Bpo 303 Notes
Bpo 303 Notes
1. Loyal Customers
make up the bedrock of any business.
are those who have made a commitment to your product or service.
most likely to generate the majority of your income.
they're far more likely to recommend your company to others
.It's essential to keep this customer base involved, engaged, and feeling as if they're valued by
your company. Consider adding reward programs and interactive social media to keep them
coming back.
2. Impulse Shoppers
are those simply browsing products and services with no specific purchasing goal in place.
This consumer segment generates significant revenue for most retailers.
This type of consumer is usually receptive to upselling and has the potential to become a loyal
customer if products and services meet or exceed their expectations and desires.
3. Bargain Hunters
are seeking the best deal, period, and most likely won't be swayed by upselling techniques — in
fact, this may cause them to move on.
This type of customer has very little potential to become a loyal customer unless it's part of your
business strategy to offer the lowest possible price points at all times.
Advertising sales is the best way to appeal to those in this customer group
4. Wandering Consumers
are somewhat related to impulse shoppers, but they're much less likely to make purchases.
This type of customer is more prevalent in brick-and-mortar locations, but they do stumble into
online retail venues on occasion.
It's providing assistance to customers in a more personal manner. Rather than relying on email, the
telephone, or the internet, face-to-face customer service requires the customer and a trained representative
of the business to be physically present in the same location.
1. Be welcoming. Face-to-face customer service can be enhanced simply by hiring employees who smile
and welcome consumers to the store.
2. Brush up on product information. If a consumer has taken time to visit your store, be sure you have a
firm grasp of product features and company policies.
3. Watch your body language. A lot can be inferred from the way you stand, hold your arms or use your
eyes. Show that you're attentive, kind and thoughtful.
BPO 303: SERVICE CULTURE
MODULE 4
4. Listen. Be empathetic to your customer's needs and work diligently to find a solution that satisfies both
sides. You should listen more than you talk so that customers know that their questions or comments are
being heard.
5. See things from a different perspective. Try to imagine the customer service scenario from the
consumer's point of view. It will make you think twice about your own actions, in terms of both how
you'd want to be treated and how you'd want your situation to be handled.
Effective telephone communication skills result in more productive relationships that lead to better
customer service and perhaps increased sales.
EMAIL is one of the most widely used forms of communication both in and out of the workplace.
Because of its speed and efficiency, you will likely use email in some capacity no matter your role or
industry.
1. Subject Line
This is a short phrase that summarizes the reason for your message or the goal of your communication. It
is important to include a subject line when sending a professional email so your audience knows exactly
what to expect and is able to locate the message easily if needed.
2. Salutation
This is the first line of your email and generally acts as the greeting.
3. Body
Just like the body of a letter, this is where you’ll share your full message.
4. Closing
This is the last line of your email before your signature and should wrap up your message. This is also
where you may reiterate any requests you’ve made in the body of your message.
5. Signature
The signature is where you identify yourself by name, title and any other information relevant to your
communications. Most email programs allow you to set a fixed signature that’s automatically added to the
end of every email you send.
1. Facial Expressions
Facial expressions are responsible for a huge proportion of nonverbal communication.
2. Gestures
Deliberate movements and signals are an important way to communicate meaning without words.
Common gestures include waving, pointing, and using fingers to indicate numeric amounts. Other
gestures are arbitrary and related to culture
3. Appearance
Our choice of color, clothing, hairstyles, and other factors affecting appearance are also considered a
means of nonverbal communication.8 Research on color psychology has demonstrated that different
colors can evoke different moods. Appearance can also alter physiological reactions, judgments, and
interpretations.
BPO 303: SERVICE CULTURE
MODULE 5
Listening is key to all effective communication. Without the ability to listen effectively, messages are
easily misunderstood. As a result, communication breaks down and the sender of the message can easily
become frustrated or irritated.
