I experienced an onboarding recently. It was good, but it could have been great. A great onboarding takes some thought. It takes thinking like a customer – a NEW customer. Sometimes we have a hard time taking that time machine back to when we were newbies.
Making it good
Making an onboarding good is work. You have set context for the very foundation of operating / using whatever you’ve sold. You must teach the fundamentals.
No matter what you sold – software, an RV, a boat, or a 10000 GPM industrial pump – someone has to operate it. Even automated equipment requires someone to track and maintain it.
When we’re designing an onboarding, we’re not too bad. We know the fundamentals. We can step someone through what each knob is for, how it works, what to do, and what not to do. It’s easy to miss the details a new customer really needs – as they’re one step beyond that.
Jargon and clarity
My world is a maze of jargon and acronyms. Between software, structural engineers, and other things – work life tends to include a constant flow of jargon.
Oh, but it isn’t only my world. The things you sell and service most have their own language, buzzwords, jargon, and acronyms.
Go over your onboarding. How many ways are there to say the same thing? Even accountants have these problems. Is it net profit, EBITDA, or net income? And what’s the difference? Is there are difference?
Ask any three people and they’ll likely explain them with some similarity – but will they be sure about the difference or that there IS a difference?
In your customers’ world, the same problem exists. If you describe the same thing with two different terms, or two different acronyms (or both), does a new customer know you’re referring to the same thing? Or will they say “No questions, we’re good” when you ask?
No questions, we’re good
I saw this happen firsthand late last week. Someone was explaining the fundamentals of a complex piece of hardware. Of course, it wasn’t complex to them – they knew all about it. It was complex to us because it was new equipment to us, and we were absorbing a firehose of new details to attend to.
What happened when they said “Any questions?” We said “No questions, we’re good for now”, like good little students.
As an expert in your field, you have to know what this means. It doesn’t mean “I got it. I know everything I need to know.” No, it means “I’m absorbing this as fast as I can. I don’t know what to ask.” It’s a great signal you’re at the right place to make your onboarding great.
Making a good onboarding great
When a customer says “No questions, we’re good” during an onboarding – they don’t know what to ask. They often don’t know they don’t know what to ask – they simply don’t have any questions.
You know what they should be asking because you already have this information.
It’s the frequently asked questions you get from customers starting to adopt your product or service. That’s when the questions to ask become obvious to the new customer.
You know this, but these aren’t good questions to ask during the first part of onboarding because you’ll firehose the customer. “Firehose” means you’ve provided so much information that they’ll not hear (or learn) most of it. Imagine someone asks for a drink of water and you turn a firehose on and point it at their face. They’re no longer thirsty, they’re overwhelmed to the point of shutting down.
Note that I introduced some jargon (“firehose”) and then explained it. You have to do the same. Too much at once overloads your orientee. Adding lingo increases the difficulty – and it’s usually not needed in the early going.
“You know this, but these aren’t good questions to ask during the first part of onboarding because you’ll firehose the customer.” is better stated “You know this, but these aren’t good questions to ask during the first part of onboarding because you’ll overwhelm the customer.”
The difference? “Overwhelm” doesn’t need a three paragraph explanation. Stick to common language until you need to get more technical.
Consider that difference as you decide how to provide the “Oh now I know what to ask” questions and answers. How you present them makes all the difference when moving an onboarding from good to great.
You may have heard a Gandhi quote about change. The odds are good that you know the quote most frequently attributed to him: “Be the change you want to see in the world“…
Did you know there’s no proof he said that? This, despite the slew of motivational posters, books, and keynote addresses referencing it.
What he did say was this: “As a man changes his own nature, so does the attitude of the world change towards him.“
To me, it’s a much different statement. Rather than a woo-woo “Let’s make the world” better thing, it’s about how we show up in our own world.
How we can apply this idea to how we deal with our teams, customers, suppliers, and even ourselves? Let’s give it a shot.
The nature of your team
I talk to a lot of business owners about their people. The things owners want are pretty common. We want our teams to act like owners, trust us, believe what we say, stay longer, and communicate better.
As we reduce unstated expectations, our team delivers what we expect. To get your team to communicate better, improve your communication with them.
As we teach the economics of our business model to the team, our team’s performance improves.
Our team behaves more like owners as we increase the ways we treat them like owners.
When we treat our team like a family, our team performs like a family.
To get your direct reports to believe you, show your direct reports that you believe them.
As leadership shows more trust in the team, the team’s trust in leadership will increase.
As we become the kind of employer people want to work for, we find better employees who stay longer.
… and your customers
I talk to a lot of business owners about their customers. Again, common themes dominate. Owners want more customers who pay their bills on time. We want smarter customers who don’t become customer service burdens. We’d like less negotiation over pricing.
As we improve our value proposition, customer negotiations are less aggressive.
When we’re crystal clear how we help others achieve their goals, pricing is less important.
As our onboarding process improves, smarter customers choose us.
To shrink our customer service burden, we must make our products easier to use.
As we improve our self-service resources, customer service loads shrink.
When we make it easier to pay, our accounts receivable improves.
As we reduce the friction of dealing with us, the burden of servicing customers gets smaller.
When we treat our customers like peers, our customers act more like peers.
If we communicate with our customers in a specific way, they will communicate with us that way.
… and your suppliers
Supplier comments from the owners I talk to are rather consistent. Companies want better terms, more accurate delivery information, and better service. The irony (?) is that these are the same things our customers want from us.
As our payments become more timely, our supplier’s service and delivery improves.
