How To Impress Clients? - A Guide For Businesses From A Communication Expert

When you can communicate with your clients in the most feasible manner, there is an increase in sales, enhancement of business referrals, and repetition in dealings with the clients. With better communication skills, you can also address the complaints of the customers in a much better manner and thus have fewer amounts of frustrated clients on the list.

So, one of the most common questions that almost every communication expert gets from his or her client is to how companies can improve their communication skills with the customers so that they can prosper and thrive in the market.

The first thing that the communication experts often suggest to companies is to offer an incredible experience to the clients when they call up the company for some services or inquiry. Although communications via phone calls get considered to be an outdated technology for many out there, but its importance still prevails.

No matter how active you are with your clients on social media networks, your ways of handling their questions over the phone impact your reputation to a great extent. Clients prefer communicating directly with the professional members of the company who can cater to their needs in a much better manner.

So, in spite of the ever-increasing tech-savvy world, businesses can never ignore telephonic conversations with the clients for better business results. The guide below has some excellent ways of applying which businesses can impress their clients instantly and boost their positions in the market.

Nail Your First Impression:

It is a commonly heard fact that the first impression matters a lot under any circumstances. Business is no exception to the fact. When you meet your clients for the first time, they notice how you interact with them.

The prospects develop an impression in their minds about the company and try to distinguish your services from the others. So, it is quite essential for companies to establish their first positive impression on the clients. Communicate with your clients freely and let them ask any random questions about your businesses.

Keep The Hold Times As Minimum As Possible:

Many times, clients complain about the fact that the waiting time over the phone is quite long. Customers can indeed reach the correct personnel of your company who can give the perfect answer to their queries.

However, clients feel frustrated they have to hold the line for a long time waiting for the executive to speak to them. Most of the customers hang up the call after a few minutes of waiting. This is not a good thing for your business.

Take the correct steps to ensure that the calls get routed to the correct personnel in the shortest period. The use of an automated system of answering calls is the best solution to this issue.

The hold times for the clients get minimised, and they can easily reach the person they desire to on the phone. In this way, companies can better handle the annoyance of the customers and communicate with them effectively.

Service Calls From Your Clients Must Be The Priority:

A knowledgeable and experienced communication expert is always of the opinion that businesses need to attach great importance to the service calls that they receive from their clients.

You must give individual training sessions to your employees as to how they must communicate with the customers when they handle service calls. Companies can never afford to lose customers directly because of the poor communication skills of the employees. The client over the phone might get offended owing to the inadequate response of the executives, and you lose one of your prospects.

Stay Relevant:

Professionals say that a person associated with any business can speak confidently with clients when he or she knows every minute detail about the services offered by the company. So, you must provide the required training to your employees about this.

When the executives know about your business correctly, they can better communicate with the clients and offer them with the relevant details. When you are preparing to communicate with a client who is of prime importance to your business, it is always advisable to write down the vital points that you want to deliver.

This practice helps your communication with the client to remain precise and effective. Remember you have little time to convince your client about the quality of your business and thus there must be the best utilisation of the limited time.

Scheduling Client Communications Routinely:

You must fix and dedicated time daily for your clients. Developing a perfect plan for communication is quite crucial in this regard. Offer your clients with key information related to your business from time to time. Give them special intimations via emails or personal calls regarding the promotional sales services of your company. This makes clients feel special and prioritised.

Your sales team must keep track of all the services availed by various clients. Take feedback about the services from the existing clients and see whether they require any assistance or not. The key is to make yourself available to the clients even before they require you. This can make the communication channel between the company and the clients much smoother and deliver results in the future.

Start With Small And Little Talks:

This trick plays quite an important role when you are handling new and potential clients. It is true that the main aim of your communication with the new client is to develop his or her trust in your brand so that your services get hired. However, to achieve this aim, you cannot start speaking about your business right from the first. Before you begin any professional talks with the client, spend some time chatting and try knowing the person well.

This can remove any kind of awkwardness that you or your client might be feeling to communicate with one another. Try knowing about the interests of your clients and show small gestures of politeness while conversing with them. This type of personal discussion with the clients helps companies in serving them in a much better manner as compared to the others.

