3 Ways to “WOW” Your Customers and Exceed Expectations

customer service CRM

Today, having a great product isn’t enough – you need to have great customer service and support to match 

Almost every single customer (96%) is said to consider customer service an important factor in their choice of loyalty to a brand! 

So, what kind of service do customers want these days?   

As our lives become increasingly digitalboth the way businesses provide customer support and what customers expect from brands have changed. 

The increase in digital communication has resulted in customers now expecting more transparency, abundance of information, ability to reach businesses through various channels and at all hoursas well as faster and more personalised responses. 

According to the UK Institute of Customer Service (UKICS)good customer service not only impacts your customer experiences, but correlates directly with your business’ bottom line. Thus, the companies that score below sector averages in customer satisfaction have an average profit (EBITDA) of 14.5%, while those scoring above sector average enjoy a 24.7% rate. 

The solution is digital  

To manage the new challenges of increased customer demands, many businesses are turning to digital customer engagement solutions. 

When done right, technology can help companies create greater customer experiences and reap the benefits 

Statistics show that those companies that have embraced digital transformation are 26% more profitable than their competitors, while 82% of top-performing companies say they pay close attention to enhancing customer experience with digital technology. 

Digital tools such as customer support solutionslive chat, self-service resources, and online customer service centers can help you make sure your customers always have a touchpoint – regardless of where they are and when they want to contact you. Such tools will also help you provide consistent and timely responses and updates in an organized and systematic way 

Here’s three ways SuperOffice Service can help you manage your queries and take your customer service to the next level.  

1. Get control of your service process 

As your business grows, your support to customers and suppliers has to grow too.  

Relying on back-and-forth email exchanges or excel sheets will eventually run its course.  

Customers today expect to reach your business via a channel that is convenient for them, not the one you defined for them! So, you need to be ready to offer support via email, phonechatonline, or even social media.  

An overwhelming majority – 9 in 10 consumers expect a seamless experience (omni-channel service) when moving from one communication method to another.  

Iits2020 report, PWC found that the number of companies investing in the omni-channel experience has jumped from 20% to more than 80%.  

However, when requests start to come in from multiple channels, it can become difficult to keep up and ensure you are providing a consistent experience across all channels.  

Research shows 1 in 3 customers will leave a brand they love after just one bad experience, so it is very important to make sure every customer gets timely responses and the answers they are looking for. 

Without a systematic approach, your support teams are likely to waste time looking for requests and systematizing them, which leads to frustration, delays, bottlenecks, and, regrettably, unhappy customers.  

Streamline all customer service inquiries 

SuperOffice Service offers an automated ticketing system that collects all incoming customer inquiries, organizes them and routes to the right support agents.  

Whether your customers prefer to contact you via chat, web forms, SMS, emails, or phoneSuperOffice Service will gather these in one place 

Every request is automatically assigned a unique reference number that puts it into a queueing system and tracks all communication related to it. This will give your team access to all the information they need to help that customer quickly and efficiently. 

You can also set up automatic routing and escalation so that requests are automatically directed to the right category and the right person. If a request has been unanswered for a set amount of time, the system will automatically escalate it 

And best of all is that it gives you transparency. Different departments across the organization can easily access the same informationwhich helps to better organize your organizational workflow, as well as ensure better customer experience. 

Stay updated on your service request handling status 

SuperOffice Service dashboards will help you get real-time insights on how you and your team are performing with customer service request execution.  

The dashboards will give you an instant overview of your request statuses and all cases in the queue. For example, is there a VIP customer that has been waiting for a response for longer than your promised response timeOr is one of your service agents overloaded with requests? Use the dashboards to better manage your team and your own queries on a day-to-day basis.  

Service reporting dashboard

Analyze your customer service progress  

SuperOffice Service reports automatically collect the historical customer service data and thus help you see how your request handling has evolved.  

By analyzing this data you can notice trends, changing patterns or emerging issues. Pulling various reports will help you review and understand where you might need to make changes or improvements.  

For example, you may see that your incoming requests are high on weekends, suggesting you may need to consider having extra support available during that time. Or maybe there is a particular product that many customers are struggling with, so you need to share better information around this.  

Out of the box service reports

2. Speed up customer service delivery

One of the most important characteristics of great customer service is speed 

Yet many companies are slow off the mark in responding to customers or even responding at all!  

According to our own Customer Service Benchmark report, the average response time to handle a customer service request was 12 hours and 10 minutes while 62% of companies failed even to respond to customerat all.   

The research highlights that a majority of the 1,000 companies in the study are not only failing to meet customer expectations, but also lose millions of dollars and customers, as well as engage in unnecessary internal follow-up work. 

Automate responses and create reply templates 

To make sure you respond to every customeryou can set up automated confirmation responses in SuperOffice Service. They will let your customers know immediately that you have received their request.  

To be even more helpful, you can include your customer support working hours, a unique request ID for tracking the request, and any other supporting information. This way your customer will be reassured that not only their request is being attended to, but also have clear expectations on when they are likely to get a response 

More often than not you will receive similar questions from your customers on a regular basis. To manage such requests efficiently, SuperOffice Service comes with reply template feature that works like email signatures.  

