Positive Verbal Communication Analysis

Positive Verbal Communication Analysis What are some things you can do as a customer service professional to project a positive image to the customer? First, think carefully about the words you choose in front of them. Use customer-friendly words. Avoid acronyms and industry-specific language. Youll never impress the customer with how smart you are if you make them feel dumb. Second, consciously choose your tone of voice. You may say the right words and say it in a way that communicates something entirely different. How many husbands have asked their wives, Honey, is there anything wrong? And the wife says, Nothing! And the husband gets in trouble because he believed her! Make sure your tone is professional and pleasant. Is that hard? Yes! At the end of your shift when you have a headache, when youve just been bawled out by an angry customer, when youve just had a run-in with your boss all these situations make it difficult to treat the next person with respect and courtesy; however, thats your job. If you want to keep customers coming back and telling their friends, youve got to treat them right. The third thing you can do to create a positive image is to be aware of your body language. How you are standing or sitting can communicate a loud message. If you have a face-to-face business, you must put some thought into your appearance. You always want to appear clean and neat. Im not talking about how expensive your clothes are or are not, but are they clean? Ironed? Do they fit? All these things speak loudly to the customer. After all, if you dont care enough to present yourself well, the customer wonders if you care enough to do the job well. What element(s) of the do you believe are the most important in a customer service environment? Explain Two way communications involves the sender and the receive who each contribute to the communication process. Part of the process is declining which is the best channel to ensure clear message delivery. What are some strategies to use in order to avoid words or phrases that will negatively affect your relationship with your customer? While we seek to communicate effectively, there are often distorted perceptions of what we view as truth or right. As a result of these colored reality, conflict often result. A continuation of this miscommunication is likely to create a downward spiral of increased tension. You have probably heard the term passive aggressive and did not know what it meant. You are probably familiar with the terms passive and aggressive. These are three communication styles that should be eliminated if you are to communicate effectively with other individuals. Aggressive communication can be described as follows: -Shouting -Using intimidation or threats -Underlying violence -Talking down to people in a disrespectful manner -Being very controlling -Saying rude and hurtful things to people under the guise of being blunt -Name calling -Offensive behavior Do you exhibit any of these signs of aggressive behavior? If so, you probably have found that it has gotten you into quite a few fights, maybe even some physical altercations. You are a walking time bomb who always seems to be able to go off. There is nothing wrong with being assertive in making sure that your needs are met. There is something wrong if you are hurting other people in your quest to do this. People who exhibit aggressive style behavior are usually bullies. They often will resort to talking to people in this manner at stores and places where employees are trained not to talk back. It gives them a false sense of superiority and makes others feel bad. To say that this communication style is ineffective is an understatement. It is toxic. And sooner or later, it will cause negative effects in your life. No matter how much of a bully you are, and how aggressive, there is always someone who is a bit tougher. Continue this type of behavior and be prepared to have very few friends, move around from different jobs all of the time and have problems in your personal life as well as with the criminal justice system. Have problems in your personal life as well as with the criminal justice system. Passive behavior is almost as destructive as aggressive behavior. You never know what a passive person is thinking, but they are usually seething on the inside about something. Because they are so stifled in their emotional range, they will not let anything out for others to see. Somewhere in their lifetime, they were told that it was not okay to display any of their feelings nor have any value to their feelings. They simply allow people to walk all over them. When the passive person has had enough of the conflict, they will just take off. You have heard about passive people before. Surely you know someone who knows someone who has had a father or mother just take off without explanation. Chances are that the conflict they were experiencing was developing for some time. But because they did not know how to address the conflict, it never came out. Until the day that they decided to take off and leave. Passive behavior is destructive in that it does not allow someone to communicate their thoughts and feelings in an effective manner. In fact, it does not allow them to communicate their feelings at all. This is almost as alienating as being aggressive. People who are extremely passive usually have a very low self esteem and simply do not feel that their needs are worth fighting for. Until they get to the point where the conflict builds up and they just escape. In many cases, a person who is very passive may not escape physically from the conflict, but in their own mind. They may appear distant to others. This is because they have found it more comforting to slip into a dream world where the conflict does not exist. Passive Aggressive A person who is passive aggressive has deep rooted anger issues but will not