Allegiance Blog

There’s a lot of debate around Net Promoter Score® (NPS) as “the ultimate question.” In the meantime, companies continue reporting customer satisfaction scores with NPS and with aggregate averages. These discussions miss the mark. The point should be to drive improvement:  if you aren’t taking direct action on the results, then you are actually losing ground to your competitors. So what metrics can help drive that focus on improvement?

Start by telling the story. How would you tell an executive in 30 seconds or less what a “7.78 average satisfaction rating” means? On the other hand, executives should react if we tell them that only 38% of the company’s customers are Promoters, and that the differential annual value between a Promoter and a Detractor is $162 (as a real-world example of a B2C company we recently worked with). Armed with this knowledge and with understanding of what creates Promoters and Detractors, executives can make good decisions and also gain a leading indicator of progress by watching the % of promoters grow in their segment.

The background research for Net Promoter was based on a series of longitudinal studies that examined actual customer behaviors associated with their feedback (documented in Reichheld’s book, The Ultimate Question, and in dozens of case studies over the years). The beauty of Net Promoter isn’t in the score – its strength lies in its ability to easily communicate action plans based on a proven segmentation strategy. It turns out that customers who rate you as less than 9 (on a 0 to 10 scale) are actually not with you (i.e. they aren’t “Promoters”), and they are prone to go elsewhere with their money. Prior to the research in Fred’s book, conventional wisdom found that a score of 5 on an overall satisfaction or recommend question was “neutral” and therefore “ok” and so an average score of 7.78 was generally perceived as good.

However, we all know that a focus on a score, including NPS, is missing the point. A single metric always focuses the discussion on scores, while a focus on improvement and the resulting financial metrics would better serve the business. Reporting averages makes action even more difficult. Take the first step by simply reporting “top box” scoring (% of customers that score a 9 or 10) and see what dialogs result. What percent of your customers are really with you?

Steve is a founder and Principal Consultant with Waypoint Group.  Contact Steve at steveb@waypointgroup.ORG

Last month I received a survey about a service experience. The support organization sent the survey to me within a day of the call and the questions pertained to my experience (so far, so good). At the end of the survey, they asked if I would like to be contacted by a representative. I didn’t really have any major issues to discuss, but I was curious to see what would happen, so I marked yes. I waited a day, then 2 days, and then weeks passed with no contact (by email or phone). My expectation had been set that I would be contacted, so that left me disappointed by an otherwise positive experience.

The experience that I described above is an example of tactically closing the loop (or not closing it, in this case). The design of any world-class customer feedback program should include a closed loop process that makes customers feel that they have been heard and promotes learning about what to do to improve the business in ways that drive customer satisfaction and loyalty.

There are three primary processes that comprise a comprehensive closed loop program:

 In addition to understanding the different types of closed loop processes, there are other factors to consider, such as:

• What is the goal of the follow-up process? Are you trying to learn from detractors, leverage promoters, or assess root cause problems? Or is your goal some combination of the three? Determining your overall goals and objectives is a necessary step toward designing an effective closed loop program.
• Which customers should be contacted, and who should conduct the follow-up? Your business model and capacity for follow-up will help guide your decisions in this area. Make sure there is clear ownership and that the follow-up involves all relevant functions. Then choose the appropriate contact method/channel (phone, email or corporate communications, for example) and establish and train employees on the process.
• When should the follow-up occur? Typically, front line follow-up will happen within 48 hours. However, a reasonable period of time depends on client perspective and operational limitations. Closing the loop on issues (e.g. detractors or service problems) or specific requests for follow-up should occur quickly. Follow-up for root cause investigation can happen over time.
• What are the key touchpoints in the customer experience, and how can we better manage them cross-functionally? Understanding the key touchpoints from the customer’s perspective and aligning goals cross-functionally will help you better understand the customer experience and make end-to-end improvements that will improve customer satisfaction and loyalty. This involvement at the management level will further optimize investments in ways that will directly impact customers and your bottom line.
• How should our executives be involved? Executives drive business outcomes and define overall company strategy. By establishing a customer-centric company culture and reinforcing that culture through internal and external communications, they can let the customers and employees alike know that customers are the first priority. Executives can communicate to customers that they are listening and acting on their feedback by explaining the actions taking place based on that feedback. Within the company, executives can foster customer-centric behaviors and use customer feedback to drive business strategy through initiatives, target-setting and employee recognition programs.