Our suppliers’ terms improve as our payment timeliness improves.
As our vendor communication improves, vendors get better at communicating with us.
Leaving no expectations unstated with our vendors results in improved delivery and service.
When we receive exactly what we want and need, it reduces our desire to haggle over pricing and terms.
And finally, you.
Given those examples, consider the “…so does the attitude of the world change towards him” of the quote.
It’s not the attitude of the world.
It’s our attitude.
We express our attitude in many ways:
How we convey our view of the world to our team.
How we show up for our team.
How we show up for ourselves.
What we assign importance to through our actions.
The examples we set.
What we do when employees start acting like owners.
How we treat our customers.
How we talk about our customers.
What we say about our people behind their backs to other employees.
How we respond to employees who have wronged other members of the team.
Everyone sees these aspects of our attitude. Our leaders, team members, suppliers, partners, vendors, and others. They all do.
These things tell people who we are, regardless of what we say.
As a whole, these things and others tell people exactly how to show up when they’re around us. That’s what we get from them.
Are you getting what you want? If not, consider whether you’re giving what you want.
What’s your state of mind these days? Talk to a handful of business owners about how COVID and other cascading effects are impacting them and you’ll likely not get many identical answers. Seems like everyone’s fishing a different eddy in the economy right now. Some are hauling it in, while others are trying to figure out how to survive another pay cycle – and there are a pile of folks at different places between those two spots.
Are you aware of the state of mind of your prospects these days? Not February’s… today’s. What about your customers? You probably had a good grasp of this back in February, but July (like March through June) is different. Maybe their different isn’t yours, but it’s probably different from whatever normal was for them six months ago.
Do you communicate frequently (or at least regularly) with the customers and prospects in your market? Have you reviewed any of these materials? If you have automated email sequences going out, are they talking to your clients with the mindset of you in the old normal?
Even if you don’t have scheduled emails, what about ads that have to be prepped in advance? For most trade publications, you’re at or getting close to deadline for issues your market will see in four to six weeks, perhaps longer. Are those ads wash, rinse, repeat what you were submitting six months ago? Is that OK? (I don’t know – you should.)
Even if you do nothing in advance, do you have document templates, email templates, pre-printed anything, or similar that go out without a second thought?
If any of these things are in use (scheduled, ad-hoc, template based, etc)… have you reviewed them? Do they make sense this month? Do they make sense for coming months? Is it OK to have the same conversation you were having when you first wrote those things? Again, I’m not judging… I’m suggesting that you consider the state, mindset, and voice of your communications.
Be sure you have an idea what their current concerns are before launching a marketing campaign that ignores today’s reality and your market’s level of certainty. Resonating with their mindset, as usual, is critical to making your communications effective and profitable.
Understand that this isn’t solely about marketing but extends to onboarding, customer service, finance, and ultimately – every interaction you have with your customers and prospects.
What’s the big deal?
One consideration is that many businesses have staffed down. What could be impacted by customers with fewer staff?
Onboarding, if you have any. It will affect training, implementation and related processes. If these don’t progress smoothly, it will be easier than ever to ask for a refund / return.
Finance – What if the normal accounts payable person is gone and someone else is doing double duty? They may be new to everything in that department. They may have no idea what’s necessary to keep their company humming along as it relates to what you supply. The last AP staffer learned that over time. This one may not be there yet. The same goes for your suppliers.
You need to have more patience, communicate more often, simplify anything you can simplify (from their perspective), and make it easier than ever to work with you. Companies with downsized staffs or those doing everything from a survival mindset don’t have the time and energy for complex hassles. Anything you do to make it easy to do business with you will pay dividends.
In fact, every touchpoint with your customers at every stage of their life cycle could use a review. You may find that in some departments of your company every single customer interaction needs to be simpler than ever, easier than ever, and as frictionless as possible.
Even those who aren’t struggling will benefit. Some departments may not need changes. Thing is, you won’t know until you take a look, discuss with your team, and perhaps make that part of your next conversation with customers.
The more you know about how they’re impacted, how they’re adapting, how their “now” looks – the better you’ll be able to serve them and the more likely they’ll be able to keep you around as a vendor.
If your prospects & customers are focused on Maslow’s hierarchy of needs (or similar needs from a business perspective), then products, processes, services and vendors that feel like luxuries, hassles, or complications will be easy to discard. Take steps to avoid being one of them.
You might be thinking “When this is over, I can’t wait to get rid of ‘contactless carryout’ and the hurriedly-implemented delivery that’s keeping us afloat right now.“
At some point, people will resume visiting your business in person. Some will wait longer than you expect. Some may never return, but not necessarily because they don’t need what you sell.
People have seen how a delivery-mostly world changes their lives – in particular, what it gives back to them: time, fuel, and maybe a little sanity. Even the most selective shoppers have been shopping online while supporting local businesses – without spending time in the aisles.
They see the benefits of discarding the recurring, time-consuming effort that used to consume part of their precious off-hours and weekends. Ever get home from a busy afternoon in grocery stores (etc) and wondered where your trail, bike, river, kid, grandkid time went?
Now, there seems to be more of that time. Yes, I’m talking about the time that was previously consumed by navigating parking lots, tolerating crowded stores, and standing in checkout lines because some stores have fewer checkers than ever.
Of course, some will resume “normal” shopping because it’s what they’ve always done, and because they enjoy getting out. Some never stopped. And some will never go back to their old normal.
People are picky
“Yes, but people are picky”, you might say. “They want to choose their tomatoes and broccoli.”
