Over spring break, I stayed at a lodge in Breckenridge, Colorado made up of 46 privately owned upscale condominium units. Many of the units offer balconies with spectacular slope side views, spa showers, granite countertops, and high-end appliances.

Imagine that you were a guest at this lodge and noticed that the ice maker in the Sub-Zero side-by-side refrigerator was not producing ice cubes. When you phoned the front desk to report the problem, you were instructed to contact the intermediary company (e.g., VRBO, Interval International, etc.) through which you booked the condo to inquire about a repair. Meanwhile, you’re going to have to find another way to chill your martini…

Now, fast-forward to the TripAdvisor review you are encouraged to complete upon check-out. When asked to provide an overall rating for this property (on a scale of 1-5, with 1=Terrible, 2=Poor, 3=Average, 4=Very Good, and 5=Excellent), based on the above experience, how would you rate it? When asked to write a review, would you mention the broken ice maker or the front desk agent’s deflective response to your problem? What would be the tone of your review?

When I spoke with a front desk agent at the lodge about the relationship between the lodge management company, owners, and guests, I learned that 29 of the 46 units were managed by the lodge management company. Under this arrangement, the lodge splits the condo rental revenue with owners. The revenue paid to the lodge provides for the maintenance and upkeep of these 29 units.

The other 17 units are managed by other intermediary companies that also split the rental revenue with owners. The lodge management company is not compensated for the maintenance and upkeep of these 17 units. As a result, the lodge’s management budgets and schedules maintenance staff to maintain 29 (not 46) condo units.

If you were a guest occupying an intermediary-managed unit when you experienced the problem with the ice maker, how would this knowledge of the difference in service agreements between lodge-managed and intermediary-managed condo units influence your TripAdvisor rating and review of the lodge?

Given this dynamic, there is an opportunity for lodge employees to communicate effectively with guests in order to clarify how best to rectify problems experienced (particularly maintenance problems) inside the condo units. It’s important that lodge employees position the differences in the intermediary-managed versus lodge-managed service agreements as a matter of fact rather than as justification to deny service requests.

Beyond effective communication, lodge employees can offer solutions regardless of who manages the condo unit. Using the broken ice maker scenario as an example, the employee can offer to deliver a bag of ice to satisfy the guest’s immediate need for ice cubes and provide contact information for the intermediary company responsible for addressing appliance maintenance issues as an agent of the owner.

Most reasonable guests will adjust their expectations and make service allowances knowing the maintenance protocol for intermediary-managed units. But if they’re unaware of this protocol and misinterpret an employee’s response as passive or aloof, then they are likely to offer stingy service ratings and critical reviews on TripAdvisor or other social platforms.

A customer’s perception will be formed with or without an employee’s participation. But when employees take the initiative to communicate effectively and offer solutions to customers’ problems (whether or not they have to), they will positively influence their customers’ perceptions—and their online ratings and reviews.

Don’t settle for ordinary. Choose extraordinary. (It’s always a choice.) Pre-order Delight Your Customers: 7 Simple Ways to Raise Your Customer Service from Ordinary to Extraordinary by Steve Curtin (AMACOM Books, June 11, 2013)

My brother-in-law is an administrator at a high school in Sioux Falls. One day, he encountered a freshmen student in the hall who was visibly upset because another student said he was short.

Todd invited the student into his office and asked, “What’s the problem?” To which the student exclaimed, “Someone said I was short!”

Assessing the boy’s short stature, Todd said, “You do know that you’re short, don’t you?”

Startled by the question, the boy hesitated before responding, “Um…well…yes.”

Todd encouraged the boy to accept his height as a fact of life rather than pretend he wasn’t short or, worse, be ashamed of it. He said, “Look at me. I’m bald! It’s a fact of life. I’ll tell you what—let’s make a deal: Whenever I see you in the hallway, I’ll say, ‘Hi shorty.’ And whenever you see me, you can say, ‘Hi baldy.’ Deal?”

The boy agreed to Todd’s arrangement and, although their hallway encounters produce surprise and bewilderment from others, there hasn’t been a problem since.

What I respect about Todd’s approach is that it’s devoid of all sugarcoating. He told it like it was and, I suspect, made a lasting impression on the student.

His story also reminds me how much I appreciate it when companies I deal with tell me the truth, without sugarcoating the message. If there’s a mechanical issue with the plane and we’re going to be delayed or the cable tech is running late due to an unforeseen circumstance, just tell me the truth. Let me know what’s happening.

