CAGE Code: 7XUVO   Duns # 607290574       
Phone: 615.965.2465  PO Box 344 Mt. Juliet, TN 37121

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

Read More and Comment

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

Read More and Comment

Help for stressed and stretched managers and employees

Lori Miller, President of Tooty Inc., stated, “Customer service teams are under unbelievable pressure as Covid-19 has disrupted the workplace and personal lives. But customer service is where the heart of any organization resides, and they are wired to love on people no matter what is happening. When your employees know you care, they can show your customers that they care.”
Lynne Franklin, one of the Tooty Training ® team experts (neuroscience and business communication) provided Tooty employees and their families encouragement by sharing the following message of hope.
Lockdown

Read More and Comment

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.

Read More and Comment

Deal Breakers

Today the phone will ring into your organization and if you are lucky, you will have a golden opportunity to sell your services, help a citizen or solve a problem. Having a great sales and marketing strategy or a fantastic CRM tool is one part of the equation. But, the customer’s impression of your organization through a customer service or sales representative can make or break the deal. At Tooty, we have a unique point of view to share with you because we FEEL what customers go through as we make secret shopper calls and listen into monitored conversations each week. Based on over 2,000 surveys we completed in the last two months we have documented 4 deal breakers that may be scaring your prospective customers away or infuriating the citizens you serve.
Deal Breaker #1- Long hold times
How long is too long for a customer to wait? 2-3 minutes has been a common measurement standard for years. In some markets customers will not wait more than a minute while in others they wait as long as it takes. Your phone system should keep the data on when the customers in your market hang up the phone. That will help you determine your market standards.
Deal Breaker #2- Passing around the customer
Customers become frustrated when they spend 5 minutes talking with one person who then transfers the call to another person who asks the very same things all over again. It gives the impression of inefficiency and can make a customer wonder how complicated working with you will be. At Tooty Inc., we help organizations implement a One Call Does It All protocol where every person is trained and empowered to handle the customer from start to finish.
Deal Breaker #3- Broken promise
Your customers may understand that they need to wait for a return call sometimes. The preference is not to wait at all, but if they have to they expect the promise of a return call to be kept. When I ask sales and customer service representatives when a return call should be made to a customer if the standard is within 2 hours, they always say 2 hours. A customer’s expectation would be that a return call would be received in half that time.  That is what they are measuring you on.   You have 2-ways to verify your team’s record with returning calls. 1-ask your front line representatives who doesn’t return calls. They can tell you because they receive those complaints from customers! 2- Let Tooty make secret shopper calls into your organization that require a call be returned.  We will evaluate the customer experience, document whether a return call is received and the time.
Deal Breaker #4- Conflicting personalities
What impression would a prospective customer have of your organization if the customer service representative who first answers is dynamic and the person who the call is transferred to is disengaged or unprepared? Insides sales, account managers, national sales, help desk, accounting and other departments are equally accountable to  excellent customer care.
Tooty’s signature training program Telepicting ™ focuses on how a prospective customer perceives a representative based on voice, attitude and knowledge and concludes whether that customer would give him/her their money or trust the answers given. It is a fun and impactful training exercise.

Telepicture Sample
Age: 34
Appearance: Jeans and a tee-shirt
Facial Expression: none
Attitude projected: disorganized, unprofessional and bored
What is your impression of the company: One-person operation, not trustworthy
Would you give the representative your money: No
Was there a sales strategy: No

If you’d like to learn how you can receive a complimentary Telepicting™ evaluation, please contact: lori_miller@tootyinc.com

Read More and Comment

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

Read More and Comment

Training Your Second-String Customer Service Team

Summer vacations leave your office short-handed.  Often-times you find you must recruit someone to help with the phones who has not been trained or who isn’t working in customer service for a reason!  Customers tend to wait on hold longer when you aren’t fully staffed, and they are likely to get incorrect information or incomplete help which generates additional calls.  Training your second-string customer service representatives allows you to utilize your personnel more effectively and to be prepared for anything that affects customer care.

