Use Head Nodding Effectively With Customers to Avoid Misunderstandings

Nodding of the head is often used (and overused) by many people to signal agreement or to indicate that they are listening to a speaker during a conversation.

As a customer service representative, you must be careful to occasionally pause to ask a question for clarification when you are using this nonverbal communication technique or when you are watching others who are doing so. Stop and ask for, or provide, feedback through a paraphrased message. A question such as, “So what do you think of what I just said?” will quickly tell you whether the other person is listening and understands your meaning or is simply being polite by smiling and nodding—but not understanding. The latter sometimes happens when there are gender or cultural differences or when someone speaks a native language other than yours.

If you are a woman, be careful not to overuse the nodding technique. Some research has shown that many North American women often nod and smile more than men during a conversation. Doing so excessively might damage your credibility or effectiveness, especially when you are speaking to a man. The interpretation may be that you agree or that you have no opinion, whether you do or not.

Although nodding your head generally signals agreement, if you nod without a verbal acknowledgment or paralanguage (a vocal effect such as “uh-huh, I see, hmmm”), a missed or misinterpreted cue could result. For example, suppose that you want to signal to a customer that you are listening to and understand her request. You may nod slowly, vocalize an occasional “I see” or “Uh-huh,” and smile as she speaks. She might interpret this to mean that you are following her meaning and are nonverbally signaling acceptance of it. This can present challenges if she is stating something contrary to your organization’s policy or that is outside your level of authority. In such an instance, she might misinterpret your non-verbal signals by thinking that you agree with her, not that you are merely signaling to understand. Later, she might be upset, saying something like, “Well, earlier you nodded agreement when I said I wanted a replacement.”

To learn more about effective non-verbal communication when interacting with customers or potential customers in order to deliver excellent customer service, get copies of Please Every Customer: Delivering Stellar Customer Service Across Cultures and Customer Service Skills for Success.

The Power of Non-Verbal Communication Skills in Customer Service

by Robert W. Lucas

The Power of Non-Verbal Communication Skills in Customer Service

Like other customer service skills, nonverbal communication is a strong component of interactions between a customer service representative and current or potential customers. For example, nodding of the head is often used (and overused) by many customer service professionals people to signal agreement or to indicate that they are listening to a customer during a conversation.

An important thing to be careful about when you are dealing with your customers is that when you use nonverbal cues, and when you are watching others who are doing so, you should occasionally pause to ask a question for clarification. For example, stop and ask for, or provide, feedback through a paraphrased message. A question such as, “So what do you think of what I just said?” will quickly tell you whether the other person is listening and accurately understanding your meaning. Their answer will also make it clear if the other person is simply politely smiling and nodding—but not understanding. The latter sometimes happens when there are cultural differences or when someone speaks a native language other than yours.

If you are a woman, one other point related to nonverbal communication cues is to be careful not to overuse the nodding technique. Some research has shown that many North American women often nod and smile more than men during a conversation. Doing so excessively might damage your credibility or effectiveness, especially when you are speaking to a man. The interpretation may be that you agree or that you have no opinion, whether you do or not.

For more information customer service tips on the effective use of non-verbal communication skills between customer service representatives and their customers, get a copy of Customer Service Skills for Success and Please Every Customer: Delivering Stellar Customer Service Across Cultures.

The Impact of Gender Roles on Customer Service

by Robert W. Lucas

The Impact of Gender Roles on Customer Service

Culturally and individually, people view the role of men and women differently. Although gender roles are continually evolving throughout the world, decision-making and authority are often clearly established as male prerogatives within many cultures, subcultures, or families. For example, in some Middle Eastern, Asian, South American, and European cultures, women have often not gained the respect or credibility in the business environment that they have achieved in many other parts of the world.

In some countries, it is not unusual for women to be expected to take a “seen and not heard” role or to remain out of business transactions. In Korea and other Pacific Rim countries, it is not typical for women to participate in many business operations. Men often still have higher social status than females. You do not have to agree with these practices, but you will need to take them into consideration when facing them as a customer service representative.

When serving customers from different countries, you would do well to remember that people leave a country, but they take their cultural norms and values with them. Failure to consider alternative ways of dealing with people in certain instances might cause you to react negatively to a situation and nonverbally communicate your bias unconsciously.

