Tips For Building Trust With Your Customers

By Steve Brubaker, InfoCision Chief of Staff

“If people like you they’ll listen to you, but if they trust you they’ll do business with you.”— Zig Ziglar

I’ll never forget the time that I received an account statement in the mail from a company, and noticed a discrepancy in its billing policy. The company had made a rate adjustment, and failed to notify me of the change.

Suffice to say, I was not happy about this. But my anger was less focused on the rate adjustment, and more on the fact that the company failed to contact me in any way about the change. My initial response was to pick up the phone and immediately call customer support for an explanation.

The issue was eventually resolved. But as time went on, I couldn’t shake the lingering doubt in my mind about the organization I was doing business with. Eventually, I decided to take my business elsewhere.

Part of why this feels so bad to a customer is that customers are used to being held to the strictest standards about billing and usage policies. For some businesses, services will cease when customer payments stop. So when customers do everything they are supposed to, and the company lets them down, it’s setting a double standard. You can’t punish a customer for failing to do something, and then do the same thing back.

What can you to do build trust with your customers in your contact center?

Here are some tips:

Protect your data: In one study, 76 percent of customers reported they would take their business elsewhere due to negligent data handling practices. As such, companies need to do everything in their power to prevent data leaks from happening. Around-the-clock network monitoring, cutting-edge cloud security tools and expert IT workers are all necessary for preventing cybersecurity issues.

Always keep promises: Sales associates and marketers tend to have a reputation for making exaggerated offerings to customers. To prevent this from happening, all sales and marketing assets should be reviewed by management and possibly even legal for accuracy and compliance. And all customer communications should be spot-checked to ensure that agents are making appropriate offers.

Always ask for input: One of the best ways to show customers that you care about them is to ask them for input about your company, its products and its services. By allowing the customer to give back, it shows that you value their opinion and are actively striving to make the customer better. It may seem like a small step, but it’s an important one.

Outsource: Sometimes, the easiest way to do something is to hire a company that specializes in providing that service. By outsourcing your contact center operations to a third party provider like InfoCision, you can rest assured knowing that your customers are in good hands with expert agents who are using the best technologies on the market.

To learn more about InfoCision, click here.  

 

 

Tips For Building Trust With Your Customers

By Steve Brubaker, InfoCision Chief of Staff

“If people like you they’ll listen to you, but if they trust you they’ll do business with you.”— Zig Ziglar

I’ll never forget the time that I received an account statement in the mail from a company, and noticed a discrepancy in its billing policy. The company had made a rate adjustment, and failed to notify me of the change.

Suffice to say, I was not happy about this. But my anger was less focused on the rate adjustment, and more on the fact that the company failed to contact me in any way about the change. My initial response was to pick up the phone and immediately call customer support for an explanation.

The issue was eventually resolved. But as time went on, I couldn’t shake the lingering doubt in my mind about the organization I was doing business with. Eventually, I decided to take my business elsewhere.

Part of why this feels so bad to a customer is that customers are used to being held to the strictest standards about billing and usage policies. For some businesses, services will cease when customer payments stop. So when customers do everything they are supposed to, and the company lets them down, it’s setting a double standard. You can’t punish a customer for failing to do something, and then do the same thing back.

What can you to do build trust with your customers in your contact center?

Here are some tips:

Protect your data: In one study, 76 percent of customers reported they would take their business elsewhere due to negligent data handling practices. As such, companies need to do everything in their power to prevent data leaks from happening. Around-the-clock network monitoring, cutting-edge cloud security tools and expert IT workers are all necessary for preventing cybersecurity issues.

Always keep promises: Sales associates and marketers tend to have a reputation for making exaggerated offerings to customers. To prevent this from happening, all sales and marketing assets should be reviewed by management and possibly even legal for accuracy and compliance. And all customer communications should be spot-checked to ensure that agents are making appropriate offers.

Always ask for input: One of the best ways to show customers that you care about them is to ask them for input about your company, its products and its services. By allowing the customer to give back, it shows that you value their opinion and are actively striving to make the customer better. It may seem like a small step, but it’s an important one.

Outsource: Sometimes, the easiest way to do something is to hire a company that specializes in providing that service. By outsourcing your contact center operations to a third party provider like InfoCision, you can rest assured knowing that your customers are in good hands with expert agents who are using the best technologies on the market.

To learn more about InfoCision, click here.  

 

Is Your Contact Center Baby Boomer Friendly?

By Steve Brubaker, InfoCision Chief of Staff

In a recent blog post, we discussed the importance of marketing to millennials in your contact center. As we explained, millennials will eventually bypass Baby Boomers in terms of overall spending power and so it’s crucial to offer services they find appealing and easy to use.