address them. Instead, they will act out in other manners that are destructive. They usually have a problem with being told what to do by authority figures and are generally very negative individuals. Being passive-aggressive is considered as having traits that are reflective of having a personality disorder. A person who has been diagnosed with a personality disorder needs a more than conflict coaching, although this is a step in the right direction. Signs that someone is passive aggressive include: -Harboring resentment and underlying seething; -Communicating through indirect means by using children, messengers or e-mails to get their message to the individual who is causing the conflict; -Negative self image and image of others around him or her; -Angry all of the time but inability to express it appropriately. The person may resort to hurting animals or other pets; -Making snide remarks or giving backhanded compliments to people. Someone who is passive aggressive can use a good dose of therapy to get to the root of his or her negative self image. Their negative self image does not only affect them, but others around them. Normally, someone who is passive aggressive learns this behavior in childhood. Chances are that there is a parent who also suffered with this issue. If you have one of these communication styles, you will want to do something to overcome it and be able to communicate more effectively. What are some of the tips outlined in this chapter for ensuring effective customer interactions? Responsible for ensuring that a meaningful exchange of information takes place. By accepting this responsibility. You can perform your job more efficiently. Generate goodwill and customer loyalty for the organization. Provide service excellence. What is feedback? Your feedback could affect the relationship you have or are building with your customers. The effect may be positive or negative, depending on the content and delivery. Verbal feedback Nonverbal feedback Body language Actions Appearances How can verbal feedback affect customer encounters? Give some examples of nonverbal feedback and explain how they can affect customer interactions? List at least five tips for providing positive feedback. Giving positive feedback is one of the more enjoyable tasks in the workplace. From the most senior to most junior, regular appropriate praise can enhance job satisfaction and boost motivation. Build Trust Contrast Focus on Improvements Use Examples Give Positive Feedback SCENARIOS: You are a customer service professional in a dry cleaners shop. A customer who has been coming for years stops by with a silk shirt that has a stain that, according to him, was not there before the most recent dry cleaning. He is upset because the garment is expensive and was to have been damaged to a class reunion yesterday. As we try to dry our customer clothes as superior as we can do. But we are also human beings all the things we cant do properly. Since he complains about the shirt stain and he spoil the class reunion yesterday, we ask thousand apologies from him, and we try to get that kind of shirt for him. So he may have a good confident about our shop. You are a member service representative in an automobile club that provides maps, trip information, towing and travel service, and a variety of travel-related products. A member has supported by to find out whether she can get a replacement membership card and assistance in planning an upcoming vacation. As u knows our business is giving service to customers. We always try to keep a good relationship with our customer. We happily help our customer difficulties because they are our future without them we cant grow up. Since she is our customer and we want give a replacement membership because if we dont do that now we know we will lose one customer, for us each and every customer is important. So we will be always want keep in touch with customer. You are a counter clerk in a fast-food restaurant. It is lunchtime, and the restaurant is full of patrons. As you are taking an order form a customer, a second customer steps to the front of the line, interrupts the first customer, and demands a replacement sandwich because the one she received is not what she ordered. If he is interrupting it is better to solve his problem first, and for second one can give a nice smile and get an excuse and can talk the first one and can ask for apologies for bringing wrong one, and can tell to him that we will try our best not to repeat this again. So the problem will be solve charm and satisfactorily. As a clerk in a local video rental store, you see many of the same patrons regularly and have a fairly good relationship with many of them. Once of the regular customers has just come in to rent a video but is not sure what he wants. You must determine his needs and properly assist him. Be sure to ask probing, open-ended questions, phrased positively, to help you get the information you need. If he is a regular customer, we can understand his feeling and his taste. So when he come to store we can ask question like, how was the last film that your brought? And can tell you always take this kind of thing so you like this and that. And can give our feeling about that and can tell like that other good one also there. So he will tell his feeling about that and tell again what he wants. CRITICAL THINKING QUESTIONS Since you dont have a relationship with Sylvia, what will you do to get off to a solid start during your visit? Try to meet her and create a relation with Sylvia. Observe her perfectly. Respect her and her ideas. Watch her expirations carefully, ask about her needs and wants. How should you approach Sylvia verbally and nonverbally? Take with her warmly and sincerely. Try to build a foundation to trust on her mind. What strategies among the ones discussed in this chapter can you use to find out where you and LKM stand in Sylvias mind?