BSBCUS301B
Students Name: ________________________________________
Class: _________________ Day/Time:______________________
AcknowledgeWelcome to Deliver and monitor a service to a customer module number BSBCUS301B.
This booklet has been developed for Business Faculties by Gillian Eurell from Granville
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Business & FinanceBusiness & Finance FacultyFaculty
Deliver and Monitor a
Service to a Customer
TAFE College. The aim of this booklet is to develop Banking students’ knowledge and skills
in developing skills in Providing Sale Solutions to Customers.
Information for this booklet has been sourced from but not limited to “Working in an
Organisation, creating Loyal Profitable customers”, and the internet.
Unit Purpose: This unit describes the performance outcomes, skills and knowledge required to required to identify customer needs and monitor service provided to customers. Operators
may exercise discretion and judgement using appropriate theoretical knowledge of customer
service to provide technical advice and support to customers over either a short or long term
interaction.
contribute to Work health and safety (WHS). This includes hazard identification and risk
assessment to promote the maintenance of WHS in the workplace.
Grading Ungraded
The student result is based on the evidence provided to meet the criteria for competence as
specified in the unit of competency(see last 2 pages of workbook). The result AC or NCYou
will be graded AC or NC. is entered in CLAMS representing competent or not yet competent
respectively.
Delivery StrategiesA combination of classroom lessons, activities, walk role plays plus videos will be utilised to
support the delivery of this module.
Practical exercises
Students will participate in the following activities as outlined in their unit assessment guide
as part of the Collection of Evidence for this module.
An audit on an area of TAFE selected by the teacher
Environmental ResponsibilityWith VET adopting Sustainability strategies it is encouraged that teachers will only print
sufficient booklets for number of students. The booklet has been developed to limit the need
to print of any worksheets or handouts. Additionally some campuses are purchasing
recycled paper as well as paper which is delivered in 60% recycled boxes, just another
example of how each person can limit their footprint on the environment
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Identifying Customer Needs1.1 Use appropriate interpersonal skills to accurately identify and clarify customer needs and expectationsFirstly, interpersonal skills relates to the ability of a person to properly interact with others. In
the business domain, the term generally refers to an employee's ability to interact with others
effectively. This includes being able to get along with those that we may not usually
associate with. Additionally it means we need to be able to identify problems and to resolve
problems before they escalate, whether the problem is work related or personal. It is one of
the key drivers for an organisation to succeed in achieving their strategic mManagement of
staff.
When identifying our customers’ needs we firstly need to identify the type of customer we
are dealing with. It will also depend on the length of the relationship and the position of the
person with whom we are communicating. If it is an internal customer,s such as another
worker then we may tend to use workplace jargon or abbreviations. Within many workplaces
using jargon is an acceptable way to communicate (whether by email or verbal).
If the customer is a corporate customer, then they will except expect a high level of both
verbal and written form of communication. Your skills in expressing complex details will
come from experience and practice at communicating at a higher level.
However if the customer is an external retail customer, then you will need to use effective
listening skills to help you communicate effectively. A customer may show signs of being in
a hurry and thus not in the ‘mood’ to chat. Other regular, well known customers may like to
chat . Nevertheless you will need to also be mindful of the other customers waiting for
service.
Sophie Walton (a bankruptcy paralegal) suggests there are five main points to building
interpersonal skills:
1. _______________________________________________
2. _______________________________________________
3. _______________________________________________
4. ________________________________________________
5. ________________________________________________
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1. Offer Solutions to problems
Most people find it easy to complain but very few are able to offer a solution to the problem.
During your career developing your skill in problem solving will be a real asset. Some
organisations will develop small teams to identify issues and/or develop solutions.
If you see something that can be improved, focus on the solution rather than complaining to
others about the problem. When it comes to problem solving there is no one way. Allowing
everyone to voice their thoughts is a great start.
2. Do not use others as a stepping-stone or take all the credit for a group effort .
You will find even here at TAFE that you will be placed into teams. A good team
member/worker will have to have good interpersonal skills for the team to succeed. As a
team you will identify that each person may have different skills. ie one may be good at
writing, another good at proof reading, while another may be good at design and layout of
work. Appreciate each persons’ contribution, give praise and encourage each other. Your
ability to accept each person as an individual but part of a team will demonstrate a
professional attitude and may encourage others to follow your example
3. Develop good meeting techniques. –
Try arranging a meeting with a variety of people who may be affected. A good meeting is
one that is managed to keep everyone on track so that side issues don’t overtake the aim.
Also give everyone an idea on how long they are expected to be involved from the
beginning. Ensure you have plenty of paper and pens. Refreshments are always welcomed
and this helps prevent staff from wondering off or from being distracted.
If the meeting is about trying to find a solution to a problem, perhaps try a brainstorming
session. These sessions are a great way to involve eveyone’s’ thoughts/ideas. Write down
each idea without discussing the idea (perhaps use a whiteboard). Never dismiss an
idea/suggestion until it has been investigated. Once all the ideas are written down there
then start to listen and voice your thoughts. Remember you are part of a team and that no
one person dictates to the other.
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4. Carry through with your commitments. –
Once a timeframe has been set, make sure you stick to it. Being consistent and keeping on
track will help demonstrate your ability to commit to a process. It will also encourage others
to trust you. Trust is not be given freely – it must be earned. Trust is a very powerful part of
having good interpersonal skills and is needed within any team or workplace.