Tooty Secret Shopper Calls and employee performance evaluation scores do reveal what your customers are experiencing right now.  My conversations with managers during June and July revealed that untrained back-up Customer Service and Sales representatives are causing more harm than good.

Selecting your second-string players

In a perfect world everyone within the office would be ready, willing and able to back-up customer service or sales.  Use this check-list as you consider who your second-string players should be:

  • Must have a nice voice
  • Must love our customers and people in general
  • Can step away from other duties to talk with customers
  • Is a team player

Training your second-string players

No one performs well when they are thrown into something without training and practice.  Training should begin 1-2 weeks before you expect the person to start taking calls, but it doesn’t have to take 1-2 weeks. The best process to develop someone who has helped in the past or who is new to customer service or sales should include:

  • Side-by-side training with your best representative where he/she can hear the conversation and observe how the technology is used. Let the individual handle customer calls

Read More and Comment

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. 

Read More and Comment

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.”

Read More and Comment

Customer Service Training- Eye on the Ball

In 2016, the Chicago Cubs won the World Series after a 108-year drought. The drought was not only the longest in major league baseball, but according to Wikipedia it was the longest in all major North American sports. They had great players, managers and games along the way and still didn’t achieve their goal of a World Series Win. The Cubs needed something. They were missing the special sauce needed to be a championship team.
Crane Kenney, the Cub’s President of Business Operations said this, “There’s a saying in business that ‘culture eats strategy for breakfast’ and there were a lot of strategies over the years. The Ricketts family brought a new culture…they told us to think big… to stop cutting corners…hire the best…build the best…don’t settle for second. Do it right…”. Their approach is an example for us regarding culture and creating a winning team.
At bats
In sales and customer service we often compare our representatives and the incoming opportunities to a batter receiving a pitch. In baseball, the batter needs to have more than a good-looking swing. He needs to see the ball that has been launched his way, predict what swing will work and execute all in a matter of seconds. A great swing at the ball isn’t enough. It must be the right swing delivered at the right time.
Your representatives need to be better at discerning what questions need to be asked to get to the root of a customer’s needs. This relates to both sales opportunities and problem situations. No one can predict what the customer is going to ask about when the phone rings, but you can train for it.
Common training mistakes
1) Instructing your representatives to “just follow the script”. That is how you create a robot. When they don’t understand the “why” behind the questions and answers, mistakes will be made. Covering everything, even that which does not apply, makes talk time longer and frustrates your customer. Ultimately, a work order may be created with wrong instructions or a sale may be lost.
2) Assuming your team knows more than they do. Don’t let the lack of questions asked by your team mask their lack of knowledge.
3) Not making time to do side-by-side coaching each week. You need to witness your team at bat and provide constructive feedback and encouragement. Skillful players have ongoing training. That means you invest in veterans and new people equally. Veterans have slumps, short-cuts that are problematic and often-times need a fresh approach.
4) Your skills as a coach are weak. There is a difference between giving a directive or order and coaching someone. If you are uncomfortable coaching, you haven’t implemented anything new or aren’t sure if you are as effective as you can be, I am happy to help you. Ask for help.
Testing

Each week, e-mail your CSRs, sales reps and operation’s representatives a problem-solving scenario or a question that you would like the answer to. It should be based on something that transpired during the week so that your teaching makes a connection. Compare the answers so that you can see whether it is a team training issue or if you have 1 or 2 people who need direction. Provide the correct answer or solution so that everyone is on the same page. Make learning fun by creating an award or giving points towards a reward.

Role-playing is your version of batting practice. Role-playing should be done monthly or in preparation for difficult calls that may come about from a price increase, new product or service.
Finishing the Season Well
In comparing the Cub’s record from last year to this year, a sports writer summarized, “The bottom line is that there’s really nothing wrong with this year’s team that couldn’t be fixed by issuing a few less walks and giving up fewer home runs.” Maybe you are discouraged by your team’s results or you have had a set-back. Analyze what is going on and make some adjustments. Champions don’t give up. They play hard to the end of a game and the season. They ask questions, train hard, consider criticism a gift and improve. Focus your team on today’s game and being the best version of themselves that they can be. There’s a lot of game left.

Read More and Comment