Awareness TrainingPresented by Academic Affairs

Why are you here? Mandated by Cal U’s Administrative

Council and the Board of Trustees

Goal: promote positive interaction with our customers

Objectives

Know how to handle inquiries (in-person and on the phone)

Know how to obtain necessary information from callers and visitors

Be able to utilize the features of the phones

Know how to utilize online resources

Agenda – Customer Service

What is good customer service?

Who are our customers?

Why is good customer service so important?

Agenda – Communication Skills

Good communication skills – what are they and why do we find it so hard to communicate?

How can I improve my active listening

skills?

Agenda – Phone Coverage

What to do when the phone rings What to say first Top 5 list of things to ask Handling transfers Putting callers on hold

How do I find the right person or department? What resources are available to me?

Customer Service

Part One

Customer Service

What constitutes good customer service?

Reliability Confidence Empathy Responsiveness

Why is good Customer Service so important?

“First impressions are indelibly marked on the fabric of the mind.”

Our goal is to create a positive experience for every customer.

Who are our Customers?

External Prospective Students Parents Other interested parties

Internal Staff Faculty Students

Self-fulfilling Prophecy

Good Customer

Service

Better Customer

Experiences

Increase in Enrollment

and Better

Services

But my degree isn’t in Public Relations!

You come into contact with customers everywhere

You are the face of Cal U – they will judge Cal U by their impression of you

In other words …

You areCal U !

Quick Check

What is good customer service?

Who are our customers?

Why is good customer service so important?

Communication Skills

Part Two

What are the costs of ineffective communication?

Lost opportunities

Mistakes/rework

Confusion/mistrust

Barriers to Effective Communication

Environmental

Verbal

Interpersonal

Barriers to Effective Communication

Environmental – parts of your surroundings that have a negative effect on communication

Verbal – ways of speaking that get in the way of good communication

Interpersonal – relationship issues between people that have a negative effect on communication Stereotypes Hot buttons Attitude

Ways to overcome barriers Environmental

Control the setting Plan to talk when there are minimal disruptions

Verbal Know what you want to say and be clear Ask questions and confirm Listen

Interpersonal Set aside biases and assumptions Be alert for possible differences in perceptions

Hearing vs. Listening

What’s the big deal?

Hearing vs. ListeningHearing is a physical processThe ears hear.

Listening is an intellectual and an emotional process.The whole body listens.

Hearing is a sense of sound.Listening is a search for meaning.

Why don’t we listen?

Interruptions Fear of not having all of the answers Believing that you know more than the

speaker The speaker pushes a hot button Pseudo-listening

Active Listening Confirm your understanding by repeating

it

Ask questions if you are unclear about anything

Read back critical information to ensure that you got it right

Top 10 Tips for Active Listening

10.Take notes!9. Be a CSI!8. Stay calm!7. Forget about this weekend –

concentrate!6. Listen for the unspoken!5. Don’t be judgmental!

Top 10 (continued)4. Let the caller know you

understand!3. Don’t interrupt… well, unless you

must!2. It ISN’T all about you!AND1. Be prepared!

There is a reason why we were born with:

2 ears and only 1 mouth!

Quick Check

What are the three costs of poor communication?

Name three types of barriers to communication.

How can you overcome those barriers? What are 5 reasons we do not listen well? Name the top 10 tips for active listening!

Phone CoveragePart Three

It’s ringing… now what??

Offer a salutation State the name of the department Give your name (first name only, no

nicknames) Offer assistance – how may I help you?

What’s Hot & What’s Not May I tell him who

is calling, please? May I ask what you

call is in regard to? May I have your

phone number, please?

May I have her return the call?

Who’s calling? What’s your name? Will she know who

you are? What’s it

regarding? What do you want?

Would you like to leave a message?

Full name Date and time of call Company or department or student’s

name (if a parent) Their phone number The message

I can’t tell them what?? Do not disclose information about a

student to an external caller (parents, other parties) – schedules, grades, SSNs, financial aid information, etc.

WHEN IN DOUBT, DON’T GIVE IT OUT!!

Transferring a Call How do you feel when someone says they

will transfer you? Why do you feel that way? What is the

worst that can happen? Try alternative phrases

I’ll connect you with Ms. Burns now I will put you in touch with the Bursar’s office

now

And, most importantly…

Don’t hang up!!

Why stay on the line? Avoid the dead-end transfer Provide the introduction

Name Reason for the call and transfer

Just remember – the caller can hear you the ENTIRE time – so be RESPECTFUL!

How to transfer a call in 5 easy steps

1. Tell the caller:a. that you are going to transfer the callb. the name and extension of the person you are transferring toc. preview the process if applicable

2. Press the Transfer button once. 3. Enter the extension you are transferring to. It will ring and

a person will pick up. Introduce yourself and that you will be transferring a call and tell them who the caller wishes to speak with.

4. Press the Transfer button again. 5. Hang up! The call will automatically connect to the

number you’ve transferred it to. Job well done!