5. Focus on the goal or problem - do not make it personal. –
For some people, it is difficult to focus on a goal or problem without appearing to make it
personal. What can happen is that the person vocalises the issue and tends to use the “you”
word, instead of depersonalising it.
Question: How could you rephrase “you didn’t balance your till – fix it”
___________________________________________________________________
What should happen is that the person, whether they are the team leader or supervisor
should focus on the goals/job or outcome required. Ensure that the feedback given is
constructive. This means giving voice to a possible alternative to achieve the outcome.
State what is the outcome required and then give suggestions on how to achieve that
outcome.
1.2 Assess customer needs for urgency to determine priorities for service delivery according
to organisational requirements
Every organisation you work for will have specific requirements for the service delivery of
their products. If you think about being a customer yourself then you will better understand
why a business has set priorities for dealing with the customer
Each organisation will have a set of policies and procedures to ensure consistency
throughout the business. Policies and Procedures provide guidance to all employees on
how the organisation wants them to provide services to the customer – they are not just
rules for the sake of having rules. Furthermore, each organisation may have a different
system for processing the customers. As you go through your working career you may find
that you will use many different systems.., and procedures. There is no “best” system or
procedure. Organisations create their systems and procedures after carefully considering the
needs of their customers, along with the goals of the organisation and the environment in
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which the organisation operates. For example, an organisation that is technologically
advanced may have different procedures to one that is not as advanced.
Additionally every organisation is governed by many laws particularly in the financial sector.
There are also many Regulations, Codes Of Practice and Australian Standards that also
assist in the process of running a business. Some of the more common laws and
regulations that impact on Financial Services organisations include:
_____________________________
_____________________________
_____________________________
_____________________________
In New South Wales discrimination is unlawful in the areas of education, employment, the
provision of goods and services, accommodation and registered clubs. For the purposes of
the New South Wales Act, "race" includes ___________
__________________________
___________________________
___________________________
____________________________
The Anti Discrimination Act NSW also makes it unlawful to discriminate against a person on
the ground that the person has a relative or associate who is of a particular race.
The New South Wales Anti-Discrimination Act also prohibits racial vilification. Racial
vilification is where any public act that is capable of provoking hatred towards, serious
contempt for, or severe ridicule of a person or a group of persons because of their race.
Racial vilification may in serious cases amount to a criminal offence.
Access and Equity is where every organisation has transparent processes for `dealing with
people from the time of recruiting through to dealing with people from different backgrounds.
For example TAFE has many policies on Access and Equity.
These include:
___________________________ ___________________________
___________________________ ___________________________
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Anyone can access these so that they understand their rights. Most organisations will have
similar policies as these policies help each business meet their legal requirements.
Additionally if organisations have set policies and procedures it makes it much easier to
ensure that they are providing a quality service. However it will often be the supervisor or
managers role to ensure that staff and following these policies and where needed will retrain
staff to bring them up the standard required by that business.
Many organisations will periodically look at ways to develop and improve their service. This
is called continuous improvement. As each organisations strives to gain more of the market
share they will utilise feedback from the customers and market strategists to continually
improve their service.
1.3 Use effective communication to inform customers about available choices for meeting
their needs and assist in the selection of preferred options
[Video used to introduce topic]
Full attention
To demonstrate that you are giving your full attention to the customer you need to show
active listening skills. Active listening involves seeing the expressed idea from the speaker’s
point of view, sensing how it feels to them, achieving their frame of reference in relation to
the thing they are talking about.
Active listening demands that you both:
listen so that we grasp from the speaker’s point of view just what is being
communicated, and
convey to the speaker that we are doing this.
Question: How can you demonstrate that you are actively listening?
Using facial expressions
Nodding your head
Give vocal keys eg oh, uh huh, really?
Ask questions that relate to what they are saying
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Speak clearly
Listening skills also incorporate questioning skills –a large part of listening includes your
ability to ask questions that help fill in gaps in your understanding. Using different
questioning techniques also helps you clarify what the customer is trying to say.
When asking questions or speaking, ensure that your words are clear, and are kept
separate. Your speed of your voice will often need to change when you are speaking in the
working environment. For example, at work you would greet a customer with “Ggood
morning, how may I help you today?”, While but when your you are speaking to a friend
you may say “Hi, whatudoing”how are you going?”
Using appropriate language and tone of voice
Now that we understand that our speech may need to change, let’s look at what is
appropriate language and tone of voice. Every workplace has its own genre. People working
in the trades may speak differently to those you who work in the business sector.
Sometimes even people from areas speak differently too.
Eye contact
One of the most common courtesiesy in Australian culture is to look at the person when you
or they are speaking. This demonstrates that you are interested in what they have to say
and helps build a rapport with that person. When you look down or away this often creates
misunderstanding of your body language. However in some cultures it can be considered
inappropriate to make direct eye contact. Thus as a customer service representative you will
need to be able to distinguish which is the most correct approach (according to your
organisation’s training procedures).
And finally, listening and speaking techniques as discussed earlier in this booklet.
Role Play
Students, in pairs will be given 15 minutes to plan one of the following scenarios. Then each
pair will represent their role play to the class. The class will note the verbal and non verbal
communications used by each group.