1. Look for the next problem to solve, not which product to sell.
Remember that the problem you solve is always the most important thing. It’s more important than the
product or service that you sell. It doesn’t matter if you are business to consumer or business to business –
making decisions based on solving needs will lead to a better customer experience, which will lead to
increased financial performance for your company.
2. Pay attention and mine the future demand from the next needs of current customers.
If you’re happy with the success you are having with your current customer base, it is easy to look to
expand your product or service to new customers. Consider your current customers as part of your future
initiatives. They’ve been your bread and butter to date. Deny the urge to leave them behind for the shiny
new customers preparing to knock down your door. Alienating current customers could have a negative,
if not devastating, effect on new business. Find a way to include them in the new equation. You may find
your current customers provide even more positive impetus to that new product than those new customers
waiting at your door. Your customers may not be able to tell you exactly what they need, but they can
show you with their behavior if you are paying attention.
Dignity at work is thus created via the organization through the conditions given to the individual, while
professional pride is a feeling that is created by the individual or individuals within a particular
professional group. The core category “job satisfaction can be understood and achieved through a process
of balancing, establishing, and recreating professional pride” contains two overarching categories:
creation of meaning and task focus on the one hand and organizational dissatisfaction and demands on
the other.
Dignity is a fundamentally social phenomenon that arises through interaction, and therefore it depends on
a mix of both independence and interdependence. It involves recognition and trust, as well as autonomy
and self-mastery. In dignified work relations, people carefully avoid taking advantage of the inherent
vulnerability of the employment relationship and power differentials in organizations.
Workplace dignity is a key part of a healthy work environment. Employers are realizing that it is linked
to lower stress, improved wellbeing, higher engagement, productivity and business performance.
(1) Dignity at work. Employees are treated with respect in an environment free from marginalization
(e.g., discrimination, harassment, exclusion, bullying). They feel a sense of psychological safety in their
ability to be themselves, voice concerns and be heard. A culture of dignity enables organizations to attract
and retain diverse talent. It is foundational for inclusion. And it helps address work-related stress at one of
its sources.
(2) Dignity in work. Employees find meaning and purpose in their work and understand how it
contributes to the organization’s broader goals. They take pride in what they do because it is valued, and
they see a future where they will continue to be valued even as jobs are redefined with technological
advances and other changes, and where employers prioritize reskilling and career-long learning.
(3) Dignity from work. Employees feel respected because they are paid what they are worth, can sustain
a suitable standard of living, are confident in their benefits to provide the security they need to provide for
themselves and their dependents, and have the wellbeing to thrive now and in the future.
For the sake of purpose, profit or both, a greater focus on dignity can create impact across multiple
stakeholders.
Through greater leadership support and accountability, targeted training and communication,
focused Total Rewards reskilling and the right metrics, employers have the power to reduce abuse
of power, discrimination, bullying and harassment.
By building a culture of dignity, employees will feel respected, empowered and less likely to leave.
And, as a result, they will likely be more productive contribute to better organizational performance.
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MODULE 5
Here are some ideas for building a positive corporate culture based on dignity and respect:
(4) Be considerate
Value your employees and remember to choose your words wisely
Your words can have a negative impact if not communicated respectfully
Dignity and respect are imperative to building a work environment where your employees feel
valued and engaged.
Employees who feel valued and respected by their organization will show respect for their work and
become invaluable to your team and your organization's success.
Creating a culture that focuses on positively engaging employees, promotes a level of respect and
commitment within your organization, plus an engaging culture directly impacts your bottom line.
Research shows a direct correlation between organizations that focus on engagement and an
increase in profitability, productivity and quality, as well as a decrease in turnover, absenteeism and
theft.
BPO 303: SERVICE CULTURE
MODULE 6
Complaints happen every day. When a customer complains, it is usually for a good reason or
genuine concern.
They usually have made a purchase that did not meet their expectation—a product, service, or
maybe a combination of the two.
In the customer service industry, we cannot avoid complaints. We must take care of the customer by
listening to the complaint, and resolving it, to ensure a happy customer.