Yes, they are. Yes, they do. There’s room for that.
Delivery can focus on things like commodities, cans, jars, and bags of national, regional, and generic brand items that can easily be specified in their online order. This allows a delivery/carryout customer to get exactly what they’d choose without the time & hassle. After all, a can of DelMonte corn is a can of DelMonte corn.
With delivery, there’s no parking lots, no traffic, no aisles, no checkout line – and all that time can be spent doing something else. With carryout, you still avoid the aisles, checkout lines and parking lots since stores with carryout typically have designated areas for those activities.
For the things they’re choosy about, people can shop the farmer’s market, pick up their CSA allotment from a local farm, order from their favorite local butcher, and pick up their favorite “I’ve gotta choose” items from their favorite grocer. CSAs are already available for contactless pickup. Butcher shops and farmers markets will adapt as the market indicates.
Not everything is groceries
“Simple” situations like getting our groceries make the impact of these changes easier to see, but there’s one group this isn’t simple for: the businesses themselves. Their systems must be adapted. Their people must be trained for these new functions. The physical organization of a grocery store that’s ideal for a hundred or so simultaneous retail food shoppers is not ideally laid out for a crew of workers picking orders for grocery carryout and delivery. Your business may have a retail shopping vs. delivery/carryout order picking organizational challenge to work through.
But not every business is selling groceries.
I’m reminded of my mom and my grandmother. Both widowed, both avid gardeners and yard workers. They have their mowers serviced every spring and in grandma’s case, winterized every fall. Neither of them have a pickup. I don’t live near them. Somehow, their mowers get to the shop.
Obviously, someone picks up their mowers, takes them to the shop, services them, and delivers them to their home. Service.
Service: Still stylish
This isn’t only about older customers, nor is it only about mower shops.
Everyone has responsibilities, wants, & needs pulling them in different directions. It might be a month before someone can do the prerequisite tasks required of them to prepare to give you money. Pickup, delivery, & carryout can eliminate that delay. You get your money faster. The customer gets the work done earlier than they expected. Fewer people enter your business. Your employees are exposed to fewer people without impacting sales.
Even for those who are able to get their equipment (or whatever) into their vehicle, then drive to your shop, lift it out, & take it inside to get it worked on… Why should they ever have to do that again?
As economies reopen, you have a unique opportunity to create a new relationship with your existing customers, and build one with new customers that’s better than what they’re accustomed to.
I know, you weren’t expecting a reference to Sonny & Cher.
Technical people (programmers, doctors, scientists and the like) aren’t typically considered to be good communicators to the public at large. Good communicators like Bill Nye and Neil DeGrasse Tyson stand out because they’re adept at explaining very technical subjects in a way that’s understandable to everyone. Sure, they have time to prepare, but that doesn’t guarantee content everyone else can understand.
This is one reason why we’re so frustrated with the inaccuracy of “predictions” about things like weather, fantasy football player performance, stock market behavior, hurricane tracks, asteroid paths, and COVID impacts.
How many science-y people in these roles are saying something like… “This is a model. This is how models work. A model is not a promise. It is a set of results from a bunch of calculations based on the data we have today – and the data we don’t have yet. When the data changes, the results coming from the models will change.“
The lack of this kind of communication causes modeling to be devalued by everyone else.
What you don’t know
Data changes rapidly – weekly, daily, hourly. Some of today’s data could be inaccurate. We may not know that until tomorrow’s data arrives, or a sensor fails.
Consider hurricanes. Hurricane models “predict” their path & severity. The output changes as variables are added /changed / deleted, and as varialbe importance changes. As the hurricane gets closer to shore (or as the time to make your third round draft pick nears), models become more accurate because there are fewer variables, & the possible range of still-useful variables shrinks.
What don’t we know?
When Donald Rumsfeld was Secretary of Defense, he was asked about then-recent discoveries about WMDs in Iraq. The questions were legitimate as was his answer, though he was mocked for it at the time.
“Reports that say that something hasn’t happened are always interesting to me, because as we know, there are known knowns; there are things we know we know. We also know there are known unknowns; that is to say we know there are some things we do not know. But there are also unknown unknowns—the ones we don’t know we don’t know. And if one looks throughout the history of our country and other free countries, it is the latter category that tend to be the difficult ones.”
Donald Rumsfeld (2002), speaking as U.S. Secretary of Defense
Anyone who has worked with business metrics, science, or fantasy football knows that he was right.
Despite this variability & the knowledge that tomorrow could look much different, we often have to make decisions using today’s data.
Predicting people performance
If you’re trying to predict the performance of a NFL player, it’s equally difficult. We know a player has a 44″ vertical, runs a 4.2 second 40 yard dash, and is a three year All-Star (and more), yet we still can’t accurately predict his stats for next game.
We don’t know that his mother is sick, or that a tiny injury is bothering him intermittently. We might not notice tiny performance differences that affect a game’s outcome. Perhaps only the player who covers him will notice.
After the game, the coach might tell the press that they called different plays “because he’s hurting a little bit” as a ploy to distract their next opponent. It’s Rumsfeld’s “unknown unknown” to most of us.
How’s your team? Is anyone challenged by something that impacts them like a nagging injury? How distracted would you be in that situation? What would help you? What needs do your people have that they don’t normally have? How can you help? Can they help each other?
What aspects of your clients’ performance could be predictive? What data is indicative of their performance? What *was* indicative but has changed? What don’t you know? Have you checked in with them? How can you help? Can they help each other?