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Once everyone has presented your teacher will go through your findings with you.
scenario partner scenario partner
Customer in a hurry Iimpatient cCustomer
Overfriendly
customer
Angry customer
Suspicious
customer
Drug affected
customer
Bbusiness customer Average customer
Bored Teller Angry Teller
Nervous Teller Professional Teller
Now as a class name some of the effective and non effectivenon-effective forms of
communication that were used
Effective Non effective
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Teacher Sign:______________________ Date: ____________________
1.4 Identify limitations in addressing customer needs and seek appropriate assistance from
designated individuals
Advice or general information (FSRA Act 2011)
Most customers come into your business expecting you to have the skills and knowledge to
deal with their requests. This is where your ability to determine what would be the most
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appropriate way of dealing with their request. Often the external customer will want
information from you, however what one person may consider as advice may be interpreted
as general information.
Question: Describe what is advice and what is general information?
Advice is: an opinion recommended or offered, worthy to be followed
General information is common knowledge to most people or community
Therefore it is important that you as a professional ensure that any advice given to the
customer is accurate. As you develop your knowledge within the banking sector you will be
more proficient at giving the correct advice however while you are still learning it will be
imperative that you seek guidance from your superiors, whether this is your mentor or your
supervisor. It is very important that you do not provide advice for any product that you are
not qualified to provide advice for.
If the information required is not part of your role then you may need to refer the customer
onto the correct personnel eg. Loans officer.
Additionally not only will you have limitations in your knowledge the customer may have
limitations that affect their ability to communicate effectively.
Questions: What may be some limitations you could encounter when addressing
customers needs?
Language
Literacy
Physical ability
How would you address these limitations?
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
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_________________________________________________________________________
_________________________________________________________________________
Customers
Most organisations in the financial sector will have policies and procedures for dealing with
external customers. As a new employee you will often rely on a written script that will give
you the words to say when greeting external customers. What you say and how you say it
will be the very first impression the customer receives. This means that how you respond to
the customers is how the customer will judge both you and the organisation. Thus it is
really valuable if you can try to learn the script rather than reading it when you greet a
customer, whether this is in person or when you answer the phone. Your voice will always
sound different when you are speaking freely rather than reading from the script.
Your voice should be to a volume that suits the customer, raise your voice (without yelling) if
you can see that the customer is struggling to hear you. Speak clearly ensuring you
pronounce your words correctly. If you have a strong accent you may need to work on your
pronunciation.
Additionally often you are given a badge that has trainee. This is to help the customer
realise that you may not be as efficient as other employees and perhaps may not know all
the answers. Always use your existing skills in communication. Your verbal communication
techniques (the way you speak),The way you speak the words you use and your non verbal
techniques (your body language/eye contact) all assist in dealing with the customers. If you
are unsure or you need to seek clarification – let the customer know what you are doing.
This is a common courtesy in the business sector and will be expected from you.
Colleagues
When dealing with colleagues, remember that these are the people will spend most of your
day with. Your colleagues will all have different backgrounds, different experience and
different personalities. You will be forming a working relationship with these people and thus
will need to ensure that you may need to address them differently to other people (such as
your friends).
Over a period of time you may find that you form a friendship with certain colleagues who
have similar interests or ideas as you. This can be both beneficial or a hindrance.
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Describe limitations you may encounter at work with someone who is a friend?
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Now, describe limitations you may encounter at work with someone who is NOT a friend
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Some workplaces will discourage you from forming a more personal relationship with your
colleagues, however that is not usually the companies’ priority, so long as you remain
“professional” during your working day.
Line manager/supervisor
Often in large financial organisations, management will want to be addressed as Mr, Mrs or
Ms., wWhile your immediate boss may be happy to be addressed using their first name.
This will vary depending on the type of business and who the clientele are.
Your supervisor should be more available than the line manager. However both will have
their own work and deadlines to meet. Therefore there may be times that they are just not
available for you to gain information that you require to deal with a situation. Let’s look at the
role of your teacher as a supervisor then we will look at the Head teacher as our manager.
When can you seek information from your teacher or Head teacher?
While in class or
During availability times
When would access to your teacher or Head teacher be limited?
While they are with another class
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While they are with another student
When they are in a meeting
When they are on an official break eg. Lunch (as per the award)
Deliver a Service to Customers
2.1 Provide prompt service to customers to meet identified needs in accordance with
organisational requirements
One of the main areas organisations in the financial sector aim for with customers service is
consistency. Your business wants to ensure every customer receives the best service as
possible. So how do you provide the samea consistent level of service to all customers?
Most organisations will also have a procedure with greeting customers. The procedure
will often have a guide which aims to build a rapport with the customer. Additionally the
organisation will endevour to have a system set up to ensure prompt service.
Here is a basic sample of how a procedure for face to face greeting of a customer in the
fFinancial sector could be written.
1. Within 5 seconds of the customers arrival, acknowledge the customer with eye
contact and smile or greet and smile
2. Greet the customer using their name where ever possible including the use of their
title (if known)
3. Commence service of the customer within 3 minutes once you have greeted them.
4. Make the first statement or question after the greeting non business, for example,
“How are you today?”
