Night Stay. The suites are huge, clean, and the staff are
all so friendly. My wife and I always feel safe and comfortable when we stay
here. Always nice to see Bernadette and the front desk staff. This suites hotel
gives you great value for your money. Thanks again for another great stay,
Whether it is the front desk with Bernadette who I often refer to as the face of
the Albert at Bay or when I make meeting arrangements with Erin (Catering
Manager) or Danika in the Marketing group the service is always enjoyable and
top rated.
Even to the cleaning staff who refuse to get onto an elevator when a customer is
already on it as I believe they do not want to inconvenience any of the guests
with the smell of the cleaning carts, this just shows how much they care about
your stay at their hotel.
I could go on and on in my review of how great this hotel is but when you are
planning on a visit to the Nation's Capitol of Ottawa you need to experience
this for yourself to truly appreciate the hospitality that comes from all who look
after your every need and are always ready to resolve issues immediately.
28
What? Your Turn & Reflection 2
Question for customer video
30
Why?
Why do we want to learn Successful Customer Service?
31
Why? Perception
Differences in perception between the Service
Provider and the Service Receiver
32
How? Gold & Platinum Rules
Golden Rule =
Treat others as you want them to treat you
Platinum Rule =
Treat others as they want to be treated
33
Why? Needs vs Expectations
Need = solve a problem
e.g. Hungry = need food, Tired = need bed
4 Tips 4 Success
Expectations & Surprises & Stories & Names
34
What? Predicting Expectations
Being able to predict your customer’s needs and
expectations will make your work easier, more
efficient, more effective and more rewarding
35
Why? Money
36
Why? Money
37
Why? Your Turn
Look on Tripadvisor.ca to read some reviews of the
hotel where you are doing your co-op.
38
Who?
is Part of Successful Hospitality
Customer Service ?
39
Who?
40
Who?
Who is involved in Customer Service?
whole organization has to be geared to customer service,
even the employees who never meet the customer.
Everyone should be given the tools and support and
power to provide excellent customer service.
41
Who? Internal & External
What is the difference between an Internal Customer
& External Customer?
42
Who? Disabilities
• Disability – Difficulty performing an activity
46
Who? Disabilities
Review the Resource material for each of the 8 Disability Scenarios:
2) Intellectual or developmental
3) Learning
4) Mental health
5) Speech or language
6) Physical or mobility
7) Vision loss
8) Deafblind
Helen Keller video & Complete Awareness Quiz with a Partner
47
Who? Your Turn
Practice the scenarios with your partner for each type of disability:
48
Who? Your Turn
Create and Practice scenarios with your partner for
each type of disability in Customer Service
49
Who? Your Turn & Reflection 2
1) Final AODA Quiz & Certificate
50
Who? Diversity -
Demographics
Demographics are characteristics of a person such as:
Race, gender, height, age, income, culture, disabilities,
education level, religion, sexual preference, employment
status, where they live…
51
Who? Diversity in Workplace
Diversity in the World & Workplace
Cultural Diversity in the workplace
Advantages of Diversity
Larger client base, potential for more customers and more
profits, learning and growth for employees, enriched experiences
DisAdvantages of Diversity
Conflicts, misunderstandings, cost for training, costs for variety,
complications, informal clusters…
52
Who? Your Turn – Reflection 2
For your chosen company, answer the question #7:
a) What are the demographics for the internal
customers? (age, gender, culture, etc)
53
Who? Personalities
How to service different personality types
54
Who? Your Turn
1. Practice the scenarios with your partner for each type
of personality colour.
2. Write reflection #8
a) about something you’ve found helpful for working
with different personalities
55
Who? Life Stories & Attitude
How to service people with different life stories
Looking deeper
57
How?
do we Create Successful Hospitality
Customer Service ?
58
How? Best Customer Service
How can we offer the Best Customer Service?
Fred’s Customer Service (first 1 minute)
Treat your customers as you would treat a friend
Treat people with Respect whether they deserve it or not
Core Values
Ask people what they want and listen
RitzCarleton & Apple – Three Easy steps
Warm Welcome
Anticipate and Meet their needs & expectations
Fond Farewell & Invitation to Return
59
How? Service Vision/Slogan
The purpose of a Service Vision or Slogan is explain why we exist
and what do we offer that is unique? It tells the customer what to
expect and reminds the employees what to offer.
Examples:
Ritz-Carleton: We pledge to provide the finest personal service and facilities for
our guests who will always enjoy a warm, relaxed, yet refined ambience. The Ritz-
Carlton experience enlivens the senses, instills well-being, and fulfills even the
unexpressed wishes and needs of our guests.
Subway: Eat Fresh! Our goal is to be ranked the number one Quick Service
Restaurant worldwide while maintaining the great-tasting freshness of our products
that is our trademark.
SW airlines: Our vision is to become the world’s most loved, most flown, and
most profitable airline. We exist to connect people to what’s important in their lives
through friendly, reliable, and low-cost air travel.
60
How? Service Vision/Slogan
MasterCard: There are some things money can't buy. For everything else,
there's MasterCard.
