Posts tagged collaboration

Recently I was asked to give a 15 minute talk on customer service skills to the Huntsville – Madison County Public Library Public Service staff at their regular monthly meeting. Though I started the discussion with ten points outlined below, I knew that our front line staff could contribute even more and wanted to capture the exchange. We live-blogged it on our Drupal-based staff Intranet, adding notes during the discussion and encouraging comments afterward. Here are the results of that conversation:

1. Greet every customer
   Every single patron deserves your eye contact: A smile and a hello are even better. Jackie Matthews (Youth Services) spoke of introducing herself, letting the patron know that she is willing to help if there are problems or questions. “Be alert for customers that come in the library angry or upset, a greeting validates the patron and let’s them know they are valuable to us. Sometimes a patron just doesn’t know where to go and will hover around a public service desk or in the stacks, often not asking for help.” Cerene Prince, of the Computer Training Center, spoke of engaging the patron in conversation to create a friendly, accessible atmosphere in the library.
2. Be aware of non-verbal clues
   Occasionally a customer will approach a desk or a staff member with a set jaw and a fierce look. Typically this type of body language might alert us to an impending conflict and allow the staff member to create the proper tone for the conversation. Kill them with kindness and anticipate the solution, reminding yourself where supervisors are at the moment. Also consider the non-verbal clues you might be projecting: slumped posture or arms folded indicate an unwillingness to help.
3. Listen
   Sometimes to be heard is all a patron really wants. Listening skills allow you to get past “Can I help you?”
4. Restate the problem or question
   Not only will you make sure you’ve heard the issue correctly, but restating the customer’s issue will validate the situation. Give the patron a chance to ask questions after your restatement. David Lilly, head of reference and adult services reminded us to, “ask open-ended questions to help narrow down the issue if it seems vague.”
5. Be Empathetic
   Find common ground, and have compassion for the issues at hand. Even if you don’t agree, apologize for the situation. You really can be sincere when you say, “I am so sorry this is causing a problem.”
6. Provide alternatives to “No”
   If you can’t find a solution, find someone who will. Trying to find something else to say when your first impulse is a negative reply proves that you have been listening and truly want to help. Susanna Leberman, of Heritage and Archives, often uses “Let me confer with my colleagues” as a customer service catch-all to a quandary. In the session, she noted a recent episode in which a pair of genealogy patrons needed a particular book from the archives. As it sometimes happens, the book was not on the shelf where it was supposed to be. After a five-minute search, she returned to the pair and explained that the book was missing and asked how long they planned on visiting the library that day, indicating that other staff were willing to help.  Susanna rallied the department and reported that, “Though it was a bumpy road getting the researchers what they wanted, with team effort and a little time, the problem was solved.”
7. Reserve judgment
   Always be a professional representative of our mission: This is the public’s library. It doesn’t matter how a patron is dressed or what they are checking out, it’s important that we never are seen to be critical of the customer or the materials he or she checks out.
8. Get (back) to them as soon as possible
   Whether on the phone, email or in-person, treat the patron with respect by following though. A real, live customer comes first over those on the phone.  Often a patron’s phone call may be transferred from one department to another in search of resolution. Computer training center coordinator Stormy Dovers noted that she learns as much about the other departments as possible so that when patrons call with questions she can answer… instead of sending them to someone else.
9. Follow your gut instinct
   If you get feeling that something is wrong, it probably is. I noted that staff should immediately contact security or a supervisor, but call 911 if you see a crime being committed in the library.
10. Thank them for using the library
    Your parting words to the patron may very well be what is remembered most about a visit to the library. Are there upcoming programs or new resources to discover?  Let them know we’re glad they came and offer them a reason to come back!

That afternoon, Development Director Stephenie Walker added to the talk’s blog post on our staff Intranet: “In a time when funding is at an all-time low it can be easy to be discouraged and feel helpless, but no matter what, we always have control over how we interact with patrons. In the end, they are why we do what we do – from placing a book on hold, to fundraising, to advocating with a commissioner, we do it for them.”

We do it for the patron. I just love that. Thanks, Stephenie,  and all our staff who helped with this project. We learned a lot.

Like any set of skills, evaluation and practice go along way towards mastery. Customer service is no exception. In this case, the conversations around each issue during the talk allowed us to explore beyond the bullet points. As the discussion continued online, staff added even more examples of excellent customer service:  I am considering this experiment in collaborative learning a success.

Can you think of other learning methods that can be used to combine content and real-life experiences? Please share!