Greeting the customer Small groups (2-3):
Write two questions or statements that you could use during your initial contact after greeting
the customer
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_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
The following are some sample messages that you can use for telephone calls. Look at the
following and practice saying them to your group
a) Good morning /afternoon. Thank you for calling (company). This is (your name)
how may I help you?”
b) Hello, you have contacted (your name) of (company). I am currently unable to take
your call. Please leave your name, phone number, and a brief message, and I will
contact you as soon as possible. Thank you."
c) "Thank you for calling. You have contacted (your name) of (company). I'm currently
away from my desk and unable to take your call. Please leave your name, phone
number, and your message, and I will contact you as soon as I return. Thank you."
Which one did you prefer? _____________ Wwhich one did your group prefer?
__________
The following is an extract from Money Instructor which advises the following 9 steps to
providing prompt professional service to the customer.
When greeting a customer, you only have 5 seconds to make a good first impression. Therefore, the way you
approach your customer will have a lasting impact on them and will likely drive the direction of your relationship with
them from that point forward.
Here are some tips to give you the advantage when greeting customers initially:
1. Have a positive attitude. Keep your conversation lighthearted, yet professional. Maintaining a positive
attitude while conducting business is a great way to begin a business relationship.
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2. Greet with their name. Greet them using their name, and make sure you continue using it throughout the
conversation. Don't overdo it, but using their name puts them at ease and helps them feel like you care about
them personally and professionally.
3. Keep good notes—keep it personal and professional. Ask a few personal questions as "icebreakers", and
then move into professional mode. Make sure you maintain your lighthearted attitude while getting down to
business. Keep good notes of your conversation so that when you are finished with your meeting, you will
have a good record of what was discussed.
4. Keep focus on customer—not on self. Especially if you are meeting your customer for the first time, keep
your focus on your customer and their needs. Keep any conversation surrounding you to a minimum, and
enable the customer to talk about themselves. Most people like to hear themselves talk, so training yourself to
be an excellent listener will make the difference in building an effective business relationship with your
customer.
5. Ask specifically how you can help them. Once you have a good idea of what they need, ask how they
want you to help them. Be specific about the products and services your company provides, and ask them
which ones they believe would most effectively meet their needs.
6. Smile. Keep smiling. This helps keep things friendly and upbeat through the course of the business
conversation.
7. Shake hands properly. Regardless of your gender, make sure you have a firm handshake. A firm
handshake exudes confidence in yourself, your company, and in your ability to transact business effectively.
Females should especially pay attention to this, as most males expect women to have a handshake that
resembles a dead fish. Make sure that you have a firm handshake, grip the other individual's hand, and let go.
8. Make steady eye contact. Along with a strong handshake, steady eye contact is very important in making an
excellent first impression. Throughout the conversation, make sure you look your client in the eyes as much
as possible without seeming overbearing. This will help you to appear confident and will develop trust within
your client as you continue working with them.
9. Have an agenda ready. Before you ever walk into the office of a client, have an agenda prepared. If
possible, advance a copy to the customer so they are as prepared as you are to discuss business at hand.
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This will also help build you up in the eyes of your customer and ensure you are one step ahead of your
competitors
Face to face service
When your branch is not busy; it is very easy to be pleasant and smile and conduct
yourself in a professional manner. You may find the time to enquire how is there day or
some other niceties that develop a rapport with the customer.
So what do you do if you have a regular customer with whom you have established a
rapport with wants to talk but there are many people still waiting to be served?
_______________________________________________________________________
_______________________________________________________________________
When you are working during a peak period and the waiting time for customers feels like
“forever”; how you do deal with the customers? Thankfully this is where your training and
skills come into effect. Your organisation will have taken you through steps to deal with
most situations. A good representative will be able to remain friendly, courteous and still
limit the time spend with the customer to a minimum to be able to process as quickly and
efficiently as possible.
Question: What could you say to the customer if you feel they want to chat but you have
lots of people still waiting?
_______________________________________________________________________
_______________________________________________________________________
Telephone
These days many organisations have automated voice answering as the first contact with
customers. How many of you have made a call and ended up with an electronic voice
command system that directs you to push different buttons for different service contacts?
How did you feel?
_______________________________________________________________________
_______________________________________________________________________
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No one likes to be placed on hold for hours on end. For large organisations this can be a
difficult area to improve. There is no one right answer, however I am sure some of you
have found that some companies have better service than others. Why/how?
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
Next with some companies, the customer is put through to a representative. Often you
will be given a transcript of what to say during your training. However customer service
via the phone starts even before you pick up the phone. How many times does a phone
ring? LOTS!! So, most companies will ask you to answer the phone within so many rings.
This may be around 5 rings. Some phones will ring differently between internal and
external calls to help prompt how you answer the phone. When you answer the phone
what you say and how you say it also influences the customer on how they feel you are
providing a good service.
Once you answer the telephone within the allotted rings make sure you speak clearly and do
not rush! Smile as you speak – your voice will sound much more pleasant and friendly.
Give the customer your full attention. If you need to key information into the computer tell
them you are just bringing up their details so that you may be able to serve them better.
Remember they can not see what you are doing so they will be relying heavily on your voice
and if you sound like you not giving them your full attention, they may feel you are not
interested in their business!