Can performance modeling help you see performance changes earlier? Can models help you make better decisions earlier?
Lots of folks out there are concerned about their customers. Some… for the first time in years, having taken them for granted for a while – perhaps from day one. If your behavior toward clients has noticeably changed in the last month, ask yourself why. How does it feel to find yourself scrambling to keep those clients?
Remember the feeling.
Do you get the idea that everyone knows you’re trying to save yourself? Have you experienced difficulty gaining their trust? Do they believe you’re really thinking about them for them? If that hurts, or if it bothers you…
Remember the feeling.
The next time something like this happens, will you have to rethink how you care for your customers, or will you already be in the right place with your clientele?
Remember the feeling.
Likewise, if you’ve noticed that your vendors are acting different… If they seem interested in your concerns in ways you haven’t seen in a while…
Remember the feeling.
When the phone rings and you see a name on the caller ID, do you mute them or roll your eyes? Consider whether your customers feel the same way about you.
We talked last week about getting started and that one of the challenges of getting started is what to do first. Sometimes, knowing who you’re going to serve makes it easier to decide what to do next (Remember: “next” doesn’t mean forever). A good question I heard years ago that’s useful for narrowing your focus and providing some direction in this respect is “Who do you want to be a hero to?” That’s an important question because it does a nice job of narrowing down the possibilities of the work that you’re considering. It also reminds you of your “reason why”, ie: what fuels the personal satisfaction that you get from helping the people that you eventually become a hero. Still, not everyone can relate to the hero thing.
”I’m not a hero”
You might not think you can be a hero, but I suspect that’s because you’re thinking of heroism in the context of a mythical superhero with superpowers, or of a real hero, like a firefighter who risks their life to enter a burning building to rescue someone who’s trapped.
There are other ways to be a hero.
Ever been disappointed by a vendor? Then you know that a vendor that a customer can always, always, always depend on is a hero.
Ever had a consultant who was there every time you desperately needed them? You know what a hero does.
Ever had an insurance agent help you navigate a maze on one of the worst days of your life? You know what a hero does.
Ever had a manager you could always depend on? Who always had your back? You know what a hero does.
Every business has work for heroes.
Who are you a hero to?
Spending time working with the people you want to be a hero to helps confirm you’re in the right market. It can also tell you your market is exceedingly difficult to break into.
Sometimes that’s because the market’s already crowded or the people you want to be a hero to are difficult to serve. Maybe they’re of a one off nature, so it’s hard to build a good economic model from that sort of solution. That doesn’t mean give up on that solution, but it may indicate you’ll need to be more inventive, clever (etc) than you might have expected.
This may mean that you have to spend more time with the people in your target market, which frankly is always beneficial, even if you’re going in the wrong direction. While working directly with the customer you want to be a hero to, you are going to learn much faster. If you’re just starting out, then it makes sense to try the first thing that catches your eye. You’ve got plenty of time. Your very first “real” job may not have anything to do with a career and career path you end up on – and that’s OK.
Change canoes to be a hero
Likewise, just because you’re 55 or 65 and have been a CPA for decades doesn’t mean that you can’t decide to be a fly fishing guide. If you’ve got the skills, and you have the heart and mind of a teacher, and you’re willing to do some marketing and networking, then you can probably do it. What matters is that you want to do it badly enough to not let that desire sit unused on the shelf.
I saw this in a young man for a better part of a decade. He was doing well in a job that he didn’t necessarily like, and was advancing in a company that didn’t appear to have much respect or empathy for their people. It didn’t seem that they cared about their employees as much as they should have.
A decade of percolation on the thought of “what interests me” finally came to a head, and when the time was right, he made a choice. He’s since narrowed that choice and is focused on being a hero to “his people”. That’s kind of how it works for all of us whether you’re 25 or 65.
Life puts opportunities in front of us. More often than not, the key is stepping out of our comfort zone long enough to grab the opportunity to be a hero to someone.
P.S. Everyone has at least one hero story. 5 or so years ago, the owner of a company was going to send a handful of people to a very large client, perhaps their largest. This Fortune 10 company was not to be messed around with. You wanted your best people “on the field” at this place.
At the owner’s request, I suggested a few people for the trip. One of the suggestions provoked an “Are you sure???” response from the owner. I told him “This guy is going to show up in a suit, be incredibly polite, take notes, ask good questions and will never embarrass us.” The owner was surprised. He didn’t see that side of this guy (and this wasn’t a suit-wearing company), but I’d seen this guy on the playing field in the past. As expected, he did exactly as I described.
At the very least, heroes do what’s expected of them, even when no one’s looking. It matters to them, even if it doesn’t matter to you.
Back in November 2017, my wife hit a deer at 70 mph on a four-lane road on her way to work in the pre-dawn hours a few days before Thanksgiving. The events that followed provided a number of takeaways for business owners, in addition to pointing out the importance of asking questions while the answers still matter.
tl;dr – If you have an admin with little or no domain knowledge make the initial sale, review what they sold. Call or email to suggest any changes based on your experience, what you know about your customer, or tell them you did so and have no changes to suggest. Speaking of, follow up regularly with customers who have damage claims. Consider what carnage has been introduced into their lives. Don’t make your customers do your job. Even better, have a documented process for your team thats over and above what the national carrier forces upon you. Don’t be an order taker.
Monday 11/20 – National claim office person tells me they expect the car to be totaled. They tell me to run out and collect whatever I need from the car because they are going to tow it to a salvage facility. I make 2 trips out to the car, which is 12 miles down the road. 1 of those trips is my fault, forgot the garage door opener and the plates. Took the plates since we may never see it again. Presumably we’ll be able to use them on the replacement car. Tow truck driver also predicted it would be totaled because five air bags were deployed.