After the initial irritation wears off, most customers will accept the new reality and adjust their expectations accordingly. It’s only when information is cryptic or withheld altogether that many customers will become less tolerant of service hiccups and take to social media or other channels to vent.

Always communicate the truth as you know it. Customers appreciate hearing what you know and what you don’t know. Authentic, complete, non-sugarcoated communication has the power to diffuse anger, create understanding and grow relationships between people. And that’s the truth.

Illustration: Aaron McKissen

I recently received a review copy of The Energy Bus by Jon Gordon. It was a quick read consisting of 34 short chapters—some of which were only two pages long.

The book relates a fictional story about George, a mid-level manager whose work and family life was in disarray before meeting a wise bus driver named Joy who, with the help of a busload of loyal passengers on Bus #11, shares 10 Rules For The Ride of Your Life.

There are many business books out there that read like textbooks—filled with jargon, research, references, charts and graphs. These are the books that are often started but seldom finished. Gordon’s book is different.  He uses plain language and characters that are regular folks to impart simple lessons that other authors take 300 pages to explain.

And unlike some books that have used a similar storytelling format, Gordon’s book addresses some difficult real-life work situations head-on. For instance, how to deal with employees who are negative, insubordinate, or choose not to support the organization’s standards or mission.

The final chapter provides a recap of the 10 Rules followed by a summarized action plan and web-based resources at www.theenergybus.com to further reinforce the lessons.

The Energy Bus also supports several points about exceptional customer service that I often make during my own presentations:

• It’s an employee’s highest priority.
• It’s voluntary and requires a deliberate choice by the service provider.
• Conveying authentic enthusiasm enhances the customer’s experience.
• Customers do not remember their interactions with us. Rather they recall moments during those interactions.

Whether you are looking to improve your performance in the area of leadership, communication, accountability, personal energy, or customer service, this book can help. Get on the bus! Check out Gordon’s book and refuel your life, work, and team with positive energy!

The New Year is upon us. Bus #11 is pulling up now. Are you ready to board?

This post is the eighth in a series that will identify 10 different customer service obstacles that have emerged from my analysis of customer satisfaction data. Maybe you will have encountered one or more of these obstacles in your own business? The eighth obstacle is a lack of confidence in the service provider.

Can you think of a time when two or more employees were available to serve you and you made a conscious choice to work with one employee over another? What led to that decision? Was it his appearance? Was he smiling and attentive?

Chances are that your selection was influenced by the confidence you had in that particular employee’s ability to accurately answer your question, efficiently complete a transaction, or capably respond to some other need.

Whether face-to-face or over the telephone, customers are adept at detecting clues that either reinforce or undermine the confidence they have in an employee and the brand he or she represents.

Recently, I emailed a printing job to my local OfficeMax. In the message, I included a request to be contacted regarding pricing and an estimated completion time.

A couple of hours later, since I had yet to hear back, I phoned the store to follow up:

Me: “Hello. I’m just calling to follow up on a job that I emailed to your print services department. Is someone from that area available?”

Employee: “No. They’ve all left for the day.” (Avoid saying “no” to customers. An alternative might have been, “I’m sorry. Our print services staff has left for the day. Is there something I may be able to help you with?”)

Immediate access to current information bolsters confidence. Many businesses could learn from the example of Apple Stores and cross-utilize staff. There’s no reason why a store employee cannot access the print services department’s computer and determine a job’s status in the four hours that remain between the closing of print services and the closing of the store. In fact, store hours don’t even need to be a factor. FedEx Office offers its customers 24-hour online access to print job submission, proofing, payment, and shipping/delivery with real-time status updates.

Me: “What time will someone from print services be in tomorrow morning?”

Employee: “Someone is usually in at 9:00 am. Why don’t you call back then?” (“Usually” does not instill confidence and, if it can be avoided, customers should not be asked to call back. The employee could have easily taken my name and number and passed it along to the incoming member of the print services department.)

The next morning (after not hearing back from anyone in print services), I placed another call:

Me: “Hello. I’m calling to check on a printing job. Is someone from that department in this morning?”

Employee: “Yes, but he’s with a customer.” (Avoid saying “but” to a customer. Whenever possible, substitute the conjunction “although” or “and” in place of “but” for a softer tone. Here’s how it might be worded: “Yes, although he’s with a customer at this time. May I take your name and number and ask him to return the call within the next 5 minutes?”)

Me: “Okay. I emailed a file that I need to have printed in order to pick up this morning. I requested to be contacted before running the job and haven’t heard back from anyone. Could you tell me, is it their practice to check messages first thing?”