As we have read earlier there are some common courteous messages that you can put on
your phone. If you are going to be away from your phone for a long period you may need
to change the message.
A couple of examples may be:
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a) "Thank you for calling (your name) of (company). I'm currently away on leave until
(date of return). Please leave your name, phone number, and your message, and I
will contact you as soon as I return. Thank you."
b) Thank you for calling (your name) of (company). I'm currently away on leave until
(date of return). Please press #9 and you will be put through to another
representative.. Thank you for your patience."
Emails
As emails and electronic systems become our main connection with our customers again
business are adapting protocols to suit the ever changing IT world. Emails can take up
so much of your time –especially if you are looking at your private emails during work
time.
Generally it is recommended that you allocate yourself certain times of the day to deal
with emails. That way you will not loose time in performing other duties. Additionally,
some organisations will only permit you to use personal emails only during your lunch
break. Others may not allow you to access personal emails at work at all.
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Generally a customer would expect a reply within 24 hrs during business hours. However as
times change and organisations are looking for ways to become the leader in their field
some may even consider including the weekends. Just look at what Banks offer over and
beyond the different bank accounts (savings and investment). Banks now also offer
insurance cover, while some insurance companies now also have banking facilities. Thus
customers are more inclined to email you outside of normal working hours.
Finally, it is also recommended that if you are on leave or on a course, where you will be
away from your emails for a period of time, that you set up an instant reply. Again, as with
your telephone message, keep it professional and advice the date of your return. These
techniques will help you provide a prompt service and aids to the develop of building a
rapport with the customers.
2.2 Establish and maintain appropriate rapport with customers to ensure completion of
quality service delivery
To establish and maintain appropriate rapport with our customers, perhaps we need to first
think about why are the customers are coming to us.
Question; Do you have your favourite shops/organisations Y / N
Why do you choose to go to these shops?
_________________________________________________________________________
_________________________________________________________________________
________________________________________________________________________
Most people go to their favourite shops not just for the name of the place but because when
they go there, they are given the service which meets their needs.
The people are what ‘makes’ the organisation. Employers go through the recruitment
process to select candidates who they think will “fit” in their business objectives. Once
recruited, the new employee, will then require good induction training and on the job training
to create an employee a worker that is attuned to both the company’sies requirements and
the customer’s needs(both internally and externally).
As an employee you will be required to develop skills to be able to carry out good customer
service. Every organisation will have their own way of how their employees are to interact
with their customers. Their aim is to induce their employees to create a rapport with the
customers so that ‘feel’ they are special and thus are receiving a quality service.
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Let us look at some organisations and see if you can work out what the companies do to
create a rapport with their customers
Activity Time – 10 mins
In pairs answer the following for two business
1. Name of company ___________________________________________________
How do they greet the customers?
_________________________________________________________________________
_________________________________________________________________________
What do they do that makes you want to go back to that shop/business
_________________________________________________________________________
_________________________________________________________________________
2. Name of company ___________________________________________________
How do they greet the customers?
_________________________________________________________________________
_________________________________________________________________________
What do they do that makes you want to go back to that shop/business
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2.3 Sensitively and courteously handle customer complaints in accordance with
organisational requirements
Some customers are very good at monitoring their accounts. Some will, checking their
statements and comparinge them to their receipts. Just as someOther customers are good
at advising their branch of any changes. However, there will be times when something goes
wrong. It may be the fault of the customer, or it may be the bank’s. No matter which it is,
customers can become quite annoyed when things go wrong.
Probably one of the more common discrepancies come from Administration errors such asis
the use of the incorrect address for a customer. Sometimes the customer may be positive
they had advised the bank of their change of address, yet the bank has not updated the
system. How you handle this and what you do can make a big difference to the rapport you
have build with the customer.
Question: Iif a customer came into your branch annoyed because their statements are still
going to the wrong address,; what could you say orand do that will help rectify the problem?
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Delivery errorsDelivery of stock, goods or files can also go astray or to the wrong address. This could be
items going out of your branch or deliveries arriving to your branch. As you become more
competent at your job you may even be given extra tasks such as managing the stationery
for the branch. (this will be something extra to add to your resume as it demonstrates that
management believe you have the extra skills to carry out the task).
Now this may sound like a simple task, yet it often goes wrong. Sometimes your branch
may end up with an oversupply, wrong items or overcharged! The order may end up at the
wrong department or even branch.
Question: As the person responsible for placing stationery orders what steps or processes
could you take to ensure accuracy?
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_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Even worse, are errors are ones that affect our customer’s account balance or incorrect
fees or charges that appear in the customer account. such as Service errors. A good bank
representative will have a strong knowledge of all the banks products. However, mistakes
can be made, or the wrong product can be sold to the customer, which then can create
acreating a situation where the customer feels that the bank is “ripping them off”.
An example where this could occur is when a customer wants the added benefit of being
able to write cheques. So the teller sets up a cheque account but does not link it to the
customers saving account. So the incorrect product was soldthe full correct procedure was
not properly followed through. This may seem to be a small issue, except but the customer
will think that your bank services are not as good as other banks which have the cheque
account quickly linked to their main savings/business account.
Thus the customer ends up with paying double accountingadditional fees and has to
manually transfer money from one account to the otherbetween accounts.
