Why bother?
Good customer service is the life blood of any business. Although new customers are important good customer service will help generate customer loyalty and repeat business. With each satisfied customer your business is likely to win many more customers through recommendations and remember, if you are not taking care of your customers, your competition will.
Online customer satisfaction surveys will demonstrate to your customers that you care and are proactive in looking for ways to improve the service that you provide.
Where to start?
Objective - As a first step decide what the main objectives of the survey are, in that way you will be able to retain focus and find it easier to decide what questions to ask.
Analysis - In addition to the objectives consider how you will analyze the answers having completed the survey.
Keep in mind that ‘closed’ questions (where the respondent is asked to choose from a limited number of responses) are easier to analyse than ‘open’ questions (where the respondent can reply in anyway they want).
A lot will depend on the expected volume of respondents, the higher the volume the more important it is to have an easy method of analysing the results.
Opportunity – As well as obtaining valuable market research data keep in mind that customer surveys are also a good way to advertise areas of your service that your customers may not be aware of.
It is important that before you publish the survey that you check that the questions you have asked will provide you with market research data that when analyzed will help you make informed decisions.
Next, read through the survey from a marketing view point, check that you have phrased each question so that every opportunity has been taken to promote your business?
The ideal question will perform the following three functions:-
- Market research - provide valuable feedback to help you improve your customer satisfaction levels and in turn your business
- Marketing - promote aspects of your business
- Information/Education - advertise a service that you provide that your customers may not have been unaware of
For example:- Do you find the in-store baby changing facilities useful?
By asking this question not only will the store receive good market research feedback on the facility they provide but they will also promote their facilities and advertise themselves as a family friendly store, even beyond those customers who have a specific need for the baby changing facility that has been provided.
Warts and all – to maximise the benefit from a customer survey you must be prepared to take criticism.
A customer satisfaction survey should be designed to highlight problems so that they can be addressed; regular customer satisfaction will prevent complacency and will also give early warning on where your competitors initiatives may be losing you business.
What questions should you ask?
Although each business is likely to have specific and unique factors that are important in providing good customer services there are common areas that are relevant to all businesses be they a physical store, online internet store or a service industry. The following are key areas to providing good customer service.
Communication - Do you do anything to help your customers communicate with you?
When a customer telephones is the phone answered promptly; are enquiries about products or services properly handled? A good business will make every effort to ensure that whatever the customers query it is resolved by the right person, quickly, politely and fairly.
If customers reported problems that cannot be resolvable immediately do you promise to respond in a given time period and do you deliver on your promise?
Use a customer satisfaction survey to confirm that all your staff are perceived by your customers as being helpful, courteous and knowledgeable.
Location – Are you doing everything you can to ensure that your customers find it easy to visit you, if a physical store, does it have good access and is it conveniently located?
Making it pleasant, making it easy - For a virtual business it is important to ensure that your website is aesthetically pleasing and easy to use.
Regardless of the store being a bricks and mortar or purely an online internet store, is the store properly laid out, can your customers find what they need and is there sufficient information and help on hand to explain how a particular product works?
The right quality products – Not only should you measure the quality of the service that you provide but you should check that the products and services that you market are what the customer wants and closely match their expectations.
Value for money – Cheap or expensive is rarely a good measure, value for money is.
Do your customers equate your business with value for money, if not, why not?
Speed and attention – Customers want to be dealt with quickly but attentively.
Are you doing everything you can to avoid any delay?
Good businesses will try to treat each customer as an individual, does yours? Attention is one thing but only if it leads to a quick and satisfactory resolution to the query.
Demographics and Specific issues – Take the opportunity to profile your customers, for example what is their age group and where do they live?
The more knowledge you have of your customers the more information you will have to better target your business.
Encourage customers to highlight their specific problems and provide contact details so that their concerns can be followed up.
What is next?
Having completed the survey analyse the results.
Trends – Look for common and specific areas where the customer service is found wanting.
Ask yourself if any criticism is valid, be honest to yourself, is there anything that can be done to properly resolve, or at the very least, minimise the problem?
Training – Are the staff properly trained and do they have sufficient knowledge?
Where staff training programmes have been implemented have they had a positive impact on the business?
Follow-up – If a customer who has completed a survey has raised a specific issue ensure that they are contacted and their complaint addressed.
Do not lose a customer by squandering an opportunity to resolve a problem.
Continuously Monitor - Make changes based on the survey results and then re-measure by issuing follow up surveys.
If you are interested in tracking customer satisfaction and would like to see a sample survey for a store that demonstrates some of the above advice please view the following example that can be used as a customer satisfaction survey template.