This doesn’t mean, though, that you can neglect the changing needs of your aging Baby Boomer customers. Baby Boomers, after all, still make up a tremendous portion of the American population — and possibly your customer or donor bases. Data from the most recent U.S. Census shows that there are at about 76.4 million Baby Boomers.

The good news is that Baby Boomers aren’t all that far behind millennials in their demand for cutting edge technologies that save time and increase convenience. For example, 59 percent of seniors have made a digital purchase in the last three months. Over 28 million seniors now have a Facebook account. And 45 percent of people over the age of 45 choose live chat because they believe it’s convenient.

Here are some other interesting statistics about Baby Boomers:

  • 83 percent of younger Boomers (51 to 59) use the Internet. 76 percent of older Boomers (60 to 69) do so as well. Conversely, 97 percent of millennials use the Internet.
  • 91 percent of younger Boomers own a cell phone as do 87 percent of older Boomers.
  • 66 percent of younger Boomers have broadband at home, while just 60 percent of older Boomers do.

At the same time, there are definitely older Baby Boomers out there who do not want to use new technologies like live chat and social media and much prefer the old fashioned method of picking up the phone and speaking to a live agent.

Every customer is different and so we can only generalize up to a certain extent. The most important thing you can do is to offer a variety of technologies and support services, to ensure that all customers — regardless of their age or needs — can resolve issues quickly and in a way that they find to be easy.

For this reason, it’s important to use big data to your advantage. Drill down into the core needs of your target market, and build your customer service department around them.

One of the best ways to ensure that your customer service department is flexible and responsive to customer needs is to outsource operations to a third party solutions provider. InfoCision, for instance, drills down into customer data and uses the information to build short and long term marketing and customer support strategies.

To learn more about InfoCision, click here.

How The Federal Government Can Improve Customer Service

By Steve Brubaker, InfoCision Chief of Staff

Over the last several years, customer service has emerged as a top priority for most organizations — at least in the private sector.

Unfortunately, the same thing can’t be said about customer service in the public sector.

In 2016, the federal government finished last in customer service in a group of 21 major industries. What’s more, the federal government generated five of the eight worst scores of the 319 brands that were studied.

Now, this is a huge issue for two reasons: First and foremost, communication is a major pillar of democracy. In order for government to be effective, responsive and fair, citizens need to be able to contact agencies in a timely manner. At the same time, it’s also a nightmare for organizations doing business with the federal government.

As such, the White House Office of American Innovation has made it a priority to improve customer service for citizens and customers of the federal government. According to the President’s Advisor, Chris Liddell, several several strategic, multiyear projects are now in being planned to overhaul its current systems. The goal is to give public sector customers and American citizens the same treatment that they experience in the private sector.

Of course, this needs to be done in a way that is cost-effective. The federal government is looking for ways to trim expenses across all levels and agencies — not to add more.

Just look at what’s happening in the federal data center space as an example. The government has been focusing on consolidation and cost reduction over the last several years, and will most likely continue to do so. Right now, for instance, there is bipartisan support for extensions to the Federal Information Technology Acquisition Reform Act (FITARA). These extensions will be included in the House’s version of the 2018 National Defense Authorization Act. If FITARA extensions are passed into law, we will see more data center consolidation, greater transparency and risk management and regular IT portfolio and program reviews.

Contact centers are notoriously expensive to build and operate, and so the government should strongly consider avoiding any future builds or infrastructure upgrades. Instead, it makes more sense for the government to outsource customer service operations to domestic third party contact center solutions providers. By outsourcing its contact center operations, the federal government will be able to experience immediate and lasting performance gains while also eliminating ongoing heavy capital and operational expenditures.

What’s more, contact center solutions providers can offer the federal government ongoing support and assistance for processes like determining which channels to offer customers, measuring progress and ensuring system uptime and stability.

InfoCision is a domestic contact center solutions provider offering small teams of experienced agents, access to cutting-edge infrastructure and even in-house legal assistance.

For more information about InfoCision, click here.

Five Things That Can Go Wrong When Managing Your Own Contact Center

By Steve Brubaker, InfoCision Chief of Staff

Your small business is growing quickly, and soon it will require the support of a full-fledged contact center — meaning you have a decision to make about whether to outsource operations or keep them in-house.

Now, it may seem like a good idea to keep your contact center operations under the watchful eye of your own trusted team members. But if you think through this a bit, you will find that this may not be the best course of action.