One example of what could potentially occur if you are a female customer service representative dealing with a male whose cultural background, like one of those just described, is that he may reject your assistance and ask for a male customer service provider. Another example could occur if you are a male customer service representative working with a male and female from such a culture. Do not be surprised if your conversation involves only the male. Attempts to draw the woman into a service transaction or make direct eye contact and smile with her may embarrass, offend, or even anger some male customers and/or their family members who are present.

Generally, people who have lived or worked in westernized cultures for longer periods may have acculturated and may not take offense to more direct behaviors that are meant to convey friendliness and to engage customers (e.g., smiling, engaging in small talk about families, or compliments on the dress). Even so, remain conscious of potential reactions and stay focused on verbal and nonverbal communication cues to help ensure that you do not negatively cross-cultural boundaries when interacting with customers of the opposite sex.

For additional customer service tips for interacting successfully with people and cultures that are different, get copies of Customer Service Skills for Success 6th edition and Please Every Customer: Delivering Stellar Customer Service across Cultures.

Customer Service Quote – Marshall Field

by Robert W. Lucas

Customer Service Quote – Marshall Field

Whether you like it or not, if you are in the customer service profession, you are in the people business. That requires continually looking for ways for building customer relationships and strategies for customer retention. To succeed, you must have a sound understanding of people from all walks of life and master the skills of verbal and non-verbal communication.

Who was Marshall Field?

Though most famous today for his retail business, during his lifetime his wholesale business made far more money. During the 1880s, Field’s wholesale business generated 5 times more revenue than retail annually. The wholesale business even had its own landmark building, the Marshall Field’s Wholesale Store, erected in 1887.

In 1905, Field’s fortune was valued at $125 million. The Field Museum of Natural History was named after him in 1894 after he gave it an endowment of one million dollars. Mr. Field was initially reluctant to do so, reportedly saying “I don’t know anything about a museum and I don’t care to know anything about a museum. I’m not going to give you a million dollars.” However, he later relented after railroad supplies magnate Edward E. Ayer, another early benefactor (and later first president) of the museum, convinced Field that his everlasting legacy would be achieved by financing the project. The year after his death the Field Museum received a further $8,000,000 in accordance with his will. The University of Chicago was founded by both Field and New York’s John D. Rockefeller, to rival nearby Evanston’s Northwestern University. A bust of Marshall Field stands aside from other early 20th century Chicago industry magnates on the north riverbank on the Chicago River facing the Merchandise Mart.

Famous Marshall Field Quotes

Goodwill is the only asset that competition cannot undersell or destroy.
A man with a surplus can control circumstances, but a man without a surplus is controlled by them, and often has no opportunity to exercise judgment.
Right or wrong, the customer is always right.
Give the lady what she wants!

If you are looking for ways to enhance your interpersonal communication and customer service skills and to create an environment where customers enjoy their contacts with you and your organization, get copies of Customer Service Skills for Success and Please Every Customer: Delivering Stellar Customer Service Across Cultures.

About Robert C. Lucas

Bob Lucas has been a trainer, presenter, customer service expert, and adult educator for over four decades. He has written hundreds of articles on training, writing, self-publishing, and workplace learning skills and issues. He is also an award-winning author who has written thirty-seven books on topics such as, writing, relationships, customer service, brain-based learning, and creative training strategies, interpersonal communication, diversity, and supervisory skills. Additionally, he has contributed articles, chapters, and activities to eighteen compilation books. Bob retired from the U.S. Marine Corps in 1991 after twenty-two years of active and reserve service.

Nonverbal Communication with Customers: Using Gestures to Build Strong Relationships

by Robert W. Lucas

Nonverbal Communication with Customers:

Using Gestures to Build Strong Relationships

Using effective nonverbal communication with customers is a powerful way to send and receive messages that enhance your meaning and can lead to customer satisfaction. This is because many research studies have found that nonverbal cues often override verbal messages that you send. In these articles, I offer several nonverbal communication strategies that customer service representatives can use to build stronger customer relationships.

The use of gestures with your head, hands, arms, and shoulders to accentuate verbal messages adds color, excitement, and enthusiasm to your communication. Using physical movements naturally during a conversation with a customer may help make a point or result in added credibility if done in a positive manner.

Typically, such movements are designed to gain and hold attention (e.g. waving a hand to attract the attention of someone), clarify or describe further (e.g. holding up one finger to indicate the number 1), or emphasize a point (e.g. pounding a fist into the palm of your other hand to drive home a point or express passion about a point that you make verbally).

