Last Updated On December 14, 2020 / Written By Hanh Truong

7 Strategies for Effective Customer Communication

By following the best practices for effective customer communication, businesses will be able to gauge consumer expectations and build lasting relationships with shoppers.

Having effective customer communications will unlock a business's ability to understand its consumer base. Developing productive outreach can also create a positive impact on a business's growth, as it helps cultivate a strong connection between the shoppers and the brand.

Additionally, consistent and adept communication will enhance an organization's bottom line, as inquiries are quickly addressed and customer loyalty is retained.

7 Best Practices for Effective Customer Communication

Customer communication is beyond just engaging and having conversations with buyers. It involves utilizing digital tools and monitoring metrics to ensure that the business is providing a positive customer experience.

Some of the best strategies to deliver effective customer support are-

1. Adopt an Omnichannel Communication Strategy

An omnichannel communication strategy integrates various forms of outreach to ensure seamless interactions throughout a customer's journey. This includes social media, mobile apps, email marketing.

Omni-channel communication allows customers to contact a company through any channel and experience consistent quality of service.

Statistics indicate that businesses retain about 89% of consumers with an omnichannel customer service strategy. To adopt a program that aligns with a business's needs, management should-

  • Pinpoint Necessary Channels - It is important to identify the different communication channels that customers tend to use.
  • Create an Engagement Strategy - By recognizing which communication platforms their customers prefer, organizations can productively integrate the proper channels to their strategy.
  • Outline Service Standards - This will guarantee that customers can rely on any channel to receive consistent customer support.

2. Improve First Impressions

Creating a positive first impression for customers will boost satisfaction and enhance the possibility of them purchasing from the business again. Some methods to foster meaningful first impressions are-

  • Minimize Wait Times - If customers have to wait a long time to talk to a representative, they may leave the website or end the call with their concerns unanswered.
  • Have Natural Conversations - Scripted conversations should be avoided to ensure that responses to customers are appropriate and impactful.
  • Provide Real-Time Support - Utilizing live chat or chatbots will enable companies to support customers 24/7.

3. Automate Customer Communication

Organizations can automate their communication system with chatbots, which is software that utilizes artificial intelligence to understand what users want. It also responds using natural language to effectively address customers' needs.

Some benefits of using chatbots for customer service include-

  • 24/7 Support - Chatbots will ensure that customers are served at any time of the day or week when regular representatives are not available.
  • Increase Customer Engagement - With automated responses, customers will have quick answers to their inquiries. This then allows businesses to serve more customers throughout the day.
  • Assist with the Buying Journey - Bots can help shoppers make buying decisions by making sure that customers are informed about products and services.

It is recommended that businesses balance their usage of automated communication so that customers can have a personalized experience.

For example, chatbots can be used as the first communication channel to categorize the customer's questions, and then, they can be transferred to a knowledgeable representative for human support.

4. Use Proper Customer Service Etiquette

Businesses should train their employees on communication skills to guarantee that shoppers are treated with respect. Some best practices for customer service etiquette include-

  • Active Listening - This means focusing on customers when they are asking questions or making comments about services and products. Actively listening will help staff understand what customers are looking for and acknowledge their opinions and comments.
  • Personalize the Interaction - Customer service can be meaningful if the interaction feels personalized. This can be done by asking customers about their day or addressing them by their preferred name.
  • Use Positive Terms - Positive words, such as absolutely and certainly, will make customers feel happier and comfortable while engaging with the business.
  • Be Empathetic - By showing empathy, customers will know that a business understands and cares about their concerns.
  • Avoid Complex Words - Complex or industry-specific terms may be confusing or hard for customers to understand. Using simpler words will ensure effective and quick communication.

5. Measure Communication KPIs

Key performance indications (KPIs) can provide insight into how effective and productive a business's customer service is. The 4 key metrics that management should monitor regularly are-

  • First Response Time (FRT) - This is the average time it takes for a customer service agent to initially respond to a customer.
  • Average Resolution Time (ART) - ART is the average time it takes for the agent to resolve a customer inquiry or ticket once it has been opened.
  • Customer Satisfaction Score (CSAT) - This metric is used to measure a customer's overall satisfaction with a product or service.
  • Net Promoter Score (NPS) - NPS determines how likely a shopper is to recommend a brand to others.

By measuring these metrics and assessing customer service performance, companies can identify any issues and conduct the necessary training to improve customer outreach.

6. Compile Customer Feedback

Customer feedback provides valuable information about how consumers feel about a brand. This enables managers to identify any drawbacks in their communication system, products, or services, to which they can then make enhancements.

Feedback also helps cultivate a lasting customer relationship between the consumer and business. This is because customers will feel important, knowing that their opinions are valued and will be used to shape how a business will operate in the future.

7. Utilize Social Media

Businesses should take advantage of their online presence by engaging with their followers on social media. Some methods to boost social media interactions include-

  • Identify Preferred Platforms - By doing so, management can create and be active on social media accounts that their customer base prefers to use.
  • Post Content - Businesses should frequently update their social media profiles and announce important news, such as new product releases and events.
  • Interact with Followers - Most social media platforms have commenting and direct messaging features. Brands can utilize this to engage with their followers, ask for feedback, and answer any questions.

By following these strategies for effective customer service, organizations can cultivate positive experiences for their consumer base, productively engage with potential buyers, and boost customer retention.