Question: How could you help the customer out? (Remember you do not want them to feel
that the last representative was useless – you are all in the same organisation)
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
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2.4 Provide assistance or respond to customers with specific needs according to
organisational requirements
Although our organisation may have set protocols such as how we greet our customers;
there will be times when you will need to adapt while still remaining professional.
Activity Time – 1 hour Your name_______________ Partners________________
In pairs describe some of the specific needs for the following. Dictionaries may be used
Age
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Beliefs,
_________________________________________________________________________
_________________________________________________________________________
Culture,
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Religious
_________________________________________________________________________
_________________________________________________________________________
Gender
_________________________________________________________________________
_________________________________________________________________________
Language
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
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Now let’s brainstorm on the board how we could assist or respond
Age
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Beliefs,
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Culture,
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Religious
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Gender
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Language
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
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2.5 Identify and use available opportunities to promote and enhance services and products
to customers
Extending time lines
Over the last few years Banks have become more customer orientated. As business try to
attract new customers the banks have had to meet the demand that other business have
been providing for years. Additionally many people are working longer hours and thus have
less time to undertake all their family/personal requirements such as groceries and banking.
Some bank branches now are open on the weekends (mainly Saturdays). This has created
a lot more convenience for the customer particularly in the shopping centres where the
customer can go to several businesses in the one location.
Questions: Can you name a bank that is open on the weekend?
________________________________________________________________________
Where is it located?
________________________________________________________________________
System for recording complaints
Most organisations will have a complaints procedure. A clever organisation will use that
information feedback from complaints to improve their service to customers . By
investigating each complaint and analysising what the complaint is about, will create an
opportunity for the organisation’s to can identify strategies to correct any current concerns of
the customers.
Complaints may also highlight areas that the organisation may improve on, or perhaps even
create the opportunity to investigate the potential of developing a new product.
Thus a proactive oOrganisations will not only record the complaint, they will also note who
made it, why it was made, which staff member took the complaint and what was done to
resolve the problem. By doing this the organisation will be able to contact the customer
concerned and provide some form of feedback. Taking your customer seriously and actively
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listening to their complaint and letting them know of the outcome. As an organisation you
may not solve every complaint, however the personal communication between you and the
customer may turn a dissatisfied customer into a loyal customer – if treated right!!
Updating customer service charter
As with all large and proactive organisations, there is an ongoing review of policies and
procedures. These are generally undertaken by the Human Resource Manager, Officer or
Section (depending on the size of the organisation). As the business changes to meet the
demands of the customers so must the relevant documentation. Additionally as any relevant
law (either Federal or State) changes so must the organisations systems of work which
includes policies such as their customer service charter
A customer charter is developed by an organisation. It is a policy that sets the standards for
that organisation and explains to both the staff and the customer about how the organisation
regards customer service. All employees must know and understand the charter so they
work according to the customer charter to ensure the best customer service possible.
In small groups of 3-4 search the web internet for a suitable customer
complaint form and a Charter for the Financial Sector and bring to
class next lesson. Now answer the following:
Name of groups members
_________________________________________________________________________
Did the forms use technical terms? Yes /No Identify any potential confusing words
_________________________________________________________________________
_________________________________________________________________________
Were the questions suitable for the client to easily complete the form Yes / No
How could the complaint form be improved
_________________________________________________________________________
_________________________________________________________________________
How could the charter be improved
_________________________________________________________________________
_________________________________________________________________________
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The following is a copy of KCB Bank Group Customer Charter
ServiceWe will provide you with professional, timely and friendly service. We will treat you with fairness and in an ethical manner.
InformationWe will provide you with clear, relevant and timely information and help you make informed decisions.
Security and PrivacyWe will ensure you enjoy secure and reliable banking. We will treat all your personal information as private and confidential.
Access To Your MoneyWe will ensure you can easily and conveniently access financial services through our branches, ATMs, Agents, Mobile and Internet Banking.
Customer CareWe are available to respond to your queries, complaints and feedback at all our branches during working hoursand through our 24 HR contact centre.
Community SupportWe support and continuously work towards improving living conditions in our communities based on our pillars of education, health, enterprise
development, humanitarian relief and environment.
As you can see, a customer service charter lets the customer know exactly what they can
expect from the bank and the banking staff.
Can you name any laws or guidelines that may influence a customer service charter?
Banking Act / Code of Banking Practice ___________________________________
_Anti Discrimination Act__________________________
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Monitor and Report on Service Delivery3.1 Regularly review customer satisfaction with service delivery using verifiable evidence
according to organisational requirements
Customer service questionnaires
So how does a bank know what the customers want? There are several ways banks find out
what customers want. Banks like so many other financial institutions will look at world wide
trends. A good business will also look outside their own industry for more innovative ideas.
Some organisations will hire the services of a company that specialises in market research.
These companies will use several different methods for gaining information on behalf of the
company. Information collected includes (but not limited to):
Tele marketing
Market research meetings ie interview
Surveys ie questionnaires
List four questions you could write on a survey to find out how happy your customers are
with your teller service
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
The information is then analysed and a report written with the outcomes. This then allows
the oganisation the chance to identify areas which could be changed. Of course with any
change the organisation will have to manage time to implement the change and train staff
accordingly. So the larger the organisation, often the time to implement will take longer.