Tuesday 11/21 – Based on what the national claim center told me on Monday 11/20, they are supposed to pick up the car from the tow place today. They didn’t.
Wednesday 11/22 (day before Thanksgiving) – Salvage yard’s tow truck goes to pick up the car, a day late. The tow place that originally picked up the car is closed for Thanksgiving.
Thursday 11/23 – Thanksgiving. Didn’t expect anything to happen today.
Friday 11/24 – Nothing happens. Not really surprising. Tow place is probably still closed.
Monday 11/27 – I call the claims office and find out nothing has happened. Person I spoke to seemed kind of short with me. Maybe they think I’m asking too many questions or being too persistent by expecting them to predict / commit to dates when something will happen. I didn’t get fussy (yet) so maybe she was getting abused by someone else before getting me.
Interestingly, when I call, the system knows I have a claim based on my phone # and asks me to press 1 to confirm that’s the claim I’m calling in about. Despite that, when I am connected to an agent, they ask for my name and claim number. Agent tells me that they haven’t got any scheduled date in the system for review of the car. Then they tell me it was never picked up from the tow place (this was supposed to happen on Tuesday).
I get the idea that this process will never complete without me hounding them every single day. I no longer feel like a client whose car was ripped from my hands. I now feel like a transactional sucker who pays someone to abuse me when and if I need their services.
It has been a week since the accident. Zero contact from the agent.
Takeaway – If you make your customers do your job, they are going to be frustrated, or they are going to expect a great deal. Set expectations up front.
Tuesday 11/28 – I will call and see if the car got towed to the salvage yard today. I will ask if an adjuster is now scheduled to visit the yard and assess the status of the vehicle. Call the agent and ask what the process is supposed to look like. Am I expected to nag the adjusters and the claim office every day or twice a day to get this stuff done in a reasonable timeframe?
Called mid-afternoon. Spoke to a very helpful woman named Tonya. “Tow dispatched but we cant tell if it was moved yet.” Adjuster will “automatically” check the car once it is “checked in” at the salvage yard, but that check-in hadnt happened yet. Otherwise, she didn’t have further info on the schedule.
Wednesday 11/29 – Called about noon. Got Donna (I think – was hard to hear at first). She was very friendly and ended up having to call the salvage yard and other people to find out out what was going on. The car is now at the salvage yard and checked-in, so the adjuster is expected to look it over in the next 2-3 days. Tomorrow is possible, but she couldn’t give me a firm date as the adjusters apparently work their own schedule. Doesn’t sound like they are insurance company employees, but I might be reading too much into her comments about their appointment schedule and work load. It’s possible that adjusters work for an adjuster firm that handles estimates / assessments for multiple insurance companies in rural areas. I don’t know the workload of these folks, but that would seem more efficient than every company having their own and trying to keep them all busy. I’m guessing someone who reads this might have more information about that.
Takeaway – When a situation clearly has the potential to frustrate a customer, a little extra effort on the part of your team goes a long way.
Thursday 11/30 – Received a voice mail about 820am saying that the vehicle is repairable (ie: they will not total it). They asked me to call them back. Called and reached Paige, who explained the situation and the benefits (warranties and such) that selecting a body shop that the insurance company “works with” (ie: trusts, has ongoing experience with, saves them money and probably hassle/paperwork). She emailed me a list. I reviewed the list, posted a few names on Facebook to see if any Missoula-based people had suggestions about the list. Chose one of the shops suggested to me. Called insurance company back, told them which body shop to use.
Later in the day, called back, asked Raul to explain the benefit that you get when using a body shop on insurance company’s preferred list (you can choose anyone, including a vendor not on their list). The deal is that repairs and anything else that comes up related to the wreck are guaranteed by the insurance company for as long as you own the car. NOTE: I haven’t seen the actual terms of this guarantee as yet. Given that we keep cars until they “BluesBrother“, this is a potentially valuable benefit, so we chose a shop on their list.
This is what I mean by “BluesBrother”:
Estimate arrived in my email. Called claim line again, turns out this estimate is actually from the insurance adjuster. $6200. Car is scheduled to be towed to the body shop on Friday.
Takeaway – Give your customers a good reason to make the choices you want them to make.
Friday 12/1 Car being moved from salvage yard to Action Auto Body in Missoula.
Monday 12/4 Called body shop, talked to John, who happened to be the guy finishing up the estimate. Tells me it will take a week to get parts and 2 weeks to do the work. Very nice, detail oriented guy who seemed happy to answer all my questions without sounding the least bit tired or annoyed.
Takeaway – Having technically adept people on the phone who also fully understand how to work with a customer who lost use of a car is a big plus. Being able to do that job and put up with 15 minutes of questions from me without getting frustrated is impressive.
Tuesday 12/12 While I haven’t heard a word from anyone at the insurance company or the body shop since 12/4, today I received an automated survey email from insurance company. The nine page survey asked me to evaluate the claim handling. The survey clearly isn’t designed to be filled out until the claim is completed, yet it allows only 10 days to complete the survey – which will expire at least a week before the body shop expects to have the car back to me. Obviously, the technology generating the surveys has no visibility into the status of the claim in question.
Takeaway – If you care about survey responses, make sure the surveys are sent at the proper time. Automation handles this kind of stuff in it’s sleep – if it’s automated with the right data. “Ask questions while the answers still matter” also means don’t ask too soon.