Employee: “Typically.” (“Typically” does not convey confidence. It’s kind of like hearing “sort of”, “maybe”, “probably”, “I’ll try”, or “I think so.” There’s not much confidence associated with these types of responses.)

In the book Up The Loyalty Ladder by Murray Raphel, the author cites a nationwide survey of buyers across the United States who were asked the question, “Why do you buy where you buy?” (And no, the number one answer was not price.) The number one reason people buy where they buy is confidence. Confidence in the business—the people and the products/services offered.

People want to shop where they feel they will be taken care of, where the quality of the product is consistent, and where what’s promised is what’s delivered.

Are your front line service providers communicating the confidence your customers are looking for?

I recall a statistic: 68 percent of customers quit doing business with a company or entity because of perceived indifference toward them as customers.

When I share this statistic with groups, most participants are shocked: “How is it that so many people claim to be treated indifferently? That’s appalling!”

And when I ask audience members to describe what it feels like to be treated indifferently, I hear responses such as:

• I feel like I don’t matter.
• I feel as though I’m unimportant.
• I feel ignored.
• I feel taken for granted.
• I feel devalued.

Exactly.

And the same sad phenomenon is happening in the social sphere. Businesses are establishing a social presence on Facebook, Twitter, and other social media channels and then ignoring attempts by their “fans” to engage.

Not long ago, I wrote a post titled, Engage or go away. The gist of the post was my surprise and disappointment at the lack of engagement from businesses in the social sphere.

Let’s be clear. By “engage,” I mean to take part in conversations, to be responsive to others, and to be interested in others.

Some people mistake activity for engagement. Activity (e.g, frequency of Twitter updates) has nothing to do with engagement. If you’re actively promoting yourself and your links via Twitterfeed, you’re not engaged, you’re probably a spammer.

If, however, you’re contributing to conversations as your schedule allows and making a sincere effort to reply to Twitter @s, DMs, emails, and blog comments from your social media fan base, then you’re likely engaged.

While it’s doubtful that you’ll be able to reply to every social media or email contact in a meaningful way, it’s a good idea to minimize the frequency of communication lapses with your fan base.

Here’s why: Lapses erode your brand.

Three nights ago, on November 8th, I tweeted this message to @comcastcares and have yet to receive a reply. That’s a shame. Seriously, to be treated indifferently by a commercial Twitter account with “cares” in its name is quite ironic and, sadly, all too common.

Here’s more irony: Bill Gerth, the Comcast employee behind @comcastcares, found the time to post a blog titled Connecting with Our Customers on November 10^th but didn’t find time to connect with a real, live customer who reached out to his Twitter account two days earlier.

Now, I haven’t met Bill. He’s probably a great guy. But Bill’s travel, work, family, and social schedule (or whatever may have contributed to his inability to follow up with me—a social media “fan” and Comcast subscriber—for three days and counting…) have no bearing on my perception that I was ignored and that my feedback was not valued by Comcast.

I’ve been contemplating a switch from Comcast to DirectTV (mostly for the unique NFL access) for a while now and lapses like this just make it easier to justify the decision to change cable providers.

If you’re going to make the decision to hang out a shingle in the social sphere, remember to be social. And a large part of being social is to avoid the perception that you’re treating others indifferently—as if they’re unimportant and don’t matter.

While fans and followers likely make allowances for those brands—people or companies—with whom they’ve established a genuine connection in the past, if lapses persist, the brand and its fan base will erode.

Do you agree? I welcome all comments, bouquets, and brickbats. Or, you can be like Comcast and just ignore me.

The next time you go out to eat, pay attention to the question you receive from your server or the hostess as you leave the restaurant. Most of the time, the question you will hear is this: “How was everything?” And I can even anticipate the likely response: “Fine.”

A close-ended question evokes a close-ended answer. It is efficient but cannot provide the sort of feedback required to improve upon the current product and service quality. This type of question is also unlikely to uncover any dissatisfaction the customer may have experienced. It’s worth noting that, according to consumer research, 96 percent of customers who experience a problem do not complain. Ironically, while customers tend to withhold their criticism from service providers, they have no problem sharing their negative experiences with anyone else who will listen.

“Fine” is an incomplete answer to an insufficient question. “F.I.N.E.” is simply an acronym for “feelings inside not expressed.” This is why it becomes imperative for service providers to ask better questions. The next time you hear a customer say “Fine” in response to a well-intentioned but insufficient question, sirens should go off! You should hear, “Wrrrrrr, wrrrrrr, wrrrrrr!!!” This is your cue to ask a better, focused open-ended question!

