Last Updated On May 11, 2023

UX Tips to Level Up Your Customer Service

UX Tips to Level Up Your Customer Service
By Team TIS

Throughout the years, businesses have grown due to a variety of marketing methods, such as networking, mobile marketing, online referrals, word-of-mouth and recommendations, which have helped them to gain loyal customers. There are, however, several factors that determine the success of a business in retaining its customers, including the customer service policies and quality of UX or user experience.

If you use our UX tips to level up the quality of your customer service, then you will be able to create a memorable customer encounter by providing seamless navigation experiences and creating emotional responses that will help keep your customers coming back for more.

However, before implementing customer service practices, it is vital to understand how they will affect user experience and business growth in order to be able to implement them effectively.

Why great customer service is important for business growth-

Customers are the backbone of any business. The companies that have a reputation for offering the best customer care know this, and they are reaping the benefits as a result. Your customers deserve to be treated with care, and you must always ensure that they feel confident and valued when they interact with the goods and services you provide.

According to studies, 65% of your sales comes from existing customers, which further reinforces the idea that your greatest asset is your customer base.

Customers who are happy with your business are likely to return for another purchase in the future and to recommend your business to their friends at every opportunity they have. 

For reaching new potential customers, nothing beats a trusted product user’s personal recommendation and endorsement so make sure your loyal customers only have glowing reviews for you and for this to happen ensure you assist them as effectively as you can.

Customer service and its impact on user experience-

Before a user interacts with your products or business in any way, be it during a purchase, before or even after the purchase, your company’s customer service team should be there to assist the customer through all the stages, till the end. In the context of customer service, it is a major component.

There are a variety of customer service channels available to companies based on the preferences of their customers. A customer support agent is responsible for responding to customer queries and complaints, engaging in real-time chat sessions, guiding new customers through the product tour, and resolving customer service issues as they arise. During the past few years, it has been discussed extensively that customer service has a direct relationship to user experience. Without good customer service, it is impossible for a user to have a pleasant experience on any website.

Client satisfaction tips with UX

An effective user experience can be achieved by paying attention to detail and learning from firsthand experience what are the most frustrating problems for customers. The User Experience team and Customer Service team need to work closely together to achieve this objective, since it is a collaborative effort.

Here are some tips that can help your  customer service reps, operations staff and business management in increasing customer service productivity.

  • Identify customer needs:

Invest some time in learning more about your customers’ experiences with the service or products and how they perceive your brand as a whole. Understanding their priorities, goals, preferences and expectations becomes easier as you get to know them.

You will be able to gather first-hand impressions of what the customers expect from you, which will help you develop approachable and practical solutions that will increase customer satisfaction and create relationships that last a lifetime.

If you want to learn more about your customers, you can adopt a framework for collecting information about them by asking them a few simple questions and observing how you interact with them over time.

Consider questions like:

  • WHO?   

Who are the primary customers of the company?

  • WHY?

Why do they prefer our services or products?

  • WHAT?

What are the needs and challenges they are facing at present? 

Discover your customers, their wants, and how they think by using these questions, surveys, and other tools. 

Thus, you will be able to make better informed decisions based on their needs and consequently be able to provide them with a more personalized experience. 

Taking customer feedback into account and implementing appropriate changes can assist you in elevating your UX.

  • Try to REALLY listen to your customers, and empathize:

It is important to think of every interaction with a customer as an opportunity to learn something new. Show empathy to your customers and respond kindly to their queries if you receive a concern from them.

Ensure that you make the user feel heard, seen and valued. While they explain their issues to you, actively listen to what they have to say and ask follow-up questions. It indicates that you are concerned about them and their situation, as well as reassuring them that they can expect the issue to be resolved in the near future. When you empathize with your customers, you can even calm angry customers who may have experienced some negative or frustrating experiences.

Your customers will remember you for your positive attitude, reassurance, and most importantly, calmness. Your business and customer relationships will benefit from this approach in the big picture.

In order to engage customers better, businesses should focus on intuitive UIs that anticipate the needs of users. The UI/UX design agency in India are encouraged to conduct extensive research as part of their user experience design process and also listen carefully to detect potential issues in the development process as early as possible so that they can be addressed before a product is launched.

  • Improve customer service by setting measurable objectives:

User experience can enhance the team’s client service efforts. This can be done by setting objectives that are measurable and reviewing their progress on a bi-weekly or monthly period. Make sure that the objectives set by you are aligned with your product and business goals so that it helps you in establishing a strong customer service strategy. 

Various metrics relating to customer service such as:

  • Customer Effort Score (CES)
  • Net Promoter Score (NPS)
  • Customer Satisfaction Score (CSAT)

And many more are used to measure customer service benefits of UX improvements.

In order to keep you and your Customer Service team in check, making use of the SMART framework is a great way to go. Being SMART means:

  • SPECIFIC with your goals
  • MEASURABLE objectives 
  • ACHIEVING objectives  
  • RELEVANT and of course
  • TIME-BOUND accomplishments,

So that everybody is on the same page regarding the schedule. 

The SMART structure is truly versatile, in which lies its beauty. It can be used for an array of projects, from Social Media Marketing campaigns to Agile Application Development.

  • Set clear standards for customer service and communicate them properly:

Along with your UX team and client-facing customer support team, set a standard checklist that aligns with your business plans so that you can provide stellar customer service. Your team members should easily understand and implement it for a smooth experience. 