Here are five things that can go wrong by keeping your contact center in-house:

1. Security could become a nightmare: From a security perspective, managing your own data center will be a major burden for IT as they will be responsible for the ongoing monitoring and patching of all critical infrastructure.

What’s more, there is no guarantee that keeping data in-house is any safer than working with a third party vendor. Research shows, for instance, that about 43 percent of all data breaches come from inside actors. Understand that your team members — even the most trusted ones — may not always act with your best interests in mind, especially when handling valuable customer information. Conversely, outsourcing will provide you the added buffer of a service level agreement (SLA) which will help protect you legally in the event of a data security incident.

2. IT could become stretched too thin: What happens when IT gets overloaded? Nothing good. Unless your employees are willing to work nights and weekends, some maintenance tasks may get neglected which could expose the business to a variety of threats. After all, you can only fit so much work into one day. Turnover is very high in IT, and if you push your employees too hard they may flock to greener pastures.

3. Costs could skyrocket: As a small-to medium-sized business, you lack the bottomless budget of a large enterprise. And this will make things difficult, as there are an enormous amount of expenses to cover related to employee overhead. For instance, you will either have to section off part of your current facility for your contact center, or purchase new space. You will also have to create extra room in your data center, too. Then you will have to hire agents, pay benefits and outfit them with computers, headsets, chairs and customer relationship management (CRM) software. And these are just some of the expenses you can anticipate!

4. Your job will get a lot more stressful: When managing your own contact center, you call all the shots — from the agents you bring in, to the customers that you call. Managing a contact center can be an enormous responsibility, especially when it comes to purchasing new technologies, renewing contracts and planning long-term strategies. So if you opt to manage your own contact center, make sure to factor in plenty of extra time for researching, negotiating, interviewing and managing daily operations. This is no small undertaking.

5. You could fail: With great responsibility comes the unfortunate reality that you may not succeed in your customer service goals. And customer service administrators typically have very short leashes for achieving expectations, and turnover is very high in this industry.

 If you manage your own contact center, and fail, the responsibility is ultimately on you. If you work with a contact center solutions provider and fail, you can simply fire them and re-strategize.

This last part is important. A high quality contact center solutions provider like InfoCision will ultimately come with less risk—and much greater reward.

To learn more about InfoCision, click here.

Key Takeaways From Verizon’s Recent Data Breach

By Steve Brubaker, InfoCision Chief of Staff

A security incident at one of Verizon’s technology partners recently resulted in a massive data breach for the wireless giant.

The data breach primarily affects customers who placed service calls during the last six months. Up to 14 million customers may have been exposed, although Verizon claims only 6 million unique customers were actually affected.

Sources indicate that the data was lifted from an unprotected Amazon S3 storage server that was being operated by the vendor. Customer records were stored in log files, and were spread across six different folders. The records included customer names, phone numbers and personal identification numbers (PINs). However, many more fields were exposed as well like account balances and the Verizon services that customers were using.

At this point in the investigation, experts are still looking into how the data was stored on the server. Right now it’s apparent that there was an access control issue.

“Verizon provided the vendor with certain data to perform this work and authorized the vendor to set up AWS storage as part of this project,” a representative from the company stated. “Unfortunately, the vendor’s employee incorrectly set their AWS storage to allow external access.”

This story is an important lesson for customer service administrators who are now considering outsourcing their operations to third party vendors.

Now, you shouldn’t fear working with third party vendors. In fact, most companies will go to great lengths to protect your information. After all, their business depends on it. It’s actually safer, in most cases, to work with a business process outsourcer rather than to manage your information on your own.

What you don’t want to do, though, is leave anything to chance with your sensitive information. If someone else is storing and managing your data, it is in your best interest to stay informed about how they are protecting it. Don’t assume that your vendor will always operate with your best interests in mind — follow through, and make sure that they are doing so. Otherwise, you could wind up in the same position as Verizon.

To avoid any complications, make sure that cybersecurity is a priority for your vendor before you sign any agreements. Include your IT team during negotiations, to ensure that they are comfortable with the vendor as well. Your IT advisors will know what to look for when selecting a vendor and their input could go a long way in helping you avoid a messy partnership.

So remember: What happened to Verizon could happen to any company. But through communication and visibility, it can also be avoided.

Want to learn more about how InfoCision protects customer data? We would be happy to explain further.

To learn more information, contact us today!

Key Questions to Include in Your Next Contact Center RFP

By Steve Brubaker, InfoCision Chief of Staff

It’s time to write your contact center’s request for proposal (RFP) and now you are scratching your head and wondering what to include in the document. You may even be combing the Web looking for templates, so that you ask all the right questions.