COMPLAINTS are expression of dissatisfaction on a consumer's behalf to a responsible party.
Customers want to know someone is listening and they are understood, and they are hoping you are
willing to take care of the problem to their satisfaction.
No matter what the situation is, when a customer brings a complaint to your attention—even if they
do it in a less-than-desirable way—be thankful. We must realize that improper handling of a
customer complaint can be costly to the business.
Here are five strategies that will help you handle a customer complaint in a smooth and professional
manner:
1. Stay calm. When a customer presents you with a complaint, keep in mind that the issue is not personal;
he or she is not attacking you directly but rather the situation at hand. “Winning” the confrontation
accomplishes nothing. A person who remains in control of his or her emotions deals from a position of
strength. While it is perfectly natural to get defensive when attacked, choose to be the “professional” and
keep your cool.
2. Listen well. Let the irate customer blow off steam. Respond with phrases such as, “Hmm,” “I see,” and
“Tell me more.” Do not interrupt. As the customer vents and sees you are not reacting, he or she will
begin to calm down. The customer needs to get into a calm frame of mind before he or she can hear your
solution—or anything you say, for that matter.
3. Acknowledge the problem. Let the customer know you hear what he or she is saying. If you or your
company made a mistake, admit it. If you did not make a mistake and it is a misunderstanding, simply
explain it to the customer: By repeating to the customer what you think you heard, you lower his or her
defenses, and win the right to be heard.
4. Get the facts. After listening, take the initiative in the conversation. Now that the customer has calmed
down and feels you have heard his or her side, begin asking questions. Be careful not to speak scripted
replies, but use this as an opportunity to start a genuine conversation, building a trusting relationship with
your customer. To help you understand the situation, get as many details as possible.
5. Offer a solution. This happens only after you have sufficient details. One thing to keep in mind: Know
what you can and cannot do within your company’s guidelines. Making a promise you cannot commit to
will only set you back. Remember, when offering a solution, be courteous and respectful. Let the
customer know you are willing to take ownership of the issue, even if it was out of your control. Take
charge of the situation and let the customer know what you are going to do to solve the problem.
A quick follow-up phone call a few days later to make sure everything is OK is icing on the cake.
Even a small gesture of apology can turn this interaction from disaster to legendary. The cost could be
minimal—maybe a simple upgrade on the customer’s next purchase or a small gift certificate. A simple
gesture like this could result in a future referral or a positive word-of-mouth marketing recommendation.
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MODULE 6
When you resolve customer complaints successfully, you will better understand their needs, retain
them as loyal customers, and enhance your business.
Service Recovery
Service recovery is a company's resolution of a problem from a dissatisfied customer, converting
them into a loyal customer.
It is the action a service provider takes in response to service failure. By including also customer
satisfaction into the definition, service recovery is a thought-out, planned, process of returning
aggrieved/dissatisfied customers to a state of satisfaction with a company/service.
Service recovery differs from complaint management in its focus on service failures and the
company's immediate reaction to it.
Complaint management is based on customer complaints, which, in turn, may be triggered by
service failures.
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MODULE 6
However, since most dissatisfied customers are reluctant to complain, service recovery attempts to
solve problems at the service encounter before customers complain or before they leave the service
encounter dissatisfied.
Both complaint management and service recovery are considered as customer retention strategies.
BPO 303: SERVICE CULTURE
MODULE 7: CATEGORIES OF PROFESSIONAL NORMS
Norms for professional behavior help groups to move the work forward. Teams need to be granted
decision-making authority so that they can create meeting protocols to guide their tasks. Once norms are
established, all members of the team have made a commitment to honor the norms.
NORMS
▪ are a fundamental concept in the social sciences.
▪ They are most commonly defined as rules or expectations that are socially enforced.
▪ sometimes used to refer to patterns of behavior and internalized values.
The full content of these norms is the fruit of an ongoing dialogue between the expert group and the
larger community, on whose recognition of expertise and grant of professional autonomy the expert
group depends for its status as a profession.