The conversation will go something like this:

You: “How was everything with your meal?”

Customer: “Fine.”

(sirens) Wrrrrrr, wrrrrrr, wrrrrrr!!!

You: “Thank you. Tell me, if there was just one thing we could do to improve your dining experience next time, what would that one thing be?”

Pause.

Customer: “Well, now that you mention it, there was just one thing…”

From there, it’s up to you to capture the feedback and share it with others who can respond to it. If practical to do so, let the customer know that her feedback was shared as well as the changes and results that followed. In this way, the customer becomes a very real stakeholder in the success of your business.

Besides, who wouldn’t want to return as a customer to see her feedback reflected in the menu, atmosphere, service—or whatever aspect of the experience pertained to the feedback?

My family and I recently dined out at a quick service Mexican grill. While I was providing my order to the prep person behind the counter, I observed the sales transaction of the customer who was ahead of me. At no point during the transaction did the cashier smile or even make eye contact with the customer. In fact, the irony was that the customer said “thank you” as he accepted his receipt. Even so, she still did not acknowledge him.

We have all experienced this level of apathy from “service providers” at restaurants, hotels, supermarkets, etc. In fact, we may have just become accustomed to it. Our expectations, in some cases, may have been dulled by the frequency of mediocre service that we encounter as we dine, travel, and shop.

This was a reminder to me that it would have cost nothing more for the cashier to make eye contact with her customer, to smile, and (with “life” in her voice) say, “We appreciate your business. Thank you for coming in.” Or, a bit more daring, “Thank you for coming in. If those burritos don’t fill you up, come on back. We’ll make more!”

You see, that would have been interesting. That would have been unique. That would have brought a smile to the customer’s face and the experience would have been memorable. But, instead, the cashier just went through the motions, touched each transactional base (e.g., input order, process payment, provide receipt), and robotically, dispassionately moved on to the next functional sequence to satisfactorily process the next transaction.

It brings to mind what I would expect on an assembly line. Imagine an assembly line worker producing a children’s doll. Let’s say the final step in the process is to attach the doll’s head. The worker lifts a doll’s head from a large box, pops the head on the doll’s torso, and twists it firmly until it locks into place. One by one, the assembler “lifts, pops, and twists” the dolls’ heads until his quota is met or his shift ends. Tomorrow he will return and repeat the process over and over again (i.e., “Lift, pop, twist…Lift, pop, twist…) until the end of another workday.

The restaurant cashier may not have been working on a doll assembly line but the behavior was the same (i.e., Order, payment, receipt…Order, payment, receipt, etc.). Expressionless, robotic behavior devoid of any personality may be permissible in a factory environment or warehouse where there are no signs of real, live customers—as long as certain production quotas and delivery schedules are met.

In a customer-facing position, however, the behavior must be different.

In the current economy, while costs are increasing, pricing pressure is forcing businesses to reexamine their pricing strategies. In the case of restaurants, that may mean reducing portions, prices, or both. In the case of hotels, it may mean lowering their rates to increase market share, reducing amenities, trimming labor hours, and other “profit protection” strategies.

These are tough decisions that are indicative of difficult economic times.

Most operators seem to accept that the answers to navigating a recession are found in budgets, productivity reports, and P&L statements. While fiscal responsibility is necessary regardless of the economic landscape, the real key to sustained rapid improvement is to focus your people on focusing on customers. It costs nothing but a little proactive thinking and your time—which, especially in this economy, is time well spent.

Here are some examples:

Create awareness at pre-shift meetings:

“Who would like to describe for the group, in your own words, the difference between the role of an assembly line worker and your role as customer service providers?”

Reinforce standards through positive feedback:

“Emily, I noticed the way that customer responded to you after you thanked him personally by name. That’s just the sort of reaction we’re hoping to get with every customer. Great job!”

Reinforce standards through corrective feedback:

“Oscar, your eye contact and smile are great and your use of guests’ names is coming along. How can I help you to get better?”

Model desired behavior at all times:

As managers and supervisors, your decisions and behaviors (verbal and non-verbal) are constantly being scrutinized by others. As author Bob Farrell says in his training video, Leadership Pickles, “What they see is what you’ll get.” If employees detect management’s skepticism about a corporate initiative, then they too will be skeptical. If management acts with indifference toward customers, then employees will feel justified in doing so as well. What they see is what you’ll get.