BMW: The Ultimate Driving Machine
M&M: Melts in Your Mouth, Not in Your Hands
De Beers: A Diamond is Forever
Meow Mix: Tastes So Good, Cats Ask for It by Name
The New York Times: All the News That's Fit to Print
State Farm: Like a Good Neighbor, State Farm is There
Fairmont Hotels: Turning moments into cherished memories for our
guests
Marriott Hotel: Putting people first, pursuing excellence, embracing
change, acting with integrity and serving our world
61
How? Your Turn
For your chosen company, answer the question #10
What is the Customer Service Slogan or Vision? Or
if you don’t know, make one up that you
recommend
62
How? Service Method - HART
Hello my name is _ Welcome to __ How may I help you?
Actively listen
Respond to needs & expectations
Thank the customer
63
How?
64
How? Your Turn
Practice the scenarios with your partner using HART
1. You are lost on your way to your hotel room.
Carrying a heavy bag and a suitcase, you notice a
housekeeper/houseman who is busy at a cart in the
hall.
2. You have discovered that there are towels for 3
people but you are a group of 4. None of you can
figure out how to work the air conditioning unit in a
very hot hotel room. You notice a housekeeper/man
coming down the hall towards you.
65
How? Problem Recovery
Difference between expectation & actual
Mistakes happen – can you recognize them & recover?
Most customers don’t complain – complaints are gifts
Recovered customers are often more loyal than before
Follow up
With customer to make sure they are happy and
with coworkers, to make sure it doesn’t re-occur
The recovery experiences customers rave about most are those where
the customer was at fault but the company responded well anyway.
Bring to your boss and customers solutions & options not problems
71.5% of positive customer service experiences that people share began as negative
experiences.
What This Means: Skills for dealing with difficult situations and difficult people are far
more important than first realized. The impact they have on brand perception is dramatic.
82% of negative customer service stories, the employees were perceived as not caring
What This Means: Training in Empathy and Active listening is critical
– Source: The Science of WOW Customer Service , The Belding Group 2015
67
How? Recovery Stats
68
How? Recovery Method - EASE
Empathic listening
Apologize & Acknowledge inconvenience
Solve & Thank
Evaluate (Is customer happy now? How can we avoid
this in future? )
69
How? Recovery Method - EASE
Empathic listening
Apologize & Acknowledge inconvenience
Solve & Thank
Evaluate (Is customer happy now? How can we avoid
this in future? )
70
How? Your Turn
Empathic listening
Apologize & Acknowledge inconvenience
Solve & Thank
Evaluate (Is customer happy now? How can we avoid
this in future? )
71
72
How? Review
Giraffes & Jackals in action
Quiz
73
How? Survival Kit
1) Paraphrasing with Empathy to prove that:
You heard them
You understood what they are saying & feeling
You want to help
2) Guessing emotions from observation and listening
I can see how important this is for you
3) Validation by letting them know others share their feelings so
it’s ok to feel that way
Anyone would be frustrated by this of situation
4) Identification with their feelings
“That would upset me too”
74
How? Survival Kit - Irrational
If the person seems irrational and you suspect mental illness,
continue speaking with respect and calm:
75
How? Survival Kit - Trigger Words
Avoid using these trigger phrases:
No, I can’t…
Yes, but…
Sorry, but…
I understand
Don’t Worry
Calm Down
Relax
Never mind (sarcastically)
Who knows
With all due respect…
That’s our policy…
****Remember do not defend yourself first
76
How? Saying No…or Bad News
“We can’t do that” vs “Here is what we can do”
Acknowledge their needs & expectations
Acknowledge their feelings
Choose your words to emphasize the positive
Give them options so they feel in control
If they have been unreasonable, give them an exit with
dignity
77
How? Complainers
One-time Complainer
Go for the best recovery possible
The Prima Donna
Go for the easiest recovery possible (pg 121) but do not
respond to disre
The Constant Complainer
Resolve the problem, but don’t waste energy, they will be
complaining again and no one takes them seriously
The Axe-Grinder
Go for the best recovery possible, as quickly as possible
78
How? Stay Safe
If you see someone behaving suspiciously
Let them know you are watching, but keep a safe
distance, identify your escape routes, call for backup
and be aware of the safety of others in the area
Speak respectfully and ask how you can help
Try to convince them that you want to help them
If necessary, call security or police
Note: Be sure that you know the hotel policy and how to
react to danger and stay safe
79
Va
80
How? Your Turn – Reflection 3
For your chosen company, answer the question #11:
Describe their Recovery process. If you don’t know
what it is, describe one from another company.
81
How? Working Together
Being on a team with difficult people
Since you can’t ‘fix’ other people, what can you change
about yourself or your attitude? Then can you address
the problem with the other in an assertive way?
82
How? Working Together
Can’t solve problems until we know what they are:
Make it easy for shy or busy customers to complain (suggestion box,
being open and approachable)
Reward them for complaining ( prize for survey)
Ask simple questions like, “How was everything? or What could we do
better next time?”
