We all have experience when it comes to customer service. Whether it’s the waiter at your favorite restaurant or a clerk at the return counter in a local department store. Sometimes we are fortunate to experience service that goes above and beyond our expectations. Other times the experience is so horrible that you feel jaded and you lose confidence in the business that didn’t treat you well.

When you are dealing with your own customers, how seriously do you consider your customer service practices? Do you treat your customers the same way that you would like to be treated?

Customer service is the number one thing you can do to not only retain your current customers, but also to help build your customer base. When a customer is pleased with the products and services they received from you they are more likely to spread the word about your business to family and friends. Word of mouth advertising is one of the best forms of advertising you can receive for your business. Not only is it free, but people take recommendations from those they know to heart, and if a current or past customer is pleased with you, those they tell are more likely to do business with you than with another company.

What are some things you can do to improve your customer service practices?

Let’s look at a few.

You should always remain professional when dealing with a customer. A customer does not want to hear that their order was delayed because you have a cold, or because you had to run other errands that day. Even if you are working from home you always should keep your practices professional. If you were unable to fulfill an order on time take responsibility without burdening your customer with unnecessary personal information about yourself.

We have all heard the expression “The customer is always right.” That still holds true today. You should never argue with your customer. If you happen to have a very unhappy customer, go the extra mile and do what you can to find a resolution to their issue that will make them happy. It’s not always about you or what you want the outcome to be. The focus needs to be on your customer and what you can do to turn around a bad situation and make it better. Remember, treat your customers the way you want to be treated. As an added bonus, if you end up making a disgruntled customer happy he is more likely to tell others about his positive experience with your business.

Always meet your commitments to your customers. If you promise to have their order fulfilled by a certain date make sure that you do what it takes to follow through with your promise. If you need to set an appointment with your customer make sure to leave yourself ample time in case you encounter a situation which could cause a delay. Don’t ever make promises you cannot keep.

You customers are people too. Just like you, a customer can have a bad day and sometimes they just want someone to listen to them and acknowledge them. Don’t take anything they say too personally. Even if a customer has some unfair things to say about your business or products, don’t take it to heart. Just listen to your customer, acknowledge their feelings, and ask them how you can resolve the issue to make them happy. When you cannot give customers exactly what they want, suggest alternatives. This shows your customer that you are willing to help resolve their issues. Customers want you to be understanding, friendly, and fair.

Customers always appreciate businesses that go out of their way to make their customers feel special. If possible send them a card on their birthday or anniversary. Or send them a holiday card along with a special discount or sample. Customers love “freebies” and chances are they will leave your customers wanting more of your wonderful products. An added bonus to keeping in touch with your customers is that it keeps your business fresh in their minds. Taking extra steps in customer service will make your customer feel special.

If you deal with customers face to face always remember to dress professionally, greet them with a firm hand shake and most importantly – SMILE! There is nothing more comforting than a warm friendly smile. When speaking with customers on the telephone make sure you are using a friendly, pleasant tone in your voice. Even if your only communication is through emails you can still come across as being friendly by the choice of words that you use such as a kind greeting or wishing them a wonderful day.

Always be easily accessible to your customers. There is nothing more frustrating than having a problem with an order only to reach a voicemail or receive an auto responder instead of an actual email from you. Make sure your customers can reach you right away should they need to contact you. Make it a habit to check and reply to your emails several times a day. And if you must use voicemail for your telephone be sure to check messages regularly and return phone calls promptly. It’s also a good idea to post your contact information where your customers can easily find it. Knowing that you are easy to reach and when they should expect a reply is always comforting to customers.

In this day and age, where everything is automated, and you cannot speak to an actual customer service person on the phone unless you endure half an hour of “easy listening” tunes and a never ending series of “press this” and “press that” recordings, it’s a welcome relief for customers when they come across a business that puts customer service as their number one priority. When you go above and beyond to treat your customers the way they would like to be treated you will be rewarded with a very satisfied customer for life.