Superior service doesn’t cost anymore to provide than mediocre service. Oh sure, it may require a few minutes of dialogue here and there as well as a concerted effort on the part of managers and supervisors to model the behaviors that are expected from their employees, but that’s no more than is already expected from a competent leader. I recall reading a Gallup statistic that revealed 65% of US employees surveyed claimed to have received no praise or recognition for their job performance in the previous year. Consistent, informal feedback from a credible source (i.e., one who practices what he or she preaches) will address this.

By applying these informal suggestions frequently, a service-based business will create more goodwill with its customers that will translate into enhanced loyalty, referrals, and repeat business. And here’s the best part: there are no buttons or banners or expensive, large-scale rollouts required. The only requirement is for managers to consistently apply the basic principles of communication, feedback, and recognition that embody leadership.

Sometimes, through no fault of your own, you find yourself overwhelmed by demanding customers who may feel entitled to immediate attention. Maybe a large tour group just arrived at your hotel or restaurant, or you’re short-staffed due to job vacancies, call-offs, or lean scheduling, and a line is forming…

In these instances, even careful planning and preparation may not result in the seamless service you’d like to provide to all of your customers. But there are ways to achieve stellar service even when faced with long lines and impatient customers:

Acknowledge the customer. Make eye contact and nod. A customer may feel anxious if you don’t acknowledge his presence—especially if other customers are also waiting to be served. Many delicatessens and government offices alleviate this anxiety by issuing numbers and serving customers in order.

Smile—a lot! Customers can easily detect tension in your body language. When they do, it may make them feel anxious and uncomfortable. The well-known communications study by Dr. Albert Mehrabian of UCLA, suggests that 55% of one’s likeability comes from the visual effect—her body language. Saying “I’ll be with you in just a minute” with a serious or critical expression on your face sends a far different message than if the same words were said through a smile.

Communicate early and often. Most customers will understand delays and other setbacks if there is adequate communication during the wait. Flight delays are a classic example of this. When there is adequate and reliable communication between the gate agents and passengers, then passengers can make use of the delay to work, shop, dine, etc. It’s when the communication is inadequate that passengers become restless and upset because they’re unable to venture from the gate area for fear of the plane boarding without them.

Re-deploy and cross-utilize staff. Apple Stores do a great job with this. If you need help on the sales floor, reps are there. When you’re ready to buy, there’s no line to wait in because the same rep can complete the purchase transaction with his hand-held payment device. Is your product stocked in the backroom? Don’t worry about a lengthy wait in some line—he will retrieve it for you personally.

Entertain. Disney does a great job of entertaining its customers while they wait in long lines to experience a ride or other attraction. By having characters interact with the guests or providing overhead flat screen television sets designed to entertain, prepare, and/or engage the guest while awaiting the attraction, Disney effectively reduces the perceived wait time of its guests.

Freebies. I once waited in a long line at a Starbucks store in Virginia. When I finally received my latte, the barista also handed me a free drink coupon. It was a nice touch. Most often, when customers wait in long lines, they feel helpless and taken for granted. In this case, I felt appreciated that my wait had been recognized and deemed unacceptable by the staff.

While it’s impossible to anticipate every variable that contributes to an operation being “in the weeds,” there are times when planning is the difference between exceptional and poor service quality. For instance, if you’re expecting a large group due to an earlier reservation then staff accordingly—even when this requires some creativity (e.g., reallocating staff from other departments or locations, utilizing temporary labor, etc.).

Maybe it’s not a staffing issue. Perhaps it’s a logistical issue. If so, anticipate the processes that you’ll need to address before the group arrives. In the hotel industry, that may be the arrival process (i.e., guest registration, baggage handling, etc.). A restaurant may suggest a prix fixe menu which will streamline the ordering process, resulting in more efficient table service during the event.

Most businesses benefit from receiving lots of customer traffic. When the traffic comes, whether anticipated or not, you must be prepared to address and serve your customers in ways that reflect the service priorities of your business.

Last week, I emailed a file to a local office supply store that offers printing services. In the message, I included a request to be contacted regarding pricing and an estimated completion time.

A couple of hours later, since I had yet to hear back, I decided to phone the store:

Me: “Hello. I’m just calling to follow up on a job that I emailed to your print services department. Is someone from that area available?”

