The Zingerman's Approach to Great Service
1) We teach it. Without effective training, great service is just one more good idea that never really happens. We're relentless about our service training. The good news is that there's no reason others can't be just as dedicated. I'll guarantee that it's worth the effort - this stuff really works! When someone finishes our training, they actually know what we expect with regard to service. And - through our classes, seminars, and training materials - we've given them a series of very tangible tools with which to make it happen. The more we teach it, the more effectively we can - and do - live it.
2) We define it. Of course, in order to really teach service effectively, you have to actually define what it is that you're looking for. Treating service as a generic, if desirable, concept isn't going to help anyone improve the quality of their work. What helps is that we've given a clear definition of service - what refer to as a "recipe" - that works. Our approach isn't just a theory developed in a fancy think-tank somewhere; it's what we've been doing every day of every week for over two decades. I know it works because we use it with great success every day, and because I've seen others we've taught successfully adapt what we do to their own organizations, with a modicum of effort.
3) We live it. At the end of the day, this is what really counts. Every organization talks about the importance of service these days. We're hardly the only place in the country that teaches the subject, nor are we unique in giving it definition. I think that what sets us apart (and the many others who give great service out there) is that after defining it and teaching it, we actually devote enormous energy to walking our talk. Mind you, we never get it perfect. But we constantly work at it, perfecting the alignment between the way we teach it, the way we define it, and the way we live it.
4) We measure it. Service measurement provides the service world with the same sort of helpful data that financial statements provide you with for your money. Quite simply, measurement gives us a scorecard for service, a commonly shared language about how we're doing, where we're succeeding, and where we're falling short. It helps us differentiate between our personal experiences of service and what the data say actually happened over the course of an entire week or month.
5) We reward it. It's imperative that we effectively recognize and reward those in our organizations who go out and give great service. Both formal and informal reward systems will go a long way toward helping to build the service-oriented culture and the effective service delivery we're so committed to.
Zingerman's Mission Statement: "We share the Zingerman's experience selling food that makes you happy, giving service that makes you smile, in passionate pursuit of our mission, showing love and caring in all our actions to enrich as many lives as we possibly can."
It answers some basic but incredibly important questions that are easy to ignore in the day-to-day, but also ones that, when answered, make all of our work more meaningful and more effective: "What do we do?" "Who are we?" "Why are we here"" "For whom are we doing it?" The mission statement works like the North Star. No matter how lost or frustrated we may feel on any given day, it's always there, much like the North Star, to help give us a general sense of direction. We can always find it, even in the dark and even when we're feeling confused. On the other hand, we'll never actually "arrive at" a complete fulfillment of the mission statement. Like the North Star, it will still be way out front helping to guide us. It's a lifelong organizational path, not something that's measurable or time constrained. It offers us a broad sense of direction, but it doesn't tell us very clearly what it's going to look like when we get to where we're going. That's where vision comes in.
Vision As we use the term here, "vision" is a picture of what things are going to look like when we successfully arrive at where we're going and things are working really well. In other words, if you were sitting on a magic carpet floating up above your organization, maybe five years down the road, and you could see success, what would it look like? What would be happening? How big would the organization be? What would it be known for? What does the community say about it? What does the press say about you? How would people be dealing with each other inside the organization? Specifically, what would the service look like? How would it be special?
Why give great service?
1) Great service makes us something special.
2) Great service is sound marketing.
3) Good service keeps customers coming back.
4) It yields better bottom-line results.
5) It makes for a better place to work.
6) It helps you attract better people to work for you.
7) It's easier.
8) It's the right thing to do.
3 Steps to Great Service
Ingredients:
-An inspiring, strategically sound and clearly documented vision for great success
-Strong, service-oriented leadership
-Clear and well-communicated expectations
-Good training to share those expectations and to let people practice
-Giving staff the authorization to take action to make great service a reality
-Positive recognition and reward for great service-givers
Procedure:
1) Figure out what your customer wants
2) Get it for them accurately, politely, and enthusiastically
3) Go the extra mile for the customer
Examples of going the extra mile for a customer at Zingerman's:
-Giving a taste of a new item to a regular customer
-Sending an article to a client about their field of work
-Calling a customer back a few days after they received their order to follow up on the effectiveness of the work we did for them
-Adding a sample of something extra to an order
-Sending a handwritten "thank you" note or email to a customer
-Carrying a customer's bag to their car
Code Greens and Code Reds (look up online for free templates)
At Zingerman's we actually spread the responsibility for identifying successes throughout our entire organization. Toward that end, we've created what we call a "code Green." It's an easy-to-use, one-page form that allows anyone in the organization that hears a customer compliment - on service, product quality, or anything else - to document it.
I like the Code Green form a lot because:
-It helps recognize people in the organization who are doing graet work. Using the Code Green means that there's a quick and easy way for us to "share the wealth" when one of us hears a customer give a compliment on an everyday product or service.
-The forms get positive feedback to the people who actually produce what we sell. Although the people who work in positions with high customer interactivity may regularly hear compliments about our food, those who actually make it often go weeks, months, or even years without anyone letting them know how great their product is. You'd be amazed how much the smallest compliment can mean to some of these folks.
-It focuses attention on some of the many success stories that happen, literally almost every minute, in our work.
-It spreads the power of recognition throughout the organization. Code Greens aren't just for managers to fill out. Anyone who hears a compliment is expected to write one up, which means that each of us has the power to spread positive energy and become a respected leader in the company.
