What Excellent Customer Service Looks Like: The Top Traits

Your business needs to clearly understand how to provide excellent customer service. What are the top traits of excellent customer service? How can you ensure that your team provides the best possible experience for your customers? This blog post will discuss what goes into delivering excellent customer service and how you can make sure your team is up to par!


Empathy For The Customer

The ability to empathize with customers is perhaps the most critical trait of excellent customer service. Your team needs to understand where the customer is coming from and what they are trying to achieve. Only then can you provide the best possible solution for them.

Empathy is vital in any customer service interaction. By understanding the customer’s situation, you can provide a more tailored solution that will meet their needs. For example, if a customer is angry, your team should be able to see things from their perspective and find a way to diffuse the situation.

If your team can master this trait, they will be well on their way to providing excellent customer service!


The Ability to Listen

The ability to listen is another critical trait for excellent customer service. Your team needs to be able to listen to what the customer is saying and understand their needs. This can be difficult, especially if the customer is angry or upset. However, if your team can take a step back and listen to what the customer is saying, they will be able to provide a better solution.

In some cases, the customer may not even know what they need. It’s up to your team to ask the right questions and really listen to the answers to determine the best course of action.

The key to success in listening to customers is listening to understand and not listening to reply. By taking the time to truly understand what the customer is saying, you will be able to provide a much better solution.

Listening also shows the customer that you value their input and are interested in finding a resolution that works for them. This can go a long way in diffusing a problematic situation.

There are some simple things your team can do to improve listening skills, such as:

  • Make eye contact
  • Avoid interrupting
  • Repeat back what you heard
  • Ask clarifying questions
  • Summarizing the customer’s communication

By following these simple steps, your team will be on their way to providing excellent customer service.


Problem Solving Mentality

Businesses with excellent customer service go above and beyond to solve problems.

Excellent customer service representatives don’t just stop at solving the problem at hand; they make sure that the customer is satisfied and that the issue won’t arise again. They do whatever it takes to ensure that the customer is happy, even if it means going out of their way. This type of dedication shows that they genuinely care about their customers and are willing to do whatever it takes to keep them satisfied.

This doesn’t mean, of course, that every problem can be solved perfectly or that every customer will be pleased 100% of the time. But excellent customer service reps will always try their best and leave customers feeling confident that their concerns have been heard and addressed.


Treating Customers With Respect

Respect is one of the essential traits for providing excellent customer service. Customers should always feel like they are valued and their business is appreciated. This can be done through small gestures, such as using a customer’s name or going out of your way to help them.

When customers feel respected, they are more likely to return in the future and recommend your business to others.

Treating customers with respect is one of the most important traits of excellent customer service. By making sure customers feel valued and appreciated, you’ll encourage them to come back and recommend your business to others.

You can show respect by using a customer’s name, listening carefully to their concerns, and going out of your way to help them.

What are some other ways you can show respect to your customers?

Some additional ways to show respect to customers include:

  • Thanking them for their business
  • Asking how their day is going
  • Referring them by name to others in the company
  • Taking time to answer their questions thoroughly
  • Avoiding using jargon or technical terms they may not understand
  • Being patient if they are having trouble understanding something

Remember to always show respect to your customers, and they will be more likely to return in the future.



Asking For Honest Customer Feedback

One fundamental way to show your customers that you’re interested in their satisfaction is by asking for feedback – and not just the good kind. Be humble and be prepared to listen to constructive criticism so you can learn from it and make changes where necessary. This will go a long way in showing your customers that their voices are heard and valued, making them more likely to do business with you again.

Honesty is the best policy, especially when it comes to customer service. Be upfront about your policies, procedures, and expectations so there are no surprises later on. This will help build trust between you and your customers, making them more likely to remain loyal even if they encounter a problem.

Asking for honest feedback from customers can easily be built into technology aimed to make customer communication easier. For example, to have the best live chat for small business, consider adding a “satisfaction survey” that automatically pops up after a chat session has ended.

Treating customers with respect is a must if you want to provide excellent customer service. This means valuing their time, being patient with them, and taking their concerns seriously. If you can do all of this, you’ll be well on your way to providing the kind of customer service that will keep people coming back for more.


Clarity In Communication

An excellent customer service representative is clear when communicating with a customer. They use language that the customer will understand and avoid using industry jargon. They also make sure to speak slowly and articulate their words clearly. If a customer has a question, they make sure to answer it fully and to the best of their knowledge.

Being clear in your communication can be helped by using two-way communication strategies such as active listening. This involves hearing what the customer is saying and taking the time to understand their needs.


Proper Understanding Of The Business

Product or service expertise is a must for any business-facing role, but it’s not the only thing you need to excel in customer service. You also need to understand how your company makes money. What are the company’s goals? How does your department or team contribute to those goals?

When you have a strong understanding of how your business works, you can better solve customer problems and anticipate their needs. For example, if you know that your company’s goal is to increase market share, you’ll be more likely to suggest add-on products and services that will benefit the customer and help grow the business.

On the other hand, if profitability is the primary goal, you’ll be able to make decisions that balance the customer’s needs with the bottom line. For example, you might suggest a less expensive shipping option to save the customer money while still meeting your company’s delivery goals.


Being Patient With Customers

Excellent customer service means being patient with customers, even when they’re frustrating. It can be frustrating when customers don’t understand what you’re trying to explain or when they keep asking the same question. But it’s important to remember that they’re not trying to be difficult – they just want to make sure they have all the information they need.

One way to stay patient is by taking a deep breath and counting to ten before responding. This will allow you to calm down and approach the situation with a clear head. It’s also important to remember that the customer is always right, even if they’re wrong. Arguing with a customer will only make them more frustrated and less likely to do business with you in the future.

Another way to show patience is by taking the time to explain things thoroughly. This doesn’t mean talking down to the customer or repeating yourself repeatedly. Instead, it means finding different ways to explain things until the customer feels comfortable and confident about what they’re buying.


Determination To Serve

This quality is what separates the best customer service reps from the rest. They have a natural determination to serve others and ensure they are taken care of. This means going above and beyond what is asked, following up after interactions, and always putting the customer’s needs first.

It can be challenging to maintain such a high level of commitment day in and day out, but those who have this trait create long-lasting relationships with customers and foster loyalty.

Companies that pursue excellent customer service should always be on the lookout for those with this determination to serve, as they will be vital in maintaining and improving customer relations.


These are just a few of the many traits that excellent customer service reps possess. By keeping an eye out for these qualities, you can be sure to find the best customer service reps for your team and drive a culture of excellent customer care within your business.



Mark Munroe is the Creator and EIC of ADDICTED. He's ADDICTED to great travel, amazing food, better grooming & probably a whole lot more!