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Phone: 615.965.2465  PO Box 344 Mt. Juliet, TN 37121

Your Customers Detest 3 Things

People everywhere detest long-hold times, being passed around from one person to the next, and yes- A.I. posing as a real person.  

Long hold time stats from your phone system can point the finger at staffing issues but long hold times also diagnose inefficiency.  Here at Tooty Inc., we listen to and evaluate thousands of customer conversations every year and have found that often times the calls stacking up in the queue are due to individuals being poorly trained on product and service information and being unsure of the protocols for resolving issues.

Passing

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Develop Your Inner Detective

Customer service is often measured by the niceness factor of the person talking with the customer. However, how good we are at solving problems really has more weight.  A good detective listens and writes down verbal clues, makes note of the subject’s demeanor and directs the conversation. The first 15 seconds of a call is full of clues you can use to sell service and solve customer issues.  How much attention are you giving to the first 15 seconds of your conversations?

Before your customers call, they have decided what they will say to you when you answer.  They have ironed out how they

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Customer Feedback-Tooty Training

Tooty Training is not fluff.  We don’t offer trendy catch phrases or techniques to improve your customer service or sales teams.   We have evaluated over 250,000 conversations.  Evaluations were not completed by A.I., but highly trained individuals who have the skills to assess conversation, sales process, marketing strategy, problem solving and how customers are treated. 

We are a key to successful culture change.  We understand how to effectively train those who are working from home or a workforce that has been disrupted by Covid.  We love helping individual people grow in their

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Thankfulness

Lori Miller, President, Tooty Inc.

When I reflect on each person that makes up our team here at Tooty, I am thankful on a deep level.  I know how 2020 has affected them, what they have had to overcome, and the super-human effort required to produce an excellent product every day. 

Every organization has a similar testimony of their team’s resilience,  persistence and unity.  I reached out to some of our Tooty customers who were more than willing to share why they are so thankful for their teams. Be encouraged.

Pamela, New Mexico

I am thankful how the team has come together and even though we are physically distanced we are

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The W.A.V.-Wording, Attitude and Voice

I had the opportunity to speak with 100 marketing students at a prestigious Chicago university this week. I asked them if they knew what the W.A.V. was and one student sheepishly raised his hand to share that the wave was something the crowd did at a sporting event. He gave me the perfect opening to explain that the W.A.V. represented wording, attitude and voice which are used strategically in marketing and sales efforts. My objective was to show them that their personal W.A.V. would affect their future. The students had 3 specific “ah hah” moments and we can learn from them, too.
The Phone Interview
A panel of students was instructed to assess the Wording, Attitude and the Voice of a job candidate as they listened to less than 1 minute of a phone interview. They had to decide on whether they would offer the candidate the job based on his W.A.V. The panel and all the students were unified in their assessment and decision to not offer the candidate the job because:
1. His wording showed he was only interested in himself and what the company could do for him.
2. The attitudes he projected were bored, tired and sarcastic.
3. His voice was monotone and lifeless which made anything positive he may have done in the interview to go unnoticed.
The “ah hah” moment for the students: A diploma isn’t enough to get the job.
Sales and Marketing
Several students were given the role of salesperson and they were provided a scripted phrase to deliver to the group using their voices to project a specific attitude. The group of students who were the observers needed to vote for 1 salesperson they would give their money to and they needed to be able to explain why.
Student #1- Used a perfectly worded statement to close on the sale but, the student sounded bored and tired. No one chose this student. Because of his lifeless voice they stopped listening and didn’t like him.
Student #2- Had a friendly voice and attitude as she said, “The price is $250.00. Is there anything else I can help you with?” Half of the students really liked this approach although they weren’t sure if they would have given the student their money. But they liked the salesperson!
Student #3-Projected a caring attitude but, had disastrous wording for a salesperson. “Do you want to start service or call around for other prices?” Most students thought this was the most considerate approach and would have taken the advice given and called the competition.
I did tell the students that if student #3 worked for me he would have been fired for intentionally sending my prospective customers to the competition. That got their attention! Words matter.
The “ah hah” moment for the students: My W.A.V. matters and when the right words are partnered with a friendly attitude and confident voice it is easier to succeed.
Choosing Your W.A.V.
I wanted to help each person in this large group realize that what comes out of them, their W.A.V., demonstrates who they are. I asked the group if they had all heard their voices recorded and of course they said they had. I asked for a show of hands if they liked the sound of their voice and only 3 people raised their hands. There was a lot of nervous laughter. Each student had the opportunity to speak and share the two main attitudes they wanted to convey to others through their W.A.V. Both confident and knowledgeable were at the top of everyone’s list. Unfortunately, many of them sounded timid and tired.
The “ah hah” moment for the students: I may feel a certain way inside, but if I don’t work on my voice, I may alienate people or be passed over for opportunities.