One important point to remember about nonverbal cues…they are not universal. Many cultures and people attribute different meanings to the same gestures. This can lead to misinterpretation and a breakdown in communication and the customer-provider relationship.

What creative ideas do you have about using effective nonverbal communication with customers?

Using positive nonverbal communication with customers to help deliver excellent service in an effort to meet customer needs, wants and expectations and achieve customer satisfaction is important. To learn more about the topic, search nonverbal communication on this blog. Also, check out Customer Service Skills for Success and Please Every Customer: Delivering Stellar Customer Service Across Cultures. Use your new knowledge to increase customer and brand loyalty and customer retention.

About Robert C. Lucas on Using Effective Non-Verbal Communication Skills

Customer Service Training Should Address Nonverbal Communication

by Robert W. Lucas

Customer Service Training Should Address Nonverbal Communication

Good verbal and nonverbal communication skills are crucial for any customer service representative who wants to deliver the best customer service possible. This is why any customer service training should address nonverbal communication.

The art of sending and receiving messages through words and with facial expressions, gestures, and other body language is crucial in dealing with customers. This is especially true when dealing with people from other countries or cultures since one’s values and beliefs impact the interpretation of nonverbal cues. Failure to be aware of diverse differences can lead to an unfortunate breakdown in communication.

Because facial expressions are closely tied to human emotion, you should be careful about projecting subconscious biases that you might have toward any group because you might unintentionally send a negative message to a customer before you realize it. For example, if you disapprove of customers who have facial piercings and tattoos you might indicate your displeasure nonverbally. This might be done unconsciously with a smirk or other facial gestures. You might also unintentionally stare when a customer matching that description walks up to you or passes by.

The bottom line is that customer service is all about being in the people business. By better establishing sound relationships and communicating effectively with your customers, you can move from good customer service to the best customer service possible.

To better understand why customer service training should address nonverbal communication, search nonverbal communication on this blog. Want to explore the role of facial expressions and other nonverbal cues that impact relationships in a diverse business world? Check out Please Every Customer: Delivering Stellar Customer Service Across Cultures.

About Robert C. Lucas

Tips for Customer Service Representatives – Nonverbal Communication with Customers

by Robert W. Lucas

Tips for Customer Service Representatives – Nonverbal Communication with Customers

When interacting with customers, it is crucial to remember that many studies have found that nonverbal messages often overshadow verbal ones. This is why customer service representatives should continually remind themselves to guard the unspoken messages they send to customers and potential customers via facial expressions, gestures, posture, appearance, and other unspoken means. Strive to make all forms of communication positive.

To get a better idea of how you present yourself nonverbally to customers, ask a co-worker to use the following guidelines and evaluate your nonverbal communication during a service transaction with a customer. Once it is over, spend some time having your peer provide feedback on how well you did along with any suggestions for improvement.

Body Language – Does your body posture and positioning send a relaxed positive (e.g. confidence and self-assurance) or tense negative (e.g. uncertain, confused, or unconfident)

Facial Expression – Does your face say, “Hello, welcome, I am able and ready to serve you” or does it show a bored, disinterested employee who is going through the motions of providing service?

Eye Contact – Are you making appropriate and adequate eye contact to show interest without causing possible discomfort or offense?

The Tone of Your Voice – Does your voice project a smiling professional who sounds even-paced, comfortable and confident?

For additional ideas and strategies on how to effectively communicate with customers and potential customers, get copies of Customer Service Skills for Success, How to be a Great Call Center Representative and Please Every Customer: Delivering Stellar Customer Service Across Cultures.

About Robert C. Lucas

Make Money Writing Books: Proven Profit Making Strategies for Authors by Robert W. Lucas at Amazon.com.

The key to successfully making money as an author and/or self-publisher is to brand yourself and your company and to make yourself and your book(s) a household name. Part of this is face-to-face interaction with people at trade shows, library events, book readings, book store signings, blogging or guest blogging on a topic related to their book(s). Another strategy involves writing articles and other materials that show up online and are found when people search for a given topic related to a topic about which the author has written.

If you need help building an author platform, branding yourself and your book(s) or generating recognition for what you do, Make Money Writing Books will help. Bob’s popular book addresses a multitude of ideas and strategies that you can use to help sell more books and create residual and passive income streams. The tips outlined in the book are focused to help authors but apply to virtually any professional trying to increase personal and product recognition and visibility.