Audit documentation and reports
Any ideas here Janelle???? (see below + my email)
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I have had a look at the section that you pointed out on Page 27. Your discussion on
Customer Surveys is a great starting point. I think the terms of "Audit Documentation &
Reports" may confuse the Cert III students. Keep with the term "survey" instead. Maybe you
could add a sentence to say that a customer survey can sometimes be called a customer
audit.
I think a really good thing for these students to do would be to build a short survey in groups
of four. Give them a specific scenario, such as a survey of the Internet Banking Service, a
survey on complaints handling, or a survey on customer interaction in the branch
environment. You could also look at a survey based on something closer to their own
thinking, such as a survey on the service provided in Centrelink??? I am currently teaching
them Design & Produce Business Documents (which looks at Word/PowerPoint & Excel to
provide business information). Following the survey development, they could brainstorm the
sorts of tools that they could use to produce a report to management on the survey.
Complaints
As mentioned earlier, most people often see complaints as a bad thing. However howHow
do would you know if something is not working well or is wrong , if people do not complain?.
The trouble with people complaining is that they may not be telling the most important
person who should know. Think about this. How often have you complained to a friend or
family member but failed to complain to the person or business concerned? Most of us
would fall into this category.
Question: From a business point of view, what is the problem with people complaining to
other people?
_________________________________________________________________________
_________________________________________________________________________
So how would a company know if their customers are satisfied or unsatisfied?
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
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3.2 Identify opportunities to enhance the quality of service and products, and pursue within
organisational requirements
With the fFinancial sector becoming even more competitive with overseas banks and
iInsurance companies setting up in the Australian market, every organisation is striving to be
market leaders. Even as a worker you will be the ones who often influence whether the
customer wants to come back into your branch. What you say, how you say it and what your
non verbal communication portrays plays an important part in building that rapport.
It starts by how you greet the customer,; : Ddo you use their name? Do you call them by
their first name or do you use a more formal greeting?
Identifying how to enhance the quality of your organisation’s service and products comes
goes back to the basics of knowing what your customers want and need. How you go about
finding this outobtaining feedback and how well your organisation takes uses the information
feedback will often influence the outcome of your customer’s loyalty.
Can you list some of the changes to Banks that has occurred over the last few years?
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
3.3 Monitor procedural aspects of service delivery for effectiveness and suitability to
customer requirements
There are several ways an organisation can monitor their procedures that relate to service.
Monitoring the number of customers the branch has and how it varies over time will give an
ideaprovide some feedback, although but this would be insufficient on its own to determine
changes.
Observing staff and how the deal with each customer will also be of some assistance and
will allow a supervisor or manager to identify any short falls of a staff members customer
service protocols. Yet again, this may be inconclusive if only observed once. The staff
member may be unwell or having some form ofother issues that is are affecting their
behaviour.
If the staff member was observed to continually fall short of the requirements then the
observation would be more accurateaction will need to be taken. The supervisor or manager
should have noted the dates and times of each incident and not leave it too long between
incidents to discuss the matter with the employee.
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Perhaps one of the most effective ways a bank can monitor their service is by looking at their
customer complaints. These complaints could be received through a bank representative,
who should document it as soon as reasonably possible and whenever they can get the
customers details such as name and contact number. This will allow someone more senior
to make a courtesy call and try to solve the issue wherever possible.
Questionnaires can be very effective however the customer has to be prepared to give up
their time to complete the form. Some people youcustomers will make valid attempts to try
and answer the questions that the bank wants, while others may just tick the boxes without
really reading the question. This is particularly more likely if the answer boxes are all the
same. Thus many banks may use market research companies that offer some form of
incentive to the person without them knowing it is for their bank.to properly design their
questionnaires and analyse feedback. Online tools such as Survey Monkey allow bank staff
to create quick on-line based surveys, which are more appealing to their customers.
3.4 Regularly seek customer feedback and use to improve the provision of products and
services
Questionnaires as mentioned above can be a great way for an organisation to monitor their
customer service. However the questionnaire would need to be clearly defined and thus
sometimes are not as effective as you may hope.
Interviews may be inconvenient to the customer and perhaps even make them feel
apprehensive toward the bank. So depending on what your company is trying to identify
they must first consider who their target audience is and then prepared the questionnaire
accordingly. Additionally a good financial representative will be receiving customer feedback
every time they serve a customer – it should be in each of the banks representatives routine
close to ask if there is anything else they can help the customer with and note their non
verbal as well as verbal communication.
3.5 Ensure reports are clear, detailed and contain recommendations focused on critical
aspects of service delivery
Working in the financial sector will require a person to have good communication skills. This
includes spoken verbal and non- verbal communication skills as well as a high level of
written skills. Hence part of your professional development plan towards whilst working in a
financial organisation should be to improve your skills especially written.
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Just as Tthe way you present yourself tells others a lot about you; so as does your ability to
write effectively. There are many times where you will need to liaise with both internal and
external customers via the written formin writing, and depending on the form of writing will
influence how you write. . How you write will depend on what you are writing.
Let’s like at some of our existing writing techniques
On your own describe what style of writing you use when you do the following:
Text on your mobile
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Send an email to a friend
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Write to a parent of relative
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Write a cover letter for a job
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_________________________________________________________________________
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As you can see that you already know the difference styles of writing you have developed.