Persona creation and user testing are some of the UX research that are helpful in providing valuable insights into the behavior of the customer and further contribute to the development of more customer-focused procedures and policies.

Setting customer service standards requires considering the following tips:

  • There are many different types of language and tones of voice that can be used to convey your company’s values, ethics and vision. 
  • To ensure consistency throughout the customer experience, identify your primary contact point.
  • Provide consistent delivery of these standards with the resources and support materials you need.
  • Expertise, technology, and staffing resources must be available.
  • During peak periods, deliver customer service in a realistic timeframe. 
  • Map the customer journey:

A customer service encounter is never an isolated event, but rather part of a broader story. As a customer goes through the purchasing process the customer journey mapping helps visualize the process that he or she goes through. From highway billboards to your mobile app in the App store, this often involves touch-points across your company’s distribution channels.

Customer journey maps built on UX principles will provide insight into customers’ expectations and emotions at every stage of the journey of the user, helping in identifying the problems they face.

As companies begin to understand where customer service fits into the broader picture of user experience (UX), they will be able to make more informed decisions about where they should focus their individual efforts in order to keep customers satisfied at all touchpoints. You can maintain a positive customer experience across all platforms by doing this, which can prove your competitive advantage and decrease churn rates as well.

  • Minimize the need for support by designing for the journey:

Using the customer journey as a guide in planning your customer support strategy can help you gain a holistic perspective on what the customer is going through. In addition, it provides insight into the customer’s frustrations and delights throughout the product’s interaction with them.

Your designs can be improved based on this information in order to make them more user-friendly and ensure customer-satisfaction. By proactively addressing customer pain points, eliminating friction, and, ultimately, creating a better customer experience, it reveals opportunities for enhanced customer service.

Test the usability of your product using online testing tools to see how smooth the customer experience is. By taking this approach, you can identify potential issues in your design and eliminate them before they become a problem.

  • Ensure that customer service is easy to reach:

It is important to provide clear and easy-to-find contact information for customers to be able to get in touch with you. In order to facilitate your customers’ interaction with your product or services, you must provide them with a way to contact you at different stages of the process. An easy way to provide customer support is by creating a dedicated “Contact Us” page or by creating a chat widget that users can click on to contact customer service. By using canned responses, automating responses, and alerting the design team as soon as a feature or functionality isn’t working, it will be possible for your customer service teams to provide seamless help on the spot, answer customer questions on the spot, and provide quicker responses. You can relieve your users’ worries by providing them with quick access to assistance.

  • Multiply your contact points:

With a large customer base, you will be able to get in touch with customers coming from different countries, speaking different languages, and needing to have different options for getting in touch with customer service. Some may prefer email or a contact form over a live chat or a telephone call and vice-versa.

You should offer your customers multiple contact options so that they can choose how they want to communicate with you.

An omnichannel customer experience can be achieved with a help desk software which incorporates live chats, live calls, email, social media, contact forms and knowledge bases. Obviously, you do not have to follow them all. However, you should do some research in order to learn how your target audience prefers to contact support and what methods they prefer to use.

  • Develop an excellence culture:

Build aspirations and a shared and unified vision for your employees and create a platform for them to bring out the best of themselves, and this will bring out the best in your organization. In a company that is firmly committed to the objectives of both its employees and customers, you will be able to foster a culture that revolves around the customer experience, which in turn will motivate and drive your employees to achieve their goals.

In order to achieve a culture of excellence, the user experience needs to be thorough and attentive. Knowing your clients intimately will help you identify opportunities and trends for growth, resulting in improved efficiency, operational cost control and higher customer satisfaction.

Communication and collaboration with stakeholders are all very important for achieving exceptional results in the workplace, a focus on usability, a focus on a cohesive customer experience, an environment conducive to iteration and experimentation are all crucial factors.

As a result of UX practices, companies are able to create value for their customers, giving them an advantage over their competitors.

  • Use resources that enhance efficiency and productivity:

Be intelligent about artificial intelligence and automation. Invest in the most effective customer service software that makes the customer’s experience as pleasant as possible by speeding up customer service processes and improving customer satisfaction. Make sure your customer success teams are using a CRM software and contact center tools that are of high quality.

Find a platform that integrates seamlessly with your business systems and provides you with real-time data that can help you improve your operation. You’ll be able to gather valuable customer feedback across all media channels while freeing up your customer support team’s time.

Conclusion

You should know how your customers will experience each step in the customer journey, how they will interact with your products, and how they will engage with your business. 

In order to create an unforgettable customer experience and a satisfied customer base, you must understand how customer experiences, pain points, and preferences are constantly changing over time.

As you strive to improve customer service, ensure that you realize the different scopes of experience that customers require and optimize it at every stage. Always align your UX team’s goals and objectives with your customer strategy and be open to customer feedback.

 

About the Author:

This blog is authored by Nandini Pathak with an area of expertise in technology. Uniquely blending her legal background to create engaging content, she is passionately involved in emerging technology trends. An avid dog lover, her warmth and empathy enrich her writing style. Nandini’s passion for learning and her SEO proficiency ensure her work stays relevant and visible, making her an impactful content creator who seamlessly integrates personal pursuits with professional expertise in the technology domain.

By Team TIS
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