For more information on Tooty Training™ for your team contact lori_miller@tootyinc.com.

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Voice, Attitude and Wording Shape Image

How many words does it take for you to determine if the customer on the other end of the line is in a bad mood?  One?  Maybe two?  You hear your customer’s voice and you can’t help but start to pass judgment on cranky old Mr. Smith.  After the conversation is over, you turn to your co-worker and say, “You won’t believe the jerk I just spoke with!”  Your teammate nods her head and smiles as she says, “Wait until I tell you about mine!”  Before you know it, everyone is talking about their customer as that jerk or that idiot that needs to get some manners.

How many words do you need to utter before your customer concludes that you will be happy to help or that you will be difficult to work with?  The process of associating a face or image to a phone voice is what Tooty coined as Telepicting ™.   And your Telepicture sets the stage for what happens next.  You can disarm a cranky customer with a cheerful voice or turn around someone who is having a bad day.  You can win a sale, collect more money or rescue a bad situation based on voice, attitude and wording choice.

Your company or organization’s website lets the world know what to expect when they call in or meet a representative.  The wording on your website probably describes your staff in such glowing terms that the expectation is high.  The customer or citizen you serve may be looking forward to the great experience.  Do you really know what happens when someone calls in to your call center, help desk, department or office?

You need help from the expert team at Tooty if:

  1. You want to confirm your staff is doing an amazing job over the phone.
  2. You want to discover areas where your team could be more effective and positive.
  3. You have the same problems today that you had yesterday, last week or last month.
  4. Departments are not working together effectively.
  5. Your call volume is out of control resulting in long

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Action Versus Intention

In customer service our attention tends to go towards putting out fires.  Goals for improving or changing a process are put on the back burner for so long that we forget we ever had goals.  It’s exciting and motivating to be able to share with you how others have been able to improve and innovate while handling the day to day demands that revolve around customer care. For all of us it is about taking head-knowledge, what we know about, and putting it into action.  

Let me introduce you to 3 women of action!

Cynthia has been a Customer Service Representative since 2016.  During the annual Tooty Training program, we focused on selling services- business to business.  The Tooty script is great, but CSRs admitted they may only get 1 or 2 calls for new service in a month and aren’t confident when it comes to recommending service.  I suggested that if there was someone who was talented with excel that the formula offered during training could be turned into an amazing tool that would allow a CSR or inside sales rep to enter in some details from the script and quickly determine  a service that would best fit the customer’s needs.  Cynthia not only offered to do it but, followed through!  The tool will also shorten talk time.

In her role as Customer Service ManagerDestini attended the webinar Tooty offers to managers.  The office had staffing issues.  Destini said, “Our jobs are more than head count and phone calls”, which is what she discovered after she used the work-time-study formula provided by Lori Miller to document the number of customers that came to the office, inbound and outbound calls and customer e-mails.  This data helped Destini and upper management make an informed decision about staffing.

Deana had been a CSR for just over a year before receiving the award as a 2017 Top 10 CSR in all of North America for Waste Connections. Her average for 2017 was 99!  Deana said, “If I can do it, I know that you can do it. Just use the tools provided and the sky is the limit!”  While on site providing one-on-one coaching to CSRs we noticed that small details that impact customer service and accuracy were not given attention.  Every CSR had a different level of knowledge and there wasn’t time to share facts during the day.  As the new Lead CSR, Deana took a Tooty suggestion to create a “Did you know” board where CSRs are incentivized to share what they learn each day- ah ha moments.  

We don’t get very far by thinking about or wishing for things to be better.  Action steps and deadlines make a difference. 

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Who Is Your Customer

During a recent training session, I asked someone who is designated as a back-up to answering the phones who her customers were.  She was confident in her response, “I don’t have customers.  I don’t have anyone from the outside call me.”  I explained that customer service isn’t a job title, but a trait a person has.  It is about understanding who you interact with each day and being intentional about helping him or her to the best of your abilities.  It’s about serving people.  She caught on quickly and came to understand that her customers were most often people within the office and those from other offices who don’t pay for a service, but count on her to help with something. Internal customers are important. 

Recently, a manager suggested that we should remove a Tooty Customer Service score because the person who handled the call was not part of the “customer service department”.  I can understand being disappointed by a low score, but the focus should be on how to help the individual and team improve.  Not to erase the result.

Casting the vision for customer service in 2018

As a team, define who your internal customers are and agree to demonstrate excellent customer service to them.  Consider including:

  • Response time to emails, etc.
  • Answering internal calls professionally
  • Using please and thank you

For your paying external customers,  you need to know where the calls are routed and who potentially will talk with them.  If you have people on your team who need to be better-teach them. It is the perfect leadership opportunity.

Maybe answering phones is a part of your daily duties.  Or, a customer call may be transferred to you or you might be asked to help-out a co-worker when it is busy.  Be prepared to serve and be grateful to serve.