Thursday 12/15 Received a mailer from insurance company suggesting that I could refinance the Subaru at a lower rate. Only if they’re offering negative interest.
Takeaway – Wording on your direct mail matters as much as it does in tweet or email. The assumptions you make can make your marketing piece all but invisible.
Friday 12/16 Talked to body shop. As of today, all the parts showed up, so they will start work on Monday the 19th. Parts were supposed to take a week, but my guess is that ground shipping has been impacted by Christmas shipping season. It’s clear we wont’t get the car back in 2017.
Tuesday 12/20 30 days since hitting the deer. Zero contact with the agent during that time.
Friday 12/29 Work is underway, had to order another couple of parts for previously unseen damage, and those parts have not arrived yet. Holiday shipping traffic and people on vacation have probably slowed delivery. Body shop estimates the car will be completed sometime the week of the 8th-12th.
Monday 1/8 Checked in with body shop. They asked me to bring in plates so they could drive it. They say the car is pretty much done, looks great. Told me that they were taking the car to Subaru to get it started again and certify sensors and automated driver-assist systems, etc. He cannot start the car, so Subaru apparently has to reset the computer or similar. Once they get it back from Subaru, they will highway test it to make sure all is well, and then we’ll be done with it.
Wednesday 1/10 Checked in with body shop. They reminded me to get plates to them. I have no car since the Mrs is driving mine to work and they are not open outside normal working hours, so I’ll have to drop them off during off-hours.
Saturday 1/13 Dropped the plates by the body shop so they could drive it.
Tuesday 1/16 Spoke with John at the body shop. Subaru has had the car for about 10 days. They were unable to get the car started for days. Apparently, they were unable to convince the computer to allow it to start and no one knew what to do. I’ve seen what happens when this occurs at other dealers – the service manager calls the factory and gets some help. Apparently, they managed to get it running a couple days later because a factory-certified master mechanic happened to be passing through Missoula and helped them figure it out. Makes me wonder if our local dealer has any factory-certified mechanics for 2018 vehicles. John tells me they told him to come pick it up. He did. On the short drive back to his shop, John sees that the dash is lit up like a Christmas tree – every light is on. Clearly, the dealer didn’t finish the job and left the car in a state where it is running, but not ready to return to the customer (ie: me). No idea if driving in this condition would have eventually caused engine damage. Body shop guy turns around, returns the car to them, tells them not to bother giving the car back until it is 100% perfect. I suspect it wasn’t worded that way, but the point was still made.
Takeaway – Notice how the body shop advocated for the customer? Can you imagine the response you’d get if you made a similar demand of your dealer’s service department?
Takeaway – Don’t all dealers have at least one factory-certified master technician? If you have them and you know the other dealers don’t, why isn’t your advertising letting people know this important detail?
Friday 1/19 Spoke with John at the body shop. He tells me that Subaru seems to be making progress. They found a sensor or something that needed to be replaced, so they ordered it for Monday (1/22) delivery.
Saturday 1/20 60 days since hitting the deer. Zero contact with the agent during that time.
Tuesday 1/23 Spoke with John at body shop. Dealer still has not returned the car to them. He didn’t know if they received the part on Monday, or what progress had been made. Said Dar has been working with them and that he would know, but he was gone for the day.
Wednesday 1/24 Called body shop to see if they had any news from Subaru. Dealer is still trying to figure out engine issue.
Friday 1/26 Body shop called. Subaru dealer still lost on what’s going on. Thought it was figured out, they gave him the car on Thursday. Once again, on the drive back to the shop, it started throwing engine failure warnings, so he turned around and took it back.
Monday 1/29 Body shop called, said that Subaru finally reproduced the problem so now they seem to have it narrowed down to a computer error or an oil sensor error. Apparently the problem is intermittent. Every programmer you know will tell you this makes the problem harder to find.
Wednesday 1/31 Called body shop. They explained that after they called Subaru late on 1/29 after we last talked and found that Subaru techs determined that the one of the car’s computers was messed up. They figured this out by swapping a new car’s computer into our car and re-testing, as well as swapping ours to a new car. As your programmer friends will tell you, this is debugging 101. Replace / disable the components that are involved, but do so one at a time. Why it took three weeks to arrive at that point, I have no idea. Interestingly, the dealer does not stock computers for the current model year even though the Outback is the highest selling model in the U.S. as of 2016 with a mere 16.0 days to turn (ie: days on lot before it gets sold ). Perhaps computers don’t fail that often. Dealer apparently isn’t allowed to take the computer from a new car, so they had to order one (delivery time: three to four days). Body shop was hopeful (but not super confident) that he would get it back late Thursday or early Friday so he could get it to us before the end of the day on Friday.
Friday 2/2 Body shop called in the morning to say that he got the car back and that it was OK. They need it for a few more hours to finalize cleanup and then we can have it. I was able to pick up the car about 4:30pm. The total repair bill was just short of $16,000. Later that night, I got a detailed email receipt from the body shop, as well as an automated email from the insurance company that an “updated claim estimate” had been received. The body shop gassed it up before returning it.
Takeaway – Filling the tank was not required and not expensive, but it was a nice gesture when returning someone’s car after over two months. What “not required and not expensive” things can you do to impress your clients?
Saturday 2/3 Received an automated email from the insurance company noting that the claim had been paid. On a Saturday. Despite decades of working on automated systems, I’m shocked this didn’t require management approval, particularly given the amount (almost $16K). It appears from Friday night and Saturday driving that the car is back to pre-deer condition. Body shop’s paint/finish job was very well done.
