Contractors review plans (U.S. Army Corps of Engineers photo by Marc Barnes) http://www.flickr.com/photos/usacehq/
You may remember my recent post about a water pipe that burst in my house (Kiwi Delivers Great Customer Service to Atlanta Storm Victims). Well, like many other Atlanta residents I’m still going through the process of having those repairs completed. As many of you might know, this involves having a contractor assigned to your claim. The first contractor assigned to my claim reminded me how important it is to effectively communicate with customers. Not only is good communication important, it can save customer relationships. We’ve recently decided to part ways with our first contractor, and I wonder if that could have been avoided with better communication.
The Story (Short Version)
When the estimator came out from (we’ll just call them “First Contractor Company,”) he shook my hand, told me his name, handed me his card, and then just started walking around the house. As I tried to tell him the story of the path the water took, he acted like he was trying to avoid me. Finally, he said “I’ll just take these measurements and if I have any questions I’ll let you know.” So I stopped talking to him. Completely. I felt like a child asked to sit in the corner and be quiet. After 20 minutes, he came to the kitchen table where I sat checking emails and said “so do you know how this is going to work?” Well, how could I? He basically told me to sit down and be quiet in my own house. I said no. He ran through a list of bullet points, none of which sounded negotiable. Never asked if I had any questions. That was it. Then he left. I told my husband it might be best if he worked with the contractor.
Next, our coordinator, after much time had passed, scheduled a time for us to meet at the flooring company (also owned by the same man that owns the contracting company). My husband and I picked out a floor we liked that was on display in the showroom. The sales rep kept bringing out cheaper, dissimilar materials and ignored us several times when we said we liked the sample on the floor. I finally had to be blunt and explain that I was trying to tell her we liked the sample we were standing on, as I said many times before. She made a huge deal out of telling us it wasn’t “in budget” and the other floor was “in budget” but would not give specific pricing. We left and went to a flooring place up the street, found the flooring we wanted, and were told it was in stock and given the exact price. We called the coordinator to let him know we wanted to work with the other flooring company, and were told they couldn’t do that. Also that, even though the other flooring company had the material in hand, the contractor’s flooring company wouldn’t be able to get the flooring for three weeks.
After many weeks of getting nowhere, receiving no information and being treated like children, we called the insurance company and requested a new contractor. No customer wants to feel they are being swindled or patronized. And, I doubt that business owners want their customers to feel this way. How can we help customers feel that we are being honest with them? Here are a few ways.
Ways to Effectively Communicate with Customers
- Introduce Yourself, and Your Company – When you greet a customer, electronically or in person, smile. Be open. You may be the first impression a customer has of your brand.
- Listen – I can’t say this enough times. Listening to people conveys the message “You matter to me. Your experience, opinion and feelings matter to me.” Even when you think you don’t need to hear what the person has to say, you may be surprised by some useful information.
- Be Friendly – Friendliness might be the easiest way to create a lasting customer relationship. It’s so easy to do, and yet we miss it so often. Ask appropriate personal questions, such as how their day has been, if traffic was tough, if they’re looking forward to the next sporting event. Being personable puts people at ease, makes them comfortable. Comfortable people can relax and conduct better business.
- Provide Information – Provide your mission statement. It speaks volumes about your values. Tell the customer that quality is important to you. Explain that they can trust you. Give specific details about what the customer can expect.
- Ask Questions – Ask if the customer has any additional questions or concerns. Ask why they chose you over another provider. Gathering background data can help you understand what the customer may be looking for.
- Be Honest and Keep Promises – I say this often too. Just be honest with customers when you can. Clearly explain pricing, terms, and the like. Call back when you say you will, and deliver when you say you will.
Had any of these things happened with “First Contractor Company,” I wouldn’t have already moved on to “Second Contractor Company.” It’s more work and time for us both. And, “First Contractor Company” never saw a dime, even after all the time they spent wasting my time.