-The simple use of the form also helps to spread the practice - instead of just the theory - of empowerment throughout the organization. If you think that we aren't being positive enough in our leadership work, then simply grab a stack of these forms, pass them out to your peers, fill 'em out, and start making a positive difference.
-Sharing success stories is one of the best ways to teach service techniques. You can talk concepts until kingdom come, but some staff members just won't get it until you can give them a concrete, hands-on example of just what you're talking about. So share the stories and watch the success multiply.
Zingerman's 5 Steps to Handling Customer Complaints
Procedure:
1) Acknowledge the customer's complaint ("Wow," "Oh," or "Oh, wow!")
2) Sincerely apologize ("I'm sorry that...")
3) Take action to make things right for the guest ("What can I do to make this right for you?")
4) Thank the customer for complaining
5) Write it up (Code Reds)
Moments of truth. A "moment of truth" is the term that we use to describe those situations where there's no overt customer complaint to be dealt with, but where, for whatever reason, we're about to lose a customer. We call it a "moment of truth" because given the right set of perceptive eyes to spot the problem and some effective turnaround work, we can save the situation, often making a customer for life out of someone who was pretty much halfway out the door.
What's a moment of truth look like? Well, the signs are probably different in every business. Here, it might be a customer welking in the front door of the deli, looking around with a bit of a scowl because they don't see what they want, then turning and leaving without saying a thing. Often, we have what they're looking for, but our space is small and confusing, and much of what's available isn't very visible to the untrained customer. With that in mind, I've chased confused, first-time customers into the street to get them to come back inside.
How to Measure Service:
Track at least one item from each of the following three categories.
1) Directly measure customer response and satisfaction
-Mystery shopping
-Customer surveys
-Callbacks to customers
-Customer roundtables
-On-time deliveries
-Customer complaints
-Order accuracy
-Customer compliments
2) Monitor internal systems that lead to better service
-Consistently prechecking our outgoing orders
-Deliveries leaving our location on time (as opposed to those that actually arrive at the client's location on time)
-Consulting proposals sent out on time
-Ensuring a short response time to customer complaints
3) Recognize patterns that are indicators of past service success
-Repeat orders
-Repeat customers
-Sales per average customer per year
-Average order size
-Customer referrals
-Customer compliments
What do you do with service measurements once you have them?
-Review performance scores regularly so everyone knows how you're doing
-Use them to drive your decision-making on systems implementation, promotions, hiring, and others
-Tie bonus plans to service scores
-Run group games with group rewards to help give your staff the incentive to improve service quality
-Publish service ratings with the same regularity and seriousness that you would with your profit-and-loss statements
Rewarding Great Service
If you already have a program for doing this, keep going! If you don't have one yet, start soon. Effectively rewarding great service will work best when you use a combination of both informal recognition and more clearly defined games and bonus plans that are tied to service. There's no perfect formula. Some of the things we do at Zingerman's include:
-Publishing "X-tra Mile Files" each month in our staff newsletter, in order to recognize those in the organization who are going out of their way to do those little extra things to make our service exceptional. Winners get a special X-tra Mile T-shirt.
-Giving a "Green Machine" award each month to the staff member who writes up the most Code Greens
-Giving out monthly "Service Star Awards" to those who give great service day-in and day-out. Both the service provider and the person who nominated the winner get financial rewards.
-Publishing a couple of pages of "thank-yous and bravos" each month in the staff newsletter to help keep the appreciative spirit alive within the organization
-Running group games around our mystery shopping scores
-Tying bonuses to service measurements
-Handwritten thank-you note to a great service provider
5 Simple Hiring Tips for Service-Oriented Organizations
1) If an applicant doesn't smile during the interview, don't hire them.
2) Be sure that every job description and posting you put out mentions customer service.
3) Ask the applicant to describe some difficult service situations they've encountered, and to explain how they made the customer happy.
4) Role-play a customer complaint during the interview.
5) Ask service-oriented questions on your job application.
10 Easy Action Steps to Take to Improve Service in Your Organization
1) Review your recipe for great service and what it means in practical terms. Give concrete examples so that staffers are clear on what you're looking for.
2) Role-play - it works. It's goofy. It's fun. It gets the point across. Certify people for service positions, or qualify them through bonuses, with role playing. A guy I used to work with would always ask, "How can we be a great team if we never practice?" He had a good point. When does your team practice giving service? (If you've got a slow moment, practice service scenarios instead of discussing "How we screwed up.")
3) Tell service stories. The knowledge of things that staffers do to provide guests with great service needs to be shared. People like to hear stories. When someone does something great in the course of giving service, don't keep it a secret.
4) Model it. Remember, if you're in a leadership role of any sort, everyone looks at the way you handle difficult situations. You set the tone.
5) Ask your staffers if they know your recipe for service success. Just asking shows that you put a priority on service.
6) If you're in a leadership role in your organization, remember that part of the job is to serve the staff as well as the guests.
7) Address the issue of fairness. This seems to be a big hang-up for many folks when they deal with service. Acknowledging that it's an issue will help staff members give up their attachment to "fairness" more effectively.
8) Include your recipe for service success in interviewing, early training tests, orientation classes, and so on, so that new staff members are getting a clear and consistent message on the subject of service right off the bat.
9) Award and reward the great service people you work with.
10) Find a customer and do something special for them. Send them home with a smile and a fond memory of your service work.