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Explain the steps involved in resolving the issue.
Provide a timeline for when the issue will be resolved.
Be transparent about any potential roadblocks that may affect the resolution timeline.
Ensure that the customer understands the expected outcome.=
What should you do when you don’t know the answer?
When you don't know the answer to a client's question, it's essential to handle the situation professionally and provide the best possible solution. Here are some steps to follow:
Acknowledge the question: Let the client know that you appreciate their question and that you will do everything possible to find the answer.
Research the question: Use all available resources to research the question, including your internal team, Google, and industry forums.
Communicate honestly: If you cannot find the answer immediately, be honest and communicate that to the client. Let them know that you are working on finding the answer and provide an estimated timeline for when you expect to have an answer.
Follow up: Follow up with the client as soon as you have an answer. If you are unable to find the answer, let them know that as well and provide alternative solutions.
Learn from the experience: Take note of the question and research process for future reference. If the question is common, consider adding it to your team's knowledge base.
Role-playing exercises
Role-playing exercises are a valuable tool for practicing and improving the skills learned in this training. They allow representatives to simulate real-life scenarios and practice de-escalation techniques to handle customer escalations confidently. Here are some steps to follow for effective role-playing exercises:
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For example, after the scenario where the customer is upset about their website's rankings dropping, the trainer can provide feedback on the representative's active listening skills and suggest ways to improve their empathetic response. The representative can also provide feedback on the trainer's de-escalation techniques and suggest areas for improvement.
What should you do when you don’t know the answer?
When you don't know the answer to a client's question, it's essential to handle the situation professionally and provide the best possible solution. Here are some steps to follow:
...
Acknowledge the question: Let the client know that you appreciate their question and that you will do everything possible to find the answer.
...
Research the question: Use all available resources to research the question, including your internal team, Google, and industry forums.
...
Communicate honestly: If you cannot find the answer immediately, be honest and communicate that to the client. Let them know that you are working on finding the answer and provide an estimated timeline for when you expect to have an answer.
...
Follow up: Follow up with the client as soon as you have an answer. If you are unable to find the answer, let them know that as well and provide alternative solutions.
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Examples:
A client calls and is frustrated that their website's rankings have dropped.
The representative uses active listening and empathizes with the client's concerns. They acknowledge the issue and provide practical solutions to address the drop in rankings.
A client calls and is confused about how SEO works.
The representative avoids technical jargon and explains SEO in simple terms that the client can understand. They provide examples and resources to help the client understand the process.
A client calls and is upset because they have not seen any improvement in their website's rankings despite investing in an SEO campaign.
The representative remains calm and composed, uses positive language, and provides practical solutions to address the client's concerns.
A client calls and is frustrated because their website is not appearing in search results.
The representative focuses on solutions and identifies technical issues that are affecting the website's rankings. They provide detailed solutions and follow up with the client to ensure that the issue has been resolved.
A client calls and is concerned about the quality of their website's content.
The representative reviews the website's content, identifies areas that can be improved, and provides practical suggestions for improving the content's quality.
A client calls and is confused about the progress of their SEO campaign.
The representative reviews the campaign details, provides updates on progress, and sets realistic expectations for the campaign's timeline.
A client calls and is frustrated because their website's loading times are slow.
The representative identifies technical issues that are causing the slow loading times and provides practical solutions to improve the website's speed.
A client calls and is concerned about the website's mobile responsiveness.
The representative reviews the website's design, identifies areas that can be improved, and provides practical suggestions for improving the website's mobile responsiveness.
A client calls and is upset because they received a penalty for violating Google's guidelines.
The representative explains the violation, provides practical solutions for resolving the issue, and sets realistic expectations for the resolution timeline.
A client calls and is confused about the SEO reports they received.
The representative reviews the reports, explains the data, and provides insights into how the client can use the data to improve their website's SEO performance.