When we bring on a new employee, the first thing they learn is customer service, and the most important skill we focus on is listening. Customer service is about being an active listener. You can't just "hear" what people are saying, you have to really be grabbing onto the words and turning them over in your head.
What does it take to be an active listener? There are a lot of rules to active listening but we break them down into three steps. These steps have improved our customer service responses and our communication.
Focus on Understanding
Engage in communication with the goal of "understanding" instead of "understood". When your customer is speaking, it's best to focus on what the customer is saying, rather than trying to get a head start on how you're going to respond. Once someone in a conversation goes on the defensive, you are less likely to come to a resolution.
Give Your Undivided Attention to the Person Speaking
This may seem like common sense but devices like cell phones and the constant access to email are roadblocks to active listening. When a customer calls, disengage from the emails you’re working on, the spreadsheet you are clicking through, or the text message that might be waiting on you. Engage fully in the conversation that is present and not the one that is waiting for you to type a response.
The more I can act like I'm face to face with a customer, the better our conversation goes. Imagine the customer across from you and nod when you understand. Responding to the customer as you would if you were face to face, you will be an even better listener. I will smile while I speak and even nod my head as the customer tells me what’s going on. It makes me feel like I truly understand the customer's needs.
It's not always easy to listen and even more so when we are immediately trying to figure out what we are going to say or have too many things going on at once. If we can just stop for a moment and become a more active listener, it will improve our communication with everyone.