It’s important to remember, though, that an RFP is an open-ended document. There are no right or wrong questions to ask. It’s your chance to tell the industry exactly what your organization needs, so that you can shortlist vendors instead of spending hours combing through online reviews.

Here are some questions to consider including in your next contract center RFP:

Has your company ever had a major cybersecurity incident?

Given the rampant nature of cybercrime today, this is an important one to ask — especially if the contact center solutions vendor will be responsible for storing and managing your customer data. Unfortunately, not all contact centers offer strong privacy and data security controls. Make sure to get a thorough sense of each vendor’s commitment to cybersecurity, in order to ensure that the company will be capable of effectively managing your sensitive information.

What kinds of legal resources do you have?

A top-tier contact center solutions vendor will offer advanced legal services, to assist with day-to-day outreach issues and long-term strategy planning. Be wary about partnering with companies that do not offer legal counseling, as they will be unable to offer sound guidance —and could get you into trouble with important regulatory policies like the Telephone Consumer Protection Act (TCPA).

What differentiates your contact center agents?

If you are in the market for a full-fledged contact center solutions provider offering live agents, make sure to do some digging and find out how much time and effort they put into hiring and attracting top talent. Look for a vendor offering experienced, highly-qualified agents who are capable of performing the highest level of customer care.

How big is your team?

Consider the size of each contact center provider’s customer service team. Smaller organizations tend to offer a more comprehensive level of customer care, as management can communicate and coach agents much more easily in this type of environment.

How does your company schedule maintenance?

Read the fine print, and make sure you have a clear understanding of how each vendor schedules maintenance and downtime. Be wary of statistics that advertise uptime, and look for protection in the form of Internet failover and business continuity. Vendors should also offer routine data backups to safeguard against threats like ransomware attacks and unexpected system failures.

Remember that it’s better to be picky when partnering with a contact center solutions vendor. By asking these types of questions alongside your own, you will uncover critical details that will help you understand if the vendor you are considering can be trusted.

Revolutionize Your Contact Center This Summer

By Steve Brubaker, InfoCision Chief of Staff

It’s July, which means freedom is in the air here in America. As a customer service administrator, though, it can be hard to think about freedom when you are bogged down managing a contact center that is struggling to meet its cost, operational and performance goals. Instead, you may be feeling trapped — and helpless.

Why do contact centers fail? Oftentimes, it’s due to one or more of the following issues:

High Costs: It’s not much fun having to pinch pennies in the contact center, but this is the reality for many organizations. Contact centers can be very expensive to operate, when factoring in the cost of hiring and overhead, as well as capital and operational expenses for hardware and software. Next to the data center, the contact center is arguably the most expensive part of a company, but has the opportunity to act as the highest revenue-generating aspect.

Heavy turnover: Heavy turnover remains a top challenge for contact centers, with the overall industry average hovering between 30 and 45 percent. Many people see high turnover as normal, when in fact it can be controlled. It doesn’t have to be an expensive and time-consuming ordeal.

Unreliable networks: The contact center is responsible for many different business processes, from outbound sales to customer support and issue resolution. When goes wrong in the contact center, like a network or power outage, it can bring progress to a standstill and directly impact the bottom line — especially if you lack real-time network troubleshooting tools.

Legal complications: Contact centers that lack on-site legal professionals are more likely to make mistakes during outbound campaigns and when solving customer issues. Mistakes can lead to costly Telephone Consumer Protection Act (TCPA) violations, which can come back to haunt you years later.

Poor planning: Fundraisers need to be carefully planned and executed using refined data. Organizations that attempt to rush into fundraisers without a carefully executive strategy are much more likely to fail.

Here’s some good news, though:

You don’t have to fix all of your contact center’s problems by yourself. You can outsource your department, just like any other business process, to contact center solutions provider like InfoCision — saving you the trouble of having to conduct a massive, in-house overhaul while also guaranteeing improved results.

A contact center solutions provider will streamline every aspect of customer service. You won’t have to worry about things like hiring agents, purchasing or maintaining infrastructure or digging through the weeds with legal issues.

Plus, you may be in a position to downsize your company’s office space and save money on rent. So there are additional ways of saving money.

Ultimately, nothing will change until you take action. To learn more about how InfoCision can revolutionize your contact center, click here.

Is Your Customer Loyalty Program Failing?

By Steve Brubaker, InfoCision Chief of Staff

Some time ago, your business introduced a loyalty program in order to reward customers who make frequent purchases.