Takeaway – Systems work. While the efficiency provided by inter-company systems produce a time and cost savings benefit to the insurance company, body shop and dealer, these systems are also a benefit to customers.
Verdict of the experience:
Body shop – Great job, both on the work and as an advocate for me when dealing with the local dealer. Slower than expected, but three holidays and the shipping time for multiple parts orders didn’t help. At times, they seemed surprised that I didn’t go ballistic on them or at least take out my frustration with the situation on them during our calls. I never felt the need to do that because they kept me informed, set expectations, and were clearly playing the role of advocate for me when dealing with the dealer. They didn’t make me do their job.
Local dealer – They had the car for over three weeks. I wonder what would have happened if that factory-certified technician from somewhere else hadn’t been in the area twice while our car was being diagnosed. I got the impression that this guy was the savant who twice rescued the dealer’s service department from throwing up their hands and giving up. Imagine if a random customer had been dealing with the dealer instead of a peer in their industry. The body shop guys tell me that they still believe in the dealer’s service department, so that goes a long way. The dealer should appreciate that they were held to the body shop’s standards.
National claims office – Outside of a slow start with the tow (which added a week) and the adjuster (which added another week) and one episode of snark on the phone, they performed as expected.
Local agent – Was a non-factor in the process. Agent missed a substantial opportunity to create a relationship and show how they care for clients.
What’s missing from this timeline?
A personal contact from the agent.
The lady who cuts my hair knows more about our experience with the deer hit and the subsequent repair adventures than my (former) insurance agent. If this seems normal, you have the wrong agent or you are the wrong agent.
In the nine weeks between hitting the deer and getting our car back, our only contact with the agent’s office has been my call to their office where I talked to his admin on the morning of the deer hit. She was pleasant, asked if everyone was ok, took a little bit of info, then transferred me to the national claim office. That part was expected as the priority at the time is to get started on repairing the car once we’re clear that there were no injuries.
A week after getting our car back, it was clear our agent wasn’t going to reach out. I called them to move our coverage to the CFalls agent we previously worked with for almost 15 years (call it a corrected oversight). The old agent’s admin was pleasant and said she would take care of it, noting that she would contact me if they needed more info. She didn’t ask about my wife or the car, which tells me that their customer contact software doesn’t give them any sort of recent history to help “make conversation” & check in on a customer’s satisfaction level during customer calls.
The next day, the agent called me for what I believe is the first time in three and a half years.
He was calling to tell me that he had released our policies to CFalls & to ask if we were moving because of something they’d done. It was too late to ask. They might be able to fix it for someone else, but for anyone wearing the customer hat, it doesn’t matter. Some might share, but most are going to say whatever gets the guy off the phone – and that’s exactly what I did. I was busy with work at the time and didn’t have time to get into what would probably become an hour-long discussion. Interestingly, the agent said he asks the same question of customers transferring business to his office – ie: what made you leave the other agent? What about the gap between getting and losing a customer?
It’s critical to ask good questions, but be sure to ask them while the answers still matter.
Fill gaps of inattention
So let’s get back to the real reason I bothered to share all of this with you: To help you understand how you might be leaving gaps of inattention in your relationship with your customers.
After my wife hit a deer at 70 MPH on a pitch dark morning just before 6:00 am, no one called during that nine week period to ask if:
… the driver is still doing OK (injuries and issues often show up days/weeks later)
… we’ve gotten the car back or to ask if we know why it’s taking so long (we have and I do).
… if we’re satisfied with the repairs (we are).
… if we want to make any coverage changes (we do).
This is below my expectations.
Some agents might say they “aren’t allowed” to make that sort of contact with customers. Don’t confuse being a real person who cares about their clients with being an order taker.
If your parent company doesn’t allow you to have personal, caring contact with your clients, find another company to represent. If anything, that sort of rule may indicate how that company will treat you someday.
Some insurance agents reading this might be thinking “we’re not told to do that“. Bear in mind that there are many things you should do to keep and care for a client that no one tells you to do.
Don’t be an order taker.
An order taker says “Do you want fries with that?”, yet an order taker can show some humanity and assess the purchaser on their feet and comment/question accordingly when appropriate.
An order taker can be replaced at will. I can switch to another agent for the same company without a second thought. I can switch to another insurance company without much thought, if all I want to do is compare dollars and cents.
On the other hand, if a client is madly in love (maybe that’s a stretch) with the care and attention provided by their insurance agent and their team, you’ll have to pry them away in most cases.
Which agency do you want to own? Which agency do you want to use? The order taker or the caring, attentive team?
I love polarized lenses. Sunlight reflected off snow or water is brutal on my eyes. Polarized prescription shades make it all better. They aren’t inexpensive, yet the payoff in improved vision and eye strain is huge. These special lenses help me see things in a way I can’t otherwise experience. Taken further, consider the special lenses available for folks with color blindness. Many YouTube videos show a thrilled & tearful reaction to wearing these lenses for the first time.
You need special business lenses for the same reason.
A special lens filters out glare, distractions and visual “noise” while making it easier to see what’s not normally apparent. This is why I repeatedly suggest the use of dashboards. Trends and intermediate figures stick out on a dashboard. They don’t typically become apparent (or appear at all) on an income statement – or they’re buried in other numbers.
One of the best lenses for viewing your business is the lens your clients see through. You might see things that you might not normally value – at least not how your client values them.