What if I reach their voicemail instead of the live person?

1. Press the Resume Call button to return to the caller. Tell the caller that the party is not answering.

2. Ask if they would like to leave a voicemail message

a. If YES – tell them to follow the directions to leave a message and follow instructions again to transfer the call and hang up.

b. If NO – tell them to call back later and hang up.

How to put a call on hold1. Ask permission FIRST!!2. Press the HOLD button.3. To pick up again, press the Resume Call

button.4. When you come back on the line,

THANK THEM for holding.5. Don’t leave a caller on hold more than

30 seconds without checking back.6. Don’t leave them on hold more than 3

minutes EVER.

Top Five Hot Buttons for Callers

5. I can’t4. I don’t know5. I’ll be honest with you6. You’ll have to

AND1. I’ll try

What do we do with an angry caller?

Duck! Hit back! Disconnect them!

These solutions render you…

Powerless!!!

What do we do with an angry caller? Let’s try again…

Why do we get angry? Because we care about something!

You have been given a gift – the opportunity to make something good happen!

Just do it!!

Handling an Angry Caller

Use the EAR method to calm an angry caller E – Empathize A – Acknowledge/Apologize R - Responsibility

Show ‘em what you got! Be careful with humor! Avoid jargon! Avoid slang! NEVER speak disparagingly about the

department, the school, your coworkers! Put a smile in your voice!

Wait, Wait, Don’t Tell Me… Online Resources

www.calu.edu Quick Links Telephone Directory

Organized by name and hierarchy Has name, department, title, room, phone

and mailbox number

Quick Check What do you say when you answer the phone? What information should you obtain when taking a

message? What are the steps for transferring a call? What are the steps for placing a caller on hold? What is the EAR method for handling angry callers? What two resources should you always have handy

when answering the phones or greeting visitors?

Completion of CourseIn order to complete the course, you must successfully complete a short test on customer service and listening skills at the end of this presentation. Please use a SCANTRON form for the answers. If you do not already have one, you may request one from your work site or pick one up in Academic Affairs , Dixon 301, from 8:00 – 4:00 daily.Be sure to include your name, the department in which you work, a phone number, and email address on the SCANTRON form. Return it to your supervisor.When you complete the test successfully, your Certificate will be mailed to your work site.If you do not complete the test successfully, you will be asked to review the materials and re-test.Please call Academic Affairs at x4407 with any questions. Good luck!

Customer Service Test1. One of the four characteristics of good customer service

(as provided in the presentation) is: a. Sympathyb. Empathyc. Practicalityd. Efficiency

2. There are two types of customers:a. Staff and Facultyb. Internal and externalc. Inner and outerd. Internal and guest

Customer Service Test (continued)

3. An example of an external customer would be:a. Staffb. Facultyc. Parent

4. The goal for the training is to create a _______ experience for every customer.a. Memorableb. Positivec. Impressive

Customer Service Test (continued)

5. An example of an internal customer would be:a. Staff/Facultyb. Student/Parent

6. When we provide excellent customer service, our customers are happier with their University experience, and that translates into higher enrollment and better services.a. Trueb. False

Customer Service Test (continued)

7. Which of the following is NOT a cost of ineffective communication:a. Confusion/mistrustb. Lost opportunitiesc. Loss of self-esteemd. Mistakes/Re-work

8. The ways of speaking that get in the way of good communication are interpersonal barriers.a. Trueb. False

Customer Service Test (continued)

9. The parts of your surroundings that have a negative effect on the communication are environmental barriers.a. Trueb. False

10.When people push hot buttons, it has little if any impact on their ability to communicate effectively.a. Trueb. False

Customer Service Test (continued)

11.Our brains are able to process words about three times as quickly as our mouths can speak the words.a. Trueb. False

12.Which of the following is NOT a tip for becoming an active listener:a. Be preparedb. Listen for the unspokenc. Sympathize with the customerd. Empathize with the customer

Customer Service Test (continued)

13.You use the Transfer button when placing a caller on hold.a. Trueb. False

14.When you use the EAR method for dealing with irate callers, you:a. Empathize, Acknowledge/Apologize, Respondb. Emphasize, Acknowledge/Apologize, Responsibilityc. Empathize, Acknowledge/Apologize, Responsibility

Customer Service Test (continued)

15.When taking a message, you need only get the caller’s name and phone number.a. Trueb. False

16.If a parent calls and asks for a student’s schedule, you are not permitted to divulge that information to the caller.a. Trueb. False

Customer Service Test (continued)

17.When transferring a call, you should immediately hang up as soon as you have dialed the extension.a. Trueb. False

18.You should never leave a caller on hold for more than 30 seconds without checking back.a. Trueb. False

Customer Service Test (continued)

19.The Telephone Directory provides both the campus location and the mailbox number for all staff and faculty.a. Trueb. False

20.The interaction that a customer has with you might be the basis for their opinion of the University overall.a. Trueb. False