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Inspiration for Sales and Customer Service Teams

Where does your inspiration come from? Let me be more specific. Where do you go for fresh ideas to motivate your team? Possibly you have had a rough month or two with weather related heartaches, price increases, technology or attendance issues. For some of you it has been all of the above! Some of you are watching your team’s performance scores like a hawk and others are in a rebuilding phase and want to finish the 4th quarter well so that they can build momentum for 2018. I had the honor of interviewing 3 Customer Service Managers who have invested time and tears in shaping excellent customer service representatives, and in some cases, turning around their teams. They have some great ideas to share which should inspire you to do something different with your team as you press towards the finish line for 2017.
Charelle is ex-military and she ran her team with the chain of command approach and had distanced herself from the individuals on her team. When the team was not achieving their goals, she re-evaluated what she was doing and adjusted her management style. She intentionally got involved with each person on a personal level and noticed that when she showed she cared, everyone performed better.
Unique motivation and rewards:
1) Individuals earn wings for every 100 Tooty score and they compete to see who has the most.
2) When customer service representatives, CSRs, achieve their 10th 100 score they are rewarded with a great lunch along with a letterman’s jacket.
3) They love games and frequently play Tooty bingo with a reward of a gift card for the winner. They spent 8 months playing Wheel of Fortune and if a CSR received a 100 score she would have 5 seconds to guess a letter and 10 seconds to solve the puzzle. The winner received a $250.00 gift card.
Rohannah has a big customer service department and moving their average performance score up by 10 points this year has been a monumental accomplishment for all of them. She has created 2 teams within the department led by her 2 lead CSRs. They created smaller teams of 3 individuals who take turns role-playing and scoring each other every month to make sure that when they talk to customers they are doing their best.
Unique motivation and rewards:
1) Parking is a big deal. The individual with the best monthly performance score and year-to-date-average will have the CSR of the Month Parking spot close to the door!

Talair has created a team culture in her department by strategically placing customer service representatives in smaller teams so they can help each other and work towards a common goal. Teams are changed regularly to build co-worker relationships. She has found that no one wants to let their team down, so they try harder and do better than if their recognition was focused on individual performance.
Unique motivation and rewards:
1) The manager will sing to his CSRs (which I have witnessed) and rewards high performers by having them be his co-manager for a half-day. He makes a big deal of their successes, but doesn’t gloss over failures.
2) CSRs can earn a mini fish tank to have on their desks if they have a 100-average score for a quarter. Talair didn’t anticipate what a motivator this was. The fish-tank-challenge brought them all together and stopped negative conversations as they talked about everything from fish food to decorating.

I’d love to hear from you regarding your teaching and coaching challenges and successes when it comes to training millennials versus GenX and Baby Boomers. We all need to implement more effective training techniques. Please contact me: lori_miller@tootyinc.com and I will be happy to share great options with you for classroom training and interactive webinars for 2018.

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Do Unhappy Customers Scare You?

What is more intimidating than an angry customer complaining about service? An angry business customer complaining about service! Customer service and sales representatives have confessed that they are nervous when they hear a harsh tone of voice or have a business manager complain that he has called multiple times for the same thing. Costly short-cuts and ineffective solutions are used to get the unhappy person off the line as quickly as possible. Your team can confidently interact with the customers and provide right solutions, but it will take training and teamwork between the departments. It also means everyone needs to take an honest look at the difficult conversations your representatives are having each day and decide upon the right processes and solutions.

Using Tooty to Test Your Team
Do you regularly have customers (internal or external) asking to speak with a manager because they feel they aren’t getting answers or that the representative had a bad attitude? Not all customers are irrational and not all of your representatives have bad attitudes. The truth and the solutions can be found through a tried and tested process of using our secret shoppers to make calls into your departments. Testing each person on the same challenging situations allows you to determine who your best people are, what additional training is needed and whether a certain process is working or not. Tooty has the expertise to evaluate and train the following departments:
• Customer service
• Inside sales
• Operations
• Collections/accounting
• IT/Help desk
• HR

If you have a call monitoring program in place, Tooty has the expertise to evaluate those calls and provide you with fresh insights and new training tools. If your team needs some extra help in handling difficult customers, take the time to role-play demanding situations. The practice is necessary to overcome nervousness.
One customer recently commented that because Tooty secret shoppers projected difficult attitudes in the calls it has helped her to flush out specific areas that her staff needs to work on. Our classroom training is fantastic and helps to overcome the fear of dealing with difficult people. We have great tips including phrases to use to calm a difficult person and point out certain things you should never say to an unhappy customer. Most people have never been trained on how to use their voice to sound confident or calm, for example. Voice training is a regular part of Tooty training. A customer service manager recently shared that, “Tooty Training is excellent and the secret to our success.”

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