New clients vs. long-term clients
One area where it’s easy to miss this data is in the difference between your newest clients and the ones you’ve had forever. I visited a long-term client a while back. When I asked “Where do you the value in what we do for you?”, they mostly talked about how (and why) the relationship started. Eventually, the discussion turned to the feeling that they felt protected and that we had their best interests at heart, even after all these years.
I felt like I wasn’t getting “the dirt”, so I asked what makes our stuff critical to them day-to-day. What affected them more than anything was being on time, every day. Not 15 minutes late. On-time meant six figures of difference in their daily cash flow.
While new clients may have bought your stuff because of the latest, greatest thing you’ve done, not everyone fits that mold. Long-term clients may not need the newest stuff you’ve done because whatever you do inherently has more impact on their business day-in and day-out.
The new stuff we’d done was designed to deal with issues that didn’t exist when we first started working together. Even so, those issues paled in comparison to the impact of not being on time. Anything that can affect a company’s cash flow by six figures each day is pretty important (British understatement). It might allow them to avoid hitting a line of credit that week, or even having to have that line of credit. It might be what allows them to take that “month off” each year that many lines of credit require.
When you listen to clients, you have to be careful what you ask, and how. I don’t know if I would have heard about the daily cash flow impact if I had asked about a particular feature, service or product.
Instead, I simply asked them to tell me how (and why) they felt they benefited from continuing to do business after all this time. You could drive an airport snowplow through the opening I provided. Not only did that allow them to tell me about something super critical, but to do so outside of the product / service context.
Cash flow has nothing to do with what’s sold to them, at least not directly (as I learned). What it clarified was that a slower than normal response from customer service could cost them $100K+ that day. To some clients, that hour isn’t important. Getting a quick response at a certain time of day was huge to these folks. Setting up with a special rapid response service would likely benefit them greatly multiple times per year.
Listen to clients without an agenda
While your clients may not have that kind of time-bound value tied to certain hours of the day, there are things to learn from asking open-ended questions that don’t necessarily point at product / service topics – and then listening intently to what they say.
When you listen to clients openly and without an agenda, the value of what you learn can be huge. Questions intent on confirming what we think we already know serve no one. Instead, ask better questions.
The custody, guardianship & defense of your clients is a strategic responsibility for anyone interested in customer retention. When you fail to provide timely, wise counsel to your clients, it creates risk. An aging example that has a very recent twist is Windows XP. The subject is only an example, as the lesson applies to all businesses.
In 2001, the beta of Windows XP was released. I installed it on my laptop before going to a trade show in Mobile. I walked back into the booth as my sales team finished a demo of our product (a back office management system for studio photographers). The prospect was tech savvy and he had visited our biggest competitor’s booth before stopping to see us. As I arrived at the booth, the sales team had this “we’ve got trouble” look on their faces.
As I arrive, the prospect turns to me and says “I have XP beta on my laptop. When I tried your competitor’s software on my laptop over there (pointing at their booth) and it died an ugly death. Will your software run on XP when it’s released?”
XP’s moment of truth
I turned and said “No”, pausing long enough for him to start to enjoy my answer, then finished my sentence… “The demo you watched is running on XP beta. It doesn’t look like XP because I’ve disabled the XP UI. Since most people haven’t seen it, I didn’t want to distract the sales process with questions about the new UI features.”
Fact is, I also hadn’t told the sales team because I wanted unvarnished feedback from them and from prospects.
I’ve always been a bleeding-edger when it comes to a new OS. I don’t install the new system everywhere, but I use them enough to assess a level of trust. In this case, I had been running an XP beta on my laptop for several months. I knew it’d be available between August and October, so when the June beta was publicly available, I hopped on it. I did most of my development and testing on it at the time because I wanted to be ready on XP launch day.
Launch day was strategically important to Windows. Many applications used by my (often bleeding-edge) clients were getting major updates for XP, including Photoshop (remember, the company’s clients were photographers). We had to demonstrate that we had their back by launching an XP-ready version the day XP became available.
That doesn’t mean that I use it 16 years later.
Client advocacy is strategic care and feeding
Back in 2012 or so, Microsoft finally provided a drop dead date for XP. 18 months in advance, the advocacy went in motion. XP was already old news, but many clients still used it. On April 8th 2014, Microsoft said they would stop issuing patches and security fixes for XP, so it was time to move on. The same situation was coming in the summer of 2015 for Windows Server 2003. Both systems were a bit behind in the OS security world and had been left behind by most software developers.
Users feel differently. They’re comfortable. They aren’t fans of things that, to the naked eye, look like change for the sake of change. To this day, you can find XP running ATMs, kiosks, announcement boards, etc. The advocacy to convince people to upgrade from XP had to happen. Some vendors forced their clients to upgrade by refusing to provide installers that worked on XP and Server 2003 (this was the strategy I selected, coupled with almost two years of advocacy).
Some vendors let their clients decide. Last week, many of their clients learned a painful lesson when the “WannaCry?” ransomware disabled (so far) over 230,000 computers in businesses and hospitals world-wide. WannaCry was effective only because the affected systems hadn’t been updated. Did IT-related businesses who have WannaCry victims as clients do enough to motivate them to perform the proper maintenance on their systems? Probably not.
Care and feeding is a strategic responsibility
The custody, guardianship & defense of your clients is a strategic responsibility. You were hired by your clients because of an established, known, and respected level of expertise in some area(s). You know more than your clients on those subjects and they should expect you to be a mentor and advocate for them. Leverage your expertise and strengths to help them protect themselves.
Photo by kyz