At Allegiance, we encourage clients to get more out of their data. Listening to your customers and analyzing the results are important steps in understanding your clients. However, effectively closing the loop with your clients is another critical component of a world-class customer feedback program. Listen, respond and act – your customers will thank you!

Transactional surveys are a great way to capture customer feedback immediately following a transaction or event. Companies can use them to gain a better understanding of a customer’s experience and perceptions of service quality while the service interaction is still fresh on his or her mind.

Dr. Fred Van Bennekom from Great Brook Consulting has created a list of eight practical items to consider when developing your transactional survey strategy.

Keep It Short. If you want to get a good response rate, then keep it short and to the point. For most transactional processes, 7 to 12 questions should be sufficient.  

Use Random Sampling. If you have ongoing customer transactions, you probably don’t want to send a survey invitation each time a customer has a closed transaction. This will promote “survey burnout” and lead people to complete the survey only when they have an axe to grind.  

Implement a Service Recovery (Complaint Handling) System Concurrent with the Event Survey Program. Complaint handling and event surveying are tightly linked in a customer retention program. If a customer voices a complaint in a survey and you don’t respond, it will just flame the fires of dissatisfaction.  

Consider Different Survey Administrative Methods. Transactional surveying can be done by telephone, web form, paper form, or using IVR. Regardless of the method, you want to get the data as quickly as possible to act on any business process issues. Web form surveys are the fastest and most inexpensive once the system is set up, but your target audience must have web access and be web savvy.

How Often & How Soon to Survey. Most retailers or dining establishments are surveying essentially at the close of a transaction. In situations where you have a database of customer contact information, you could do the surveying in batch mode every day or every week. However, if the period between transaction and survey is too long, you increase the probability of a process problem affecting more customers until you learn about the problem.  

Outsource Surveys Versus In-House Execution. There are many services that will conduct the survey program for you. They may give you real-time access to the results through a web portal, but you will pay for these features. With advanced technology tools, you can accelerate the design, set-up, execution and analysis of your transactional surveys by performing them yourself.

Pilot Test Your Surveys. A survey is a product that you as the designer should test before launching, just as a company should test any product before selling it to customers. The pilot or field test is critical to discovering flaws in the detail of the survey design before going live.  

Don’t Abuse The Survey and Your Respondents. Please know the difference between an event survey and a relationship survey, and be humble in your request for your respondents’ time. By attempting to make the survey serve two masters — the event and the relationship – you will compromise on both.

Trust is at the core of every relationship. In the aftermath of the economic crisis, our common challenge in bringing business relationships out of the proverbial tank and back into the light is renewing a level of trust with our customers, employees, and shareholders.

So how does a company do that? At the core, it’s about making offers that build trust–offers of stress-free service that really is stress free. Offers of discounts that are actually discounts. Offers of personal growth to employees that are made good. Each time we in the business world “make good” on a promise, trust is enhanced and deeper bonding occurs.

Here are three additional steps that organizations can take to enhance trust:

1. Offer customers/employees something unexpected
2. Deliver on the offer quickly without conditions (a.k.a. fine print)
3. Repeat as often as you can

Case in point – A few years ago, Bell South implemented a “just ask” program requiring every customer-facing employee to ask customers a simple question at the conclusion of every interaction: “Is there anything else I can do for you?”

The result was a rise in overall customer satisfaction and customer loyalty because a little offer goes a long way and sales increased based on that little question, adding $100M in the first year. Additionally, reward points were given to service people to be used ot choose from a catalog of goods enhancing the quality of work because they had to qualify for the opportunity and follow up with the sale.

Bob Caruso, Managing Director, Endeavor Management

“In a crisis, be aware of the danger-but recognize the opportunity.”- John F. Kennedy

As part of today’s online Engage eSummit, Gary Tucker, SVP and General Manager of JD Power and Associates, talked about the importance of delighing your customers in the current economic environment, as well as the resulting increases in financial performance for companies that come with improving their customer satisfaction.

Tucker recommended five steps that organizations can use to pursue customer delight, including: 

1. Focus – Who owns the customer experience? Is everyone traveling down the same road? The companies that really stand out have a very clear understanding of who in their organization owns the customer experience. The companies that perform best have engrained that sense of ownership in everyone across the organization.