Research About The Clients:

You may be meeting your business clients to expand your business along with their support. You may be entering into a vital business agreement with your client that can take your company to great heights. You must research about the client whom you are going to meet up. Gather knowledge about the kind of business that your client carries out and figure out how the collaboration is going to benefit both of you.

If you do this homework well, you can better start communications with your client. You can present several highlighting points about the project that you are going to enter with your client, which interests the other party as well. Clear communications from the beginning can be quite helpful for the completion of your project.

You Must Be Quite Particular About The Body Language:

Meetings with your clients are not just about sharing information with one another. There are multiple things that you get engaged with your clients during the meetup. The outcome of the entire conversation during the meeting plays quite a crucial role in breaking or making your deed with the client. Thus, experts suggest that companies must never leave any stone unturned to impress the clients.

Maintaining proper language while communicating with the client is of utmost importance. Try to make eye contact with your client while you talk to him or her. This makes the client feel more confident about your business. Your presentation and posture during any client meeting and communication also carry huge importance. Speaking and presenting facts with confidence and positivity is the key to winning over the hearts of the clients.

Treat Your Clients Over The Phone Like Real Persons In Front Of You:

When you are having telephonic conversations with your clients, keep the interactions as natural as possible. It is always advisable to avoid saying anything that is scripted to the client on the other side of the phone.

Try framing positive answers to the questions asked by the clients rather than offering them with negative replies. For instance, if any particular product or item is not available at your end, do not disappoint the client by simply cancelling the order.

Rather, you can say that the client can place the order now and get the goods at some later date when it becomes available. In this way, you can recast your answers and instil positivity in every conversation with the customers.

Consider The Comfort Zone Of The Clients:

A business has to deal with several types of clients daily. Each of the clients prefers different modes of communication. Catering to the personal choices of your clients is another vital factor that can help in effective communication between the company and the customers. The older clients prefer communicating over the phone rather than emails.

While the young customers that you have, prefer chatting on social media networks. So, your personnel must be comfortable communicating with clients via any mode. When you consider the comfort zone of the customers while communicating with them, the interactions become much smoother, and your clients get easily pleased.

Adding Personal Touches In Communication:

This is another vital point that businesses must stress on while they are communicating with the clients. Personalised messages delivered to your clients at the time of interactions with them strengthen your relationship with the clients quite a lot.

Be a little thoughtful and try adding small gestures to make the clients feel special while you converse with them. You may ask your clients their personal preferences about certain things to get them to know better. This tactic helps you in serving the clients in a much better manner.

Preparing An On-Boarding Package For The Clients:

Companies can create a guide or brochure that speaks about the services, general procedures, agenda, testimonials, and payment guidelines of their businesses for the clients. This guide acts as an onboarding package for your clients before they start communicating with you. Reading the brochure, clients can prepare their own set of questions, and this helps to speed up the communication process. It also gives an impression to the clients that your company believes in transparency of affairs and clear communication.

Addressing To The Pain Points Of The Clients:

Clients always prefer to work with such companies that can handle their pain points well even before they disclose the facts to the company. If you are experienced in the field, then you can easily identify such points depending on the interests of your specific clients.

Start communicating on such points and stress on the fact as to how you can help your clients to do away with the issues. You can even demonstrate past cases of your clients with the new prospects so that they get an idea about the kind of services that you deliver. This kind of healthy and useful communication makes your meeting with the client even more effective.

Self Correcting:

This is another key element that makes your communication with the clients much smooth and effective in the upcoming days. Work on the feedback that your clients give regarding their interactions with you.

See what specific problems they are facing while communicating with your personnel and undertake actions to avoid such situations in the future. This can help in improving the communications skills of your employees even more.

So, you are planning to hit high metrics for your business, try to offer better experiences to your customers through best communications with them. Get assistance from the reputed corporate trainer, Shankey Bansal who has the experience of training professionals in various fields. Be it guidance about communication skills, business modelling or entrepreneurship, Shankey Bansal excels in every field. His agency places young talents in different multinational companies by working on their communicative approaches to handling clients.