Making customers happy should be every business’s priority. While some customers can practice patience regarding the products and services they are getting, some simply do not have the luxury of time.Time is money for every business too. Delayed responses can sometimes mean lost customers. No customer appreciates being made to wait, especially when their queries are the deciding factor for the transaction. This is why quality replies are critical in customer service.Here are techniques you can use to reduce customer response times:

1. Writing pre-written responses to relatively simple queries.

Customers will often encounter a situation they are unsure how to handle, so they will send you a message. This happens to almost every company. The inbox can be filled with many queries that can consume a lot of time for you to tackle. The longer it takes for you to get back, the longer the customer has to wait.However, high volumes of queries are usually simple issues that can be dealt with even without human intervention.Investing in customized pre-formatted messages saves a lot of time as it reduces steps in addressing common problems. You can categorize the emails per common issue and provide standard solutions. The use of chatbots and FAQ pages also come in handy. It gives the customer an answer right away and provides a quick fix or explanation.

2. Setting up an automated response.

An automatic response to a customer’s query helps address your first-response rate. It lets your customer know that his issue is acknowledged and that help will be delivered. The faster the response is, the more it makes the customer feel like you are taking it seriously.Setting up emails for different purposes, such as receiving the inquiry or the type of inquiry, is relatively easy. Still, it goes a long way for your customers. It can be an opportunity for many things: to provide direction to a self-service solution, open hours of customer service to address it better, give links or manuals, and estimate a timeframe of having an issue solved.

3. Utilizing technology for customer service

Lots of technologies are very much available nowadays, for almost any purpose you can think of. Rapid Phone Center, being your well-performing inbound call center, makes use of these to give you the best customer service experience. Having a different technology to keep track of customer-related messages and problems helps strengthen the relationship with the clients.Technology enables you to check the history of issues, gather and organize information, and never lose track of the emails. It gives you a structured method to address your clients’ problems. The response will be a lot faster if data gathering can be done systematically than having to sift through scattered information in a shared inbox.

4. Gathering overall knowledge

Collecting information nowadays is very easy, especially online, but it is a powerful tool to better serve the customers. Research can anticipate common errors, be ready with a formula, and keep up with new trends for better services.Several interactions with a customer can give you so much information already. Even setting up a database of the problems faced and the respective solutions provided can be beneficial.Once an issue that has already been encountered presents itself again, your database can be the reference. Not only will it reduce your steps, but it will also imply that you are paying respect to your customers. As an inbound call center, Rapid improves the response time and volume through this.

5. Organizing messages by priority

Collecting information nowadays is very easy, especially online, but it is a powerful tool to better serve the customers. Research can anticipate common errors, be ready with a formula, and keep up with new trends for better services.Several interactions with a customer can give you so much information already. Even setting up a database of the problems faced and the respective solutions provided can be beneficial.Once an issue that has already been encountered presents itself again, your database can be the reference. Not only will it reduce your steps, but it will also imply that you are paying respect to your customers. As an inbound call center, Rapid improves the response time and volume through this.