Clear communications builds rapport.

Relationship Building

Temperament understanding helps to foster effective communication. Research in the field of human psychology indicates people are born into one of four primary behavioral styles - aggressive, expressive, passive or analytical. Each of these four temperament styles requires a unique approach and communication strategy. For example, if you are working with the impatient, aggressive style, that person wants a quick fix and a bottom line solution.

Under pressure, he or she can be ill-tempered and quick to anger. Give these people options so you don't threaten their need for control. Don't waste their time with chitchat - stick to business. While at the other extreme, the stress-prone analytical style requires more information and is interested in every detail. Their cautious and analytical nature makes them susceptible to buyer's remorse. Be sensitive to their need for reassurance and guarantees. Once you learn how to identify each of the four primary behavioral styles, you will be able to work more effectively with all of your customers.

Effective Communications

Create a favorable first impression and build rapport quickly by using open body language. In addition to smiling and making good eye contact, you should show the palms of your hands, keep your arms unfolded and your legs uncrossed. You can develop harmony by “matching and mirroring” your customer's body language gestures.

Matching and mirroring is unconscious mimicry. It's a way of subconsciously telling others that you like them and agree with them.

Improve your active listening skills. To develop and encourage conversation, use open-ended questions to probe the meaning behind your prospect's statements.

Occasionally repeat your prospect's words verbatim. By restating his or her key words or phrases, you not only clarify communication, but also build rapport. Keep your attention focused on what your customer is saying and avoid the temptation to interrupt, argue or dominate the conversation.

True customer service is meeting and surpassing your customers' expectations.

The Little Things

Customers describe quality customer service in terms of attention to detail and responsiveness. Customer satisfaction surveys consistently point to the fact that the little things make a big difference. Not surprisingly, the top two customer complaints with regard to customer service are unreturned phone calls and a failure to keep promises and commitments. Make an effort to see yourself through your customers' eyes. True customer service is meeting and surpassing your customers' expectations.

Successful salespeople “go the extra mile” when providing service and turn the customers they serve into advocates to help them promote their business. Your referrals and follow-on business are in direct proportion to the quality and quantity of service you render on a daily basis. Want more referrals? Improve your service!

• Under-promise and over-deliver. Develop a reputation for reliability; never make a promise that you can't keep. Your word is your bond.
• Pay attention to the small things. Get in the habit of returning phone calls, e-mails and other correspondence quickly. Follow up, follow up, follow up.
• Stay in contact and keep good records. Take the time to jot down notes from meetings and phone calls, making certain to record all relevant information. Maintain a written record of service. Set up a system to track important contact dates such as client review calls and birthdays. Consider sending a personal note or an article of interest every six months.
• Give your customers a promotional gift. Consider sending them a letter opener, coffee mug or a calendar with your logo and contact information.
• Establish a feedback system to monitor how your customers perceive the quality and quantity of the service you provide. Service is not defined by what you think it is, but rather how your customers perceive its value. When it comes to customer service, perception is reality.