The Importance of Proactive Customer Service


Sign up once & access every Customer Story

You've reached the end of the free preview. Sign up now to read the rest of this story and get unlimited access to all of the stories on Conversocial. 

Proactive customer service is not a new concept, but social media has changed the method in which it can be carried out.

Before the rise of social customer service, companies concocted ways of solving customer issues before the customer reached out in order to reduce call volume. Many of these methods worked: a report from Enkata found that preemptive service can reduce call volumes by as much as 30%, while increasing customer retention rates by 3 to 5%.

Traditional proactive customer service can take a number of forms, from FAQs and forums to knowledge bases and instructional videos.

However, proactive customer service over social media means something slightly different. Due to the public nature of most of its content, Twitter in particular allows companies to reach out to customers when they’ve indirectly mentioned a brand or used a key term relating to that brand. With Twitter, you’re not just listening or monitoring; you are engaging with the customers who need you most.

These tips will not just satisfy your customers; they will help you provide service that will delight your customers and bring tangible results.

Four tips for effective proactive customer service

#1: See every issue – not just the ones with @mentions of your brand

Research we conducted with New York University found that over 37% of all tweets were customer service related but less than 3% used the @ symbol.   Access to the Twitter fire-hose is a must-have to gain real-time access to consumer conversations. It’s important to understand how to filter data based on keywords, location, and  language to help direct the customers’ issue to the right member of your team quickly. Simply put, you can’t afford to leave your customers unanswered, even if they’re posting about you indirectly.

#2: Know there’s a problem? Tell your customers you’re fixing it

It’s always better for customers to hear about a problem from you directly instead of realizing the product or service doesn’t deliver. Maintain control of potentially volatile situations by confronting problems head-on, which helps build customer trust and avoid damaging PR. Tell customers what you’re doing to figure out a solution and ensure the problem doesn’t happen again. Or make sure customers know who to contact if they have further questions or feedback. You can even offer a discount on a future purchase, or provide a refund if the action you take to fix the problem doesn’t satisfy their needs.

#3: Measure success with customer service KPIs

It’s important to make proactive outreach accountable with real customer service analytics and reporting. Demand volumes, customer sentiment, issue categorization and response rates should all be measured to glean an accurate picture of discussion around your brand and your team’s ability to make a difference.

With good social customer service analytics, it’s easy to quantify the results of proactive service, such as increased call deflection and profitability. In a recent survey we found that 14% of tweets that @ mentioned the company directly were sent from in-store, meaning that through proactive listening, companies have the ability to reach out and influence a sale—affecting the most important KPI of them all, the bottom line. 

#4: Don’t just reach out when something’s wrong

No relationship is sustainable if you only communicate when something’s wrong. When those relationships are with a rapidly growing customer base, social media is an efficient way to stay in touch with a large audience through individual conversations. As Seneca said, “He who gives when he is asked has waited too long”.

Companies now need to be proactive, rather than just reactive, over social. They should be calling out to their customers - engaging with them - when things aren’t necessarily deemed a customer service issue as of yet. This will add an element of ‘surprise and delight’ for customers, turning them quickly into brand advocates.

Previous Chapter

Chapter 6: Creating Your Social Customer Service Playbook


Next Chapter

Chapter 8: Measuring Social Customer Service Performance and Impact