2. Quantify – What is most important to your customers? (It varies by company and brand). Companies often spend a lot of money in areas that don’t pay back. What are the drivers of customer satisfaction in your industry? Look at it through the lense of the people, presentation, price, product quality, and the process that a customer goes through. Each one of those five Ps represents an area of opportunity for your company to improve. Know what your drivers are so that you can focus your improvement on things that are going to have the most value to your customers–and the greatest payback for your company. 

3. Prioritize actions based on benchmarks – Who/what are my target customers comparing me to? Why are they defecting? Why are they shopping for an alternative solution? Knowing this information will help you understand and forecast your customers’ expectations and needs.

4. Define the business case upfront – What’s it worth to me in lower defection rates? Lower costs? Increased share? $$$$? Connect customer satisfaction activity with the same discipline and scrutiny is critical to getting the equation right.

5. Monitor and make course corrections – Getting good at delighting your customers is not an event. You’ve got to have a continuous customer feedback loop. Make sure that customers are feeling the changes that you’re making. If not, make course corrections. 

As Tucker pointed out, satisfaction is the path, but not the destination. The destination through an excellent customer experience is commitment–that part of a customer’s behavior that creates power for a brand. The primary input to commitment is the experience that customers have.

Kevin Mellander, Director of Customer Care, Allegiance

It is interesting to sometimes eavesdrop on shoppers and listen to their candid comments about an establishment they have visited. You will definitely hear different comments and points of view. If a company would like to know the needs and desires of its customers, then conducting a customer survey is one of the best tools to use.

There are 3 areas of customer survey which are all essential for the company to know.

Customer Service Survey

The objective here is to provide the company with valuable data from customer feedback. Management could then improve the service of the company to become more competitive in its field. It could also provide the management team with guidelines for strategic planning and decision-making.

Customer Satisfaction Survey

This area concerns the products, services, pricing, and satisfaction with the business relationship. The details in this survey directly give vital feedback from customers regarding their desires, wants and needs. These data are essential for the growth of the company. Here, the behavior of the customers is revealed through the answers they give. With it, management could make adjustments to suit the satisfaction of customers.

Customer Loss Review Results

Being able to win back one customer is like winning back a thousand or more. It is therefore important to know the reasons why the customer has stopped doing business with the company. There is a need to identify the root cause of the problem. If winning back the customer is no longer possible, it is imperative to take corrective measures so as to prevent the future loss of customers.

Enterprise feedback management (EFM) and Customer Relationship Management (CRM) solutions are equally important to the success of your company.

Keeping tabs on customer information is an important piece of your company’s operations. Can you imagine what would happen if your company had to manually monitor and file all of the customer information that has been gathered over the years? This is why CRM software was developed – to ensure that critical customer information is managed and handled efficiently. CRM simply helps corporations capture, manage and store their customer’s personal information.

Where CRM’s fall short, though, is in their ability to analyze data. This is where EFM software comes to the rescue. EFM – a relatively new industry – helps manage customer and employee feedback company-wide. While CRM helps you capture , manage and store your customers’ personal information, EFM helps you capture, manage and analyze your customer and employee feedback – making your organization more customer and employee-centric.

In the age of advanced information technology, automating the process of gathering each and every type of customer information is vital to a business’s success. This is why CRM and EFM software are both important.

The right CRM software will allow your company to:

• Increase productivity
• Develop effective marketing strategies
• Reduce production and operational costs through proper information management
• Improve the customer’s overall experience with the company

The right EFM software will complement your CRM software by:

• Helping you manage feedback company-wide
• Quickly route and manage your company’s feedback
• Predict where in your company you can focus to improve customer and employee loyalty
• Gauge how satisfied your customers and employees are

Aside from these benefits, the right CRM and EFM software will allow you to identify your company’s most valuable clients and customers. This way, preferred and loyal customers can be given more priority so that their business can be retained. In the same vein, customers who have a good potential of remaining loyal to the company can be given incentives to stay with the company.

On the administrative side, these software packages will make customer interactions flow smoothly and data analysis can be done more efficiently. With all these advantages and more, CRM & EFM software is truly something that major corporations in any industry cannot do without.