Employee: “No. They’ve all left for the day.” (Avoid saying “no” to customers. An alternative might have been, “I’m sorry. Our print services staff has left for the day. Is there something I may be able to help you with?” Many businesses could learn from the example of Apple Stores and cross-utilize staff. There’s no reason why a store employee cannot access the print services department’s computer and determine a job’s status in the four hours that remain between the closing of print services and the closing of the store. In fact, store hours don’t even need to be a factor. FedEx Office (formerly FedEx Kinko’s) offers its customers 24 hour online access to print job submission, proofing, payment, and shipping/delivery with real-time status updates.)

Me: “What time will someone from print services be in tomorrow morning?”

Employee: “Someone is usually in at 9:00 am. Why don’t you call back then?” (“Usually” does not instill confidence and, if it can be avoided, customers should not be asked to call back. The employee could have easily taken my name and number and passed it along to the incoming member of the print services department.)

Me: Okay. I’ll call back in the morning.”

The next morning (after not hearing back from anyone in print services), I placed another call:

Me: “Hello. I’m calling to check on a printing job. Is someone from that department in this morning?”

Employee: “Yes, but he’s with a customer.” (Avoid saying “but” to a customer. Whenever possible, substitute the conjunction “although” or “and” in place of “but” for a softer tone. Here’s how it might be worded: “Yes, although he’s with a customer at this time. May I take your name and number and ask him to return the call within the next 5 minutes?”)

Me: “Okay. I emailed a file that I need to have printed in order to pick up this morning. I requested to be contacted before running the job and haven’t heard back from anyone. Could you tell me, is it their practice to check messages first thing?”

Employee: “Typically.” (“Typically” does not convey confidence. It’s kind of like hearing “sort of,” “maybe,” “probably,” “I’ll try,” or “I think so.” There’s not much confidence associated with these types of responses.)

In the book Up The Loyalty Ladder by Murray Raphel, the author cites a nationwide survey of buyers across the United States who were asked the question, “Why do you buy where you buy?” And no, the number one answer was not price. The number one reason people buy where they buy is confidence. Confidence in the business—the people, the products, and services.

The other reasons, in order, were: quality, selection, service, and then price.

People want to shop where they feel they will be taken care of, where the quality of the product is consistent, and where what you promise is what you deliver.

Are your front line service providers communicating the confidence your customers are looking for?

Language, it seems, has become pretty casual in many customer service settings. I’ve had waiters refer to me as “man” and hear “no problem” from frontline employees, as well as their supervisors, in a variety of situations.

We can all think of alternatives to referring to a customer as “man” so I won’t belabor that, but what about “no problem” in response to a customer’s request or sign of appreciation.

Many participants who attend my seminars don’t immediately understand why saying “no problem” to a customer should be avoided. It’s understandable. Most people are comfortable with saying “no problem” rather than “you’re welcome” after receiving a request for service or compliment.

“No problem” really means “No problem for me.” It means “I did it because it did not cause me a problem. I served you because it did not interfere with me.” That is very different from “you’re welcome” which means “You are welcome to my service to you.”

Besides “you’re welcome” here are some other alternatives to saying “no problem” in response to a customer’s request for service or sign of appreciation:

• “My pleasure.”
• “Right away.”
• “Absolutely.”
• “Certainly.”
• “Of course.”
• “Definitely.”

Responses like these send a message that you are enthusiastic and genuinely interested. They demonstrate confidence and conviction. Responses like these convey a sense that you are engaged and truly want to serve the customer.

And the negative associations don’t end with “No problem.” The use of seemingly neutral words can also make a big difference.

Using a hotel example, imagine the employee is conveying to the guest when his or her hotel room will be available.

Consider the statements below. What differences do you see in them?

• “I will have a room ready for you in five minutes.”
• “I will have the room ready for you in five minutes.”
• “I will have your room ready for you in five minutes.”

Although only one word has been changed, each statement has a different emotional impact. The first conveys nothing definite: It could be any room, just as it could be anyone’s room. The second implies that at the least, a specific room has been allocated to the guest. But notice that control of it has not yet begun to pass. The third example says that not only has a room been identified but, in effect, it already belongs to the guest. The only issue remaining is how long it will take to have it ready.

Suppose you were the guest in the above scenario and the employee had said “a few minutes” instead of “five minutes.” What effect would that have had? From the employee’s point of view, very little. From the guest’s point of view, however, perhaps a lot. Five minutes is objective. It conditions the customer’s expectation of time and provides a clue to how proficient the experience will be.

Words convey meaning. Employees must be made aware of the (sometimes subtle and other times significant) impact that their choice of words has on how customers are made to feel (important or unimportant) and the positive impression they will remember—or the indifferent transaction they will soon forget.

How about you? What are some communication faux pas you regularly experience as a customer?