Once reply templates are set up, you can choose a particular response from your predefined list with just a few clicks. The templates containing answers to routine questions can be individual or centralized to ensure consistency across your team. 

Service reply templates

Offer various self-help options  

Another great way to ensure timely responses is to let customers help themselves.  

Give them access to quick and easy solutions to their problems without having to wait or deal with anyone. FAQs, forums, Knowledge base, how-to videos – anything goes when it comes to creating a rich repository of self-service resources.  

Self-service is a real buzz nowadays, as multiple studies have shown that: 

With SuperOffice Service you can quickly and easily build up a library of FAQs, allowing your customers to find the answers they’re looking for by themselveswhile at the same time providing a support reference point and link for reply templates for your agents. 

SuperOffice’s Customer Center is a service portal where customers can log in to not only search the FAQs, but also view any request history and ask questions.  

The SuperOffice Customer Center is a standalone portal that can be integrated into your website and set up in minutesThe portal will let you offer your customers round-the-clock support from anywhereYou can use the page both as a general knowledge base and to provide status updates and additional information 

For example, is there a service issue with your software? How long do you expect to resolve it and what should your customers do in the meantime? This will help your customers stay informed and save your team time and energy on dealing with routine questions.  

3. Exceed expectations through knowledge, action and connection  

The quality of the service you offer to your customers is probably the single most important factor in keeping them happy.  

One of the best ways to do that is for your service teams to have a 360-degree view of your customers.   

A 360-degree customer view is a collection ofall your customer data saved in one placeFrom the basic contact information to all past and present purchasing data and allinteractions with customer service.  

According to Gartner, less than 10% of companies have a 360-degree view of their customersAnd only 5% are able to use a 360-degree view to systemically serve their customers, and, as a consequence, gain a strong competitive advantage.  

Get a panoramic view of a customer 

SuperOffice Service is fully integrated with your CRM system, meaning your support agents will always have panoramic view of the customer.  

They will be able to access all relevant customer details, any pending activity or documentation (quotes, orders, invoices, etc.) and all admin, marketing, sales or customer support interaction history that are typically stored in CRM softwareThis will provide your agents with substantial context to any customer inquiry and a possibility to offer a more relevant and personalized response.  

Another great benefit of the 360-degree customer view is that it allows better cross-departmental collaboration, most notably that between sales, marketing and service. Sharing the same customer view, through a shared CRM means that these departments are able to easily pass important information to each other. 

For example, if an up-sell or cross-sell opportunity presents itself through a service ticket, the service agent can easily see who the account manager is and notify them. Or maybe a sales rep is heading for a big pitching meeting with a customer. Being able to see that the same customer has raised some issues recently through customer service, will make sure they arrive better prepared. 

Offer proactive customer support 

If you’re able to identify and resolve customer issues before they become problems, you’re almost certain to pocket a customer in for the long haul.  

Proactive customer support will allow you to exceed customer expectations, strengthen customer relationships and boost the value of your customers through both their business and their advocacy. 

So how can you do this? Simply ask them 

Did you know that 87% of adults are happy to be contacted proactively by companies regarding customer service issues 

Companies that frequently check in with their customers can easily identify weak areas and correct them before customers become unhappy (and leave). The easiest way to do this is to collect feedback from your customers through a web form on your website 

question as simple as “What can we do to help you?” will let you gather valuable insights and help your business understand what it should be doing next. 

With SuperOffice CRM you can create and embed forms in any SuperOffice marketing campaign, in the Customer Center, or on any customer-facing website or landing page. All new information entered in a form is automatically registered in SuperOffice Service and a notification can be set up to alert the right person in your organization who is responsible for taking a follow-up action. 

Engage with customers through live chat  

Nothing connects you better with customers and prospects than real-time conversations while they are exploring your website.  

To make an immediate connection, you can rely on live chat, which is quick, convenient and loved by customers because it’s 100x faster than any other digital service channel. 

According to aneDigital research paper, live chat has the highest satisfaction levels for any customer service channel, with 73%, compared with 61% for email and 44% for phone. 

Live chat is also more efficient and more cost effective for your business.  

Firstly, you can avoid “office hours only” availability and provide a more flexible option. This will let customers contact you when its most convenient for them and therefore offer a better customer experience. 

Secondly, through chat you can respond to several customers at the same time. Being able to handle several customers at once means you’ll need a smaller team to handle service requests – cutting your support costs as a result. 

live chat interface

SuperOffice Chat is 100% integrated with the CRM software, allowing your support agents to connect with customers instantly and identify the problem areas or ask for clarifications so that no time is wasted. It’s also a great way to establish immediate contact with prospects who may be curious about your products or services. 


Keeping customers happy in an ever-changing world is no small task.  

To take your customer service offering from “meh” all the way to “great” – you need the right technology!  

A customer service tool, combined with a CRM, will help your company increase speed and convenience for customers, as well as allow you to offer more personalized responses. 

At the same time, it will provide your organization with a better management tool that will help keep agents focused and motivated and give a holistic overview of your customers. 

This, in turn, can help you improve your offering and create all-round better experiences for your customers and better working conditions for your service teams 

Book a demo today with one of our CRM experts and we’ll show you how SuperOffice Service can help you achieve your customer service goals. 

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