(5) COMPETENCE.
Every professional is obligated both to acquire and to maintain the expertise needed to undertake
her professional tasks, and every professional is obligated to undertake only those tasks that are
within her competence.
Competence is probably the most obvious category of professional obligation. It is also the easiest
to describe in a general way. For if a professional fail to apply his expertise, or fails to obtain the
expertise for undertaking some task, these failures directly contradict both the point of being an
expert and the very foundation of the larger community's award of decision-making power to the
professional in the first place.
But determining what counts as competence on the part of a member of a given profession, both in
general and in relation to specific tasks, is a complex matter.
BPO 303: SERVICE CULTURE
MODULE 7: CATEGORIES OF PROFESSIONAL NORMS
(6) IDEAL RELATIONSHIPS BETWEEN CO-PROFESSIONALS.
Each profession also has norms, mostly implicit and unexamined, concerning the proper relationship
among members of the same profession in various matters and also among members of different
professions when they are dealing with the same client.
Some aspects of these relationships are dictated by each professional's obligation not to practice
beyond her competence and so to seek assistance from other professionals when a particular matter
requires expertise that the first professional does not possess.
But other aspects of co-professional relationships are also governed by professional norms, though
they are rarely explicit.
(7) THE RELATIONSHIP BETWEEN THE PROFESSION AND THE LARGER COMMUNITY.
The activities of every profession also involve diverse relationships between the profession as a
group, or its individual members, and persons who are neither co-professionals nor clients. These
relationships may involve the larger community as a whole, various significant subgroups, or
specific individuals.
Each profession has an educational obligation to the larger community. The reason is that both
through actions of its individual members and through collective actions, every profession functions
as the principal educator of the community regarding those elements of the profession's expertise
that the lay community needs to understand in order to function effectively in ordinary life.
Thus, for example, the health professions have obligations regarding public education in matters of
ordinary health self-care and hygiene; and the engineering and scientific professions have
obligations to educate regarding safety practices that the lay community needs to know in daily life.
The account just given explains the institution of profession in terms of its function in society, as a
means by which a society secures the benefits of specialized expertise for its members and prevents
or at least limits its misuse by those who possess it. Like every account of a thing's function, this
account is both descriptive and normative.
o It describes how professions and their members act, at least for the most part, and it
identifies sets of standards by which their successes and failures to act in those ways are
to be judged.
The principal alternative ways of explaining the institution of profession can be described under
four headings: historical, critical functionalist, radical democratic, and personalist.
o Each of these approaches separates the descriptive and normative elements that are
interwoven in a functionalist account, with the first and second stressing the descriptive
elements and the third and fourth the normative elements.
The personalist explanation of profession identifies the individual professional's act of personal
commitment upon entering a profession as the basis of everything morally significant about the
institution of profession.
As centuries ago a solemn vow initiated a person's membership into a profession—a vestige of
which remains, for example, in the ceremony in which new physicians speak the Hippocratic Oath
—so today the act of personal commitment by each member of a profession is what brings the
profession continually into being and gives it its character.
The contents of a profession's norms are determined by the contents of these personal acts of
commitment; and the professional who falls short in conduct fails above all to honor her own
commitment to serve others, rather than failing to follow a norm created and sustained principally,
according to the account proposed here, by the mutual effort of the profession and the community at
large (Pellegrino; Pellegrino and Thomasma).
Each of these approaches stresses a feature of the institution of profession that standard
functionalist accounts are held to overlook or underestimate:
o the developmental patterns by which professions and professionals are formed; the
extent to which professions' and professionals' actual conduct falls short of the
functionalist's proposed norms;
o the undemocratic character of exclusive expertise; and the centrality of the act of
commitment by which a person becomes a professional.
More complex functionalist accounts could incorporate much that is stressed in these other
approaches, as more complex versions of each of them could incorporate emphases and concerns
from the others. From the point of view of understanding professions as they exist, in other words,
each of these approaches teaches something of importance and all deserve careful study