In the financial sSector whether you are writing an email to a colleague or a manager you
will have to write in a way that is professional. Generally this means that your writing is
clear, accurate and concise.
Good report writing takes planning and preparation. Being able to formulate tables graphs
and summaries of findings are important to explain critical points of a report. So, how do you
ensure your reports are clear, detailed and contain recommendations?. The answer is to
plan your work!
If your workplace advised you that they wanted you to write a report that focused on the
organisations customer service, you actually have to plan!
Firstly theThe planning starts from when you decide what you actually need to report on.
Now this may sound simple, however if you are not clear on exactly what you want to find
out, your survey, questionnaire or interviews will not give you what you need to report on.
Thus it is important that time is spent on deciding what are you actually trying to find out. It
should not just be “Iis our customer service good?”.
When you have worked exactly what it is that you are trying to find out and have written your
questions, it is beneficial to obtain feedback from a colleague or someone who has the
background in what you are trying to achieve along each step. For example, a supervisor
who has had experience in writing questions for a survey on customer service. Are your
questions closed or open questions? Closed questions are best for surveys as they are
easier to analyse. Is there a variety of ways to answer eg. T/F, Yes/No, A,B,C,D rating 1 -6?
By varying your question styles, it will create a more interesting survey and more likely to be
completed.
Then, once your questions are written ask a colleague to read it and even fill it in. Does
there appear to be a pattern of selecting? Ask them for feedback on how your questions are
written. Never feel you have to get it right first go!
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Sending out your surveys and keeping track of how many were sentd out. and then
collectCollect and count how many you receive back. Never expect to receive 100% of your
surveys back, so if you expect would like100 answers responses you may need to send out
double that amount.
Once the responses have been returned, the fun begins. Hence this is where theThe most
important part of your report beginsis the collection, collation and analysis of the data within
the survey responses. You need to be able to present this information to management in a
clear, concise and professional manner, ensuring that all critical information is included in
your report. Being able to write in a professional style and formal layout will help ensure your
report has all the critical information required.
A formal report (used in workplaces and tertiary education) is generally broken up into the
following topics:
Title page , Acknowledgements, Contents page , Terms of reference, Materials and
methods, Summary, Introduction, Main body , Results, Conclusion, Recommendations,
Appendices, References, Bibliography , Glossary
Using spreadsheet programs like such as Eexcel are a great way of collating your
responses. Additionally after inputting the details you can select the most appropriate graph
or chart.Once the data is input, you can use the software to produce graphs and charts
which will help you to display your data. Of course your report should not be over supplied
with graphs. Graphs are used to aid in giving visual feedback of your written report, but
should not be over-used either..
Below is a website that has a great small document on the following website that may assist
you while you are studying at TAFE NSW.
http://wiki.tafensw.edu.au/sydney/mylearning/images/b/bf/TAFE_NSW_style_guide.pdf
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Performance Criteria HOW AC /NC
1. Identify customer needs
1.1 Use appropriate interpersonal skills to accurately identify and clarify customer needs and expectations
wkbook
1.2 Assess customer needs for urgency to determine priorities for service delivery according to organisational requirements
wkbook
1.3 Use effective communication to inform customers about available choices for meeting their needs and assist in the selection of preferred options
Role play
1.4 Identify limitations in addressing customer needs and seek appropriate assistance from designated individuals
exercise
2. Deliver a service to customers
2.1 Provide prompt service to customers to meet identified needs in accordance with organisational requirements
Exercise
2.2 Establish and maintain appropriate rapport with customers to ensure completion of quality service delivery
Activity
2.3 Sensitively and courteously handle customer complaints in accordance with organisational requirements
2.4 Provide assistance or respond to customers with specific needs according to organisational requirements
Activity
2.5 Identify and use available opportunities to promote and enhance services and products to customers
3. Monitor and report on service delivery
3.1 Regularly review customer satisfaction with service delivery using verifiable evidence according to organisational requirements
3.2 Identify opportunities to enhance the quality of service and products, and pursue within organisational requirements
3.3 Monitor procedural aspects of service delivery for effectiveness and suitability to customer requirements
3.4 Regularly seek customer feedback and use to improve the provision of products and services
3.5 Ensure reports are clear, detailed and contain recommendations focused on critical aspects of service delivery
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Student Feedback Form
Please circle the most suitable response to the following.
Did the unit meet your needs?
Excellent Very good good satisfactory unsatisfactory
Was the unit presented in a way that assisted in your learning?
Excellent Very good good satisfactory unsatisfactory
Was the workbook easy to follow?
Excellent Very good good satisfactory unsatisfactory
How well did the workbook explain things clearly?
Excellent Very good good satisfactory unsatisfactory
Did the activities in the workbook assist in your learning?
Excellent Very good good satisfactory unsatisfactory
Was the teacher approachable?
Excellent Very good good satisfactory unsatisfactory
Did the teacher act in a professional manner?
Excellent Very good good satisfactory unsatisfactory
Comments
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Following receipt of Assessment documents, I agree I had the opportunity to look at them and to have discussed with the assessor regarding any written comments. I also had the opportunity to ask any question that I have considered necessary
Student Name:____________________________________ Class:_____________
Student Signature: ____________________________ Date: _____________
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