Why bother?

The life blood of any business is good customer service. Although new customers are important good customer service will help generate customer loyalty and repeat business. With every satisfied customer your business is likely to go on and secure many more customers through recommendations and if you do not take proper care of your customers there is probably a competitor waiting in the wings that will.

A Customer Satisfaction survey will help you not only identify problem areas but will also demonstrate to your customers that you care and are proactive in looking for ways to improve the service that you provide.

Where do you 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 – Having completed the survey consider how you will analyze the answers.

Keep in mind that ‘closed’ questions (where a respondent is asked to choose from a limited number of responses) are much easier to analyze than ‘open’ questions (where the respondent can reply in anyway they want).

A lot will depend on the 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 publicise aspects of your service that your customers may not be aware of.

After you have drafted your survey read through the survey from a market research view point and check that you are asking the right questions in the right way and that with the feedback information you will be able to properly analyze the data allowing you to make informed decisions.

Then, 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 benefit most from a customer survey you need to avoid the temptation, in any way, of attempting to sugar coat the survey.

A customer satisfaction survey should be designed to identify any problem areas so that they can be fixed; conducting regular customer satisfaction will help prevent complacency and will also give early warning on where you may be losing business to your competitors initiatives.

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 make it easy for the customer to 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 there are 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 ensure that all your staff are considered by your customers to be knowledgeable, courteous and helpful.

Location – Do your customers find it easy to visit you, if a physical store, is it conveniently located with good access?

Making it pleasant, making it easy – For an internet business it is important to ensure that your website is easy to use and aesthetically pleasing.

Physical store or online website, 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 – In addition to measuring the quality of the service that you provide you should ensure that the products and services that you provide do fully match your customers’ requirements.

Value for money – Cheap or expensive is hardly ever a good measure, value for money is.

Do your customers equate your business with value for money, if not, why not?

Speed and attention – Regardless of the type of business most customers will want to be dealt with quickly but attentively.

Are you doing everything you can to avoid delays?

A good business 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 where do they live and what is their age group?

Understanding your customers more will allow you to properly target your business.

Allow customers to highlight their specific problems and provide contact details so that any problems might be later addressed and their concerns followed up.

What is next?

Analyze the results once the survey has been completed.

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 all employees properly trained and do they have sufficient knowledge?

Where employee training programmes have been implemented have they made a positive contribution to the business and improved the customer service?

Follow-up – If a customer who has completed a survey has raised a specific issue do all you can to ensure that their complaint is addressed.

Don’t lose a customer by squandering an opportunity to resolve a problem.

Continuously Monitor – Based on the survey results make changes and then re-measure by issuing further surveys.

If you are concerned about customer satisfaction and would like to see a sample survey for a store that demonstrates some of the above advice please view the Sample Customer Survey