Now it’s time to take a hard look at your loyalty program and ask whether it’s actually helping to boost customer acquisition and retention, or if it’s deterring customers instead.

How can you tell whether your customer loyalty program is successful?

If you have to guess, you are doing something wrong. Loyalty programs succeed when they are implemented as part of a larger, data-driven marketing strategy. They need to be carefully planned, executed, tracked and updated.

Here are some common reasons why they fail:

Poor promotion: There may be nothing wrong with the loyalty program you are offering. It could be how you are promoting it that is causing the trouble. Loyalty programs need to be treated as any other marketing campaign. They need to be supported by fresh, relevant and targeted content, email and even snail mail. These campaigns need to be supported by data.

Too much promotion: On the other end of the spectrum, you may be over-promoting your loyalty program and scaring away customers — forcing them to cancel services, unsubscribe or even block email and push notifications.  The trick is to find a sweet spot, where you are targeting customers just enough to pique their interest and keep them interested in your services.

The rewards aren’t good enough: It could make sense to try and sweeten the deal, in order to generate interest. Perhaps the program takes too long to accumulate returns, or your competitors are giving away stronger promotions. You don’t have to go overboard, but make sure that the program is at least offering enough to remain attractive.

Something else is scaring away customers: We have seen instances where a business is doing everything right by offering a well-planned, crafted and executed loyalty program offering great rewards. However, customers still don’t bite.

When this happens, it’s necessary to look outside of the scope of the loyalty program and investigate external factors that could be scaring away customers. For instance, there could be a miscommunication happening somewhere in the contact center. Perhaps agents are using outdated information or talking points to sell the program to customers. Or, maybe customers can’t easily get through the contact center when they have questions.

Whatever the case may be, it’s important to treat it holistically. You have to get to the true root cause of the problem and fix it if you want to see actual results.

Remember: Don’t guess about how to fix these sorts of problems. Instead, partner with InfoCision to receive access to cutting-edge technologies, expert agents and high quality data and information management.

To learn more about InfoCision, click here.

Second Circuit Issues Important TCPA Update

By Steve Brubaker, InfoCision Chief of Staff

Running a contact center can be a massive responsibility. It’s a never-ending job trying to keep customers happy, agents on track and budgets under control. There isn’t always an adequate amount of time to devote to the really important things, like strategic planning for outbound communications.

When you rush around and complete tasks haphazardly to beat the clock, or perform guesswork in the contact center, you are bound to overlook small details like Telephone Consumer Protection Act (TCPA) protocol — a law that restricts how marketing, customer service and sales teams are allowed to contact customers.

TCPA regulations, it should be noted, are extremely complex. They also change from time to time, which can make them even harder to understand.

One issue that came up recently regarding the TCPA is that of “revocation of consent,” which was brought to the forefront during the Reyes, Jr. v. Lincoln Automotive Financial Services case.

As insideARM explained, in this case the plaintiff leased a car in 2012 and expressed consent to receive telephone calls from a credit agency, “including but not limited to, contact by manual calling methods prerecorded or artificial voice messages, text messages, emails, and/or automatic telephone dialing systems.”

What’s more, the plaintiff consented to the company using “any telephone number” that he provided to contact him.” This included a number for a mobile phone or wireless device, regardless of whether charges accrued.

The plaintiff, however, missed multiple payments and defaulted on his contract. So, the credit agency began calling the plaintiff at the number he provided until the vehicle was ultimately repossessed.

Now, here’s where it gets tricky:

Sources indicate that the following year, the plaintiff mailed a letter to his car manufacturer stating the following:

“I would also like to request in writing that no telephone contact be made by your office to my cell phone.”

As the story goes, the car manufacturer declined receiving any such notification, and so continued calling him. The plaintiff’s lawyer claims that 141 calls were made by a customer service representative, and 389 calls were delivered using a recorded message.

In 2015, the customer filed a lawsuit for $720,000, arguing that the company violated not just the TCPA, but also the Fair Debt Collection Practices Act (FDCPA).

The case first went to district court, and wound up before a Second Circuit which held that the plaintiff did revoke consent. However, the TCPA does not allow for a consumer to revoke consent when the consent is part of a bargained-for exchange.

What’s interesting here is that before this became a TCPA ruling, it was nothing more than a backend communication issue. Someone in the contact center repeatedly authorized agents to communicate with the customer. We can chalk this up as a bad decision.

It’s worth imagining yourself in this situation, and wondering how you would handle it. Without expert customer service guidance, and immediate access to legal counselors who thoroughly understand customer service laws, it’s easy to make the wrong decision that could result in years of court battles and massive fines.