Despite the huge popularity of online messaging and social media, when it comes to business, many customers still prefer the phone. If you have a phone number listed on your website, your customers will call it—but how sure are you that they’ll have a positive experience? Poor customer service is one of the top reasons people will switch service providers. Fortunately, some of the most loathsome phone practices are factors within your control. Here are three reasons your customers may hate calling you—and what to do about it.
- Poorly designed phone menus
- Long wait times
- Poor communication
1. Poorly Designed Phone Menus
Poorly designed phone menus can significantly impact the customer experience and deter them from contacting your business. Asking users to input account numbers or navigate through convoluted options can be counterproductive, especially if alternative methods exist to access their information more seamlessly.
A cumbersome menu can start the call off on the wrong foot. It can create frustration and put the customer in a bad mood before they ever speak to someone. This negative beginning may color the entire interaction.
Data supports this, with one survey revealing that the top three sources of frustration are:
- Being put on hold (57%)
- Rude service (52%)
- Automated phone menus (51%)
These statistics highlight the substantial role poorly designed menus play in customer dissatisfaction.
There are many mistakes that business leaders can make when it comes to customer experience. It’s crucial to question the point of adding complexity to phone menus to ensure that they have the best experience possible.
How to fix it
To remedy this, keep your phone menus brief and easy to understand. Ask what purpose it serves a purpose and streamline it to serve that purpose. You can also ask if you need a phone menu at all. Does it streamline anything internally that ultimately helps the customer experience? It may be time to get rid of the phone menu if not.
2. Long Wait Times
Long wait times can deter customers from reaching out for support, especially in today’s fast-paced world. Even B2B customers are finding 24-hour wait times to be too long. People often turn to online searches for quick solutions in most cases. However, they may resort to contacting customer service when faced with complex issues without an easy resolution.
The frustration of prolonged wait times can discourage customers. They expect prompt assistance in a digital era where instant solutions are the norm.
How to fix it
The use of technology to streamline basic inquiries demonstrates a commitment to customer service in line with modern expectations. Two simple ways to do this are:
Chatbots for handling simpler queries and addressing routine questions can be instrumental in mitigating long wait times. They help free up your call center agents so that they can focus on more complicated problems. This improves efficiency and ensures that complex problems receive the attention they need without causing lengthy wait times for customers.
Callbacks are another proactive approach to managing wait times. They use software or other solutions that allow customers to receive assistance at a designated time. This minimizes frustration and ensures that customers’ concerns are addressed without needing prolonged periods on hold.
By adopting these strategies, you can enhance customer satisfaction for your organization. They will also help foster positive company interactions and strengthen your reputation for responsive and effective customer support.
3. Poor Communication
Effective communication is essential for maintaining positive customer relations. Often, poor communication happens because the company has a poor record-keeping system or inept CRM. If your system records are up-to-date, you won’t put call center reps in the position of needing to ask the customer to repeat information.
Poor communication can discourage customers from reaching out for several reasons. If messages lack clarity, authenticity, and active listening, customers may feel unheard and reluctant to engage.
How to fix it
- Put the customer first
- Use communication platforms
- Implement cloud-based solutions
Firstly, your organization should put the customer first when communicating. When businesses fail to prioritize customer needs and concerns, it creates an impression of indifference. This makes customers reluctant to engage.
You can also use communication platforms to improve your communication. Using platforms such as email, messaging apps, and collaboration tools can help improve customer experience. These tools often allow for real-time interaction, file sharing, and project collaboration, fostering efficient communication. demonstrating that their concerns are taken seriously.
With implement cloud-based solutions, you and your customers can have easy access to information and documents from anywhere with an internet connection. This accessibility improves communication by ensuring that relevant data is readily available to all parties involved.
How TenHats Can Help
TenHats specializes in strategic advising for businesses facing customer reluctance to phone calls. By leveraging our expertise, you can help your organization improve its phone call experience as well as implement alternative communication channels. This fosters a seamless and preferred interaction experience for customers.
Through strategic advising, TenHats guides businesses in tailoring their approach, ensuring effective communication while respecting customer preferences. This not only enhances customer satisfaction but also optimizes operational efficiency by aligning communication strategies with the evolving preferences of the modern consumer. The result is improved customer relations and your business success.
Do you need help creating a more customer-friendly phone process for you? Contact us today to start a conversation!
Poorly designed phone menus can negatively impact customer experience, leading to frustration and setting a negative tone for the interaction. Long wait times also deter customers, emphasizing the need for technological solutions like chatbots and callbacks. Additionally, poor communication, lacking clarity and authenticity, can discourage customers.
In 2016, TenHats built the region’s first purpose-built colocation data center in over 20 years. Located in Knoxville, TN, our data center can serve any organization in East Tennessee and beyond. With our team’s IT experience, we provide a lot more than simply protected data. When you call us, you talk to a real IT expert. Connect with our team about our data center today!