Ears open: Listen carefully for comments customers make and
anticipate their needs. A lobby cleaner of a Marriott hotel overheard
two guests talking about the lack of privacy in the lounge where they
wanted to hold an impromptu meeting with a few colleagues. The
employee called the front desk and arranged for a vacant suite so the
guests could hold their meeting without distractions.
Eyes open: Dominos story
83
How? Teamwork
Every team needs 3 things to succeed:
A Common Goal
A Code of Conduct (rules for behaviour)
Effective leadership (one leader or shared)
84
How? Barriers
Barriers to Successful Communication
• Distractions
• Stress
• Differences in demographics (culture, gender, age…)
• Poor timing
• Emotions
• Attitudes & Disrespect
• Passive, Aggressive & Passive-Aggressive
• Personality
• Prejudices
• Differences in knowledge & assumptions & values
85
How? Communication
Non-Verbal (body language)
Smile, posture, hand gestures, rolling eyes, handshakes, looking
down…
Vocal (sounds)
Tone of voice (cheerful, threatening, sarcastic), whistling,
groaning, laughing…
87
How? Danger vs Power Phrases
Danger vs Power Phrases:
Why would you do that? vs In the future, when ….
Do you want vs Would you like me to …
Do you need vs I can …., would you like that?
No offense but vs deliver message with kindness or stay silent
I need (needy) vs This ‘thing’ is crucial (or required ) for /by….
We need to talk vs Joe, I need your help or Joe, I’m confused, can you help
me understand…
Come see me vs Can you come and talk with me about….
Don’t take this the wrong way but… vs share feelings without criticism
Whatever vs Sounds like this is something you care about, tell
me more please.
88
How? Your Turn
For your Reflection, answer the question #12:
a) Have you noticed yourself using any of the Danger or
Trigger Phrases ?
If yes, pick one that you want to change when you speak
If no, think of something about the way that you communicate
89
How? Your Turn
Practice anticipating expectations
Predict 3 questions that will appear on the Final Exam
Put the answer on the back
90
Exam Preparation
Review Checklist Handout
91
Other?
Library & Internet search:
http://fod.infobase.com.ezproxy.biblioottawalibrary.ca/p_ViewVideo.aspx?xtid=536
74
job interview (with empathy example) role play (watch first & last and end -dustin
& sally)
http://fod.infobase.com.ezproxy.biblioottawalibrary.ca/p_ViewVideo.aspx?xtid=446
76#
hospitality css
https://www.youtube.com/watch?v=0jPk6CtK360 15 steps to great service
https://www.youtube.com/watch?v=tn0veQ7_stI 7 essentials to customer service
(incl empathy)
presenter body language superpower
https://www.youtube.com/watch?v=cFLjudWTuGQ
Body language job interview ! https://www.youtube.com/watch?v=QOkrS1v7Ywk
yes
Body language basics cartoon https://www.youtube.com/watch?v=Nmp_-JByPaY
5 body language tips to get people to like you https
92
://www.youtube.com/watch?v=TD884Dl-kLc
References
The Customer Survival Kit - What to say to Defuse even the Worst Customer Situations,
Richard S. Gallagher, 2013,
“Quality Customer Service in the Hospitality Industry.” Films Media Group, 2010,
http://fod.infobase.com/portalplaylists.aspx?wid=107811&xtid=44676.
Forbes article on Southwest Airlines
http://www.forbes.com/sites/carminegallo/2014/01/21/southwest-airlines-motivates-its-e
mployees-with-a-purpose-bigger-than-a-paycheck/#
16d3fe1a48e1
Help Scout 75 Customer ServiceStats
Harvard Business Review https://hbr.org/1990/07/the-profitable-art-of-service-recovery
Slogan examples http://
blog.hubspot.com/blog/tabid/6307/bid/33535/10-companies-that-totally-nailed-their-tag
lines.aspx
Dan O’Connor Communication https://www.youtube.com/watch?v=Gaj3Xl9vasc
93
Other Ideas
Customer Service Role Plays: Job Interview Success Series
http://fod.infobase.com.ezproxy.biblioottawalibrary.ca/p_ViewVideo.aspx?xtid=53674 job
interview (with empathy example) role play (watch first & last and end -dustin & sally)
Body language job interview ! https://www.youtube.com/watch?v=QOkrS1v7Ywk yes
http://fod.infobase.com.ezproxy.biblioottawalibrary.ca/p_ViewVideo.aspx?xtid=44676#
hospitality css
https://www.youtube.com/watch?v=0jPk6CtK360 15 steps to great service
ideas for scenarios – “what to say when…”
https://www.youtube.com/watch?v=KrMZgsfOLFA yes
https://www.youtube.com/watch?v=tn0veQ7_stI 7 essentials to customer service (incl
empathy)
presenter body language superpower https://www.youtube.com/watch?v=cFLjudWTuGQ
Body language & power phrases https://www.youtube.com/watch?v=Gaj3Xl9vasc (incl
You’re Welcome)
Body language basics cartoon https://www.youtube.com/watch?v=Nmp_-JByPaY
5 body language tips https://www.youtube.com/watch?v=TD884Dl-kLc maybe
94