Body Language Impacts Customer Service

by Robert W. Lucas

Body Language Impacts Customer Service

In addition to verbal and written messages, you continually provide nonverbal cues that tell a lot about your personality, attitude, and willingness and ability to assist customers. Customers receive and interpret the messages you send, just as you receive and interpret their messages.

By recognizing, understanding, and reacting appropriately to the body language of your customers, as well as using positive body language yourself, you will communicate with them more effectively. The key to “reading” your customer’s body language is to realize that your interpretations should be used only as an indicator of the customer’s true message meaning. This is because background, culture, physical condition, communication ability, and many other factors influence whether and how well people use body cues. Placing too much importance on nonverbal cues could lead to miscommunication and possibly a service breakdown.

One secret to effectively interpreting nonverbal cues sent by your customers is to watch for clusters of messages rather than a single signal or cue. This means to listen closely to what your customer is saying verbally while watching their nonverbal cues closely. If their words seem to be saying something different from the signals you received, watch further or do a quick perception check. To do this, ask a question for clarification. For example, “I just heard you say …but I noticed that nonverbally you were not smiling. I am not sure if I should take your words at face value or if you were making a joke. Which was it?”

By recognizing that your ability to effectively interpret body language is just one more tool in your customer service toolbox, you are on your way to delivering the best customer service possible.

For suggestions on how to successfully communicate nonverbally with your customers, get a copy of Customer Service Skills for Success.

About Robert C. Lucas

Make Money Writing Books: Proven Profit Making Strategies for Authors by Robert W. Lucas at Amazon.com.

Nonverbal Communication Quote – Peter F. Drucker

by Robert W. Lucas

Nonverbal Communication Quote – Peter F. Drucker

Various studies indicate that the majority of message meaning during an interaction between two people is often received through nonverbal means (e.g. facial expressions, gestures, and vocal qualities). Even as you speak to your customers, they are likely to be extracting additional messages from your physical presence, how you look and what you are doing. And when you throw cultural and other diversity factors (e.g. gender, abilities, or age) into the situational equation, there is a good opportunity for misinterpretation. This is because people often assign meaning to nonverbal cues based on their values, beliefs, and life experiences.

For all the reasons listed above, it is crucial that you and other employees become students of human behavior. You should also educate yourselves about values and beliefs from different groups so that you are aware of potential interpretations that might be made of gestures that you or your customer(s) might use.

A quote by management guru, Peter F. Drucker sums up the importance of recognizing and properly interpreting nonverbal cues.

For ideas and strategies on effectively communicating nonverbally with your customers, check out: Please Every Customer: Delivering Stellar Customer Service Across Cultures; Customer Service Skills for Success; and How to Be a Great Call Center Representative.

Here are a few more amazing Peter Drucker quotes to enjoy reading.

“Management by objective works – if you know the objectives. Ninety percent of the time you don’t.” – Peter Drucker
“Time is the scarcest resource and unless it is managed nothing else can be managed.”
“Accept the fact that we have to treat almost anybody as a volunteer.” – Peter Drucker
“Doing the right thing is more important than doing the thing right.”
“If you want something new, you have to stop doing something old.”
“What gets measured gets improved.” – Peter Drucker
“Results are gained by exploiting opportunities, not by solving problems.” – Peter Drucker
“Long-range planning does not deal with the future decisions, but with the future of present decisions.”
“Meetings are a symptom of bad organization. The fewer meetings the better.” – Peter Drucker
“Leadership is not magnetic personality–that can just as well be a glib tongue. It is not making friends and influencing people –that is flattery. Leadership is lifting a person’s vision to higher sights, the raising of a person’s performance to a higher standard, the building of a personality beyond its normal limitations.”
“The better a man is the more mistakes he will make for the more things he will try.”
“One cannot buy, rent or hire more time. The supply of time is totally inelastic. No matter how high the demand, the supply will not go up. There is no price for it. Time is totally perishable and cannot be stored. Yesterday’s time is gone forever, and will never come back. Time is always in short supply. There is no substitute for time. Everything requires time. All work takes place in, and uses up time. Yet most people take for granted this unique, irreplaceable and necessary resource.”
“Time is the scarcest resource of the manager; If it is not managed, nothing else can be managed.”
“What you have to do and the way you have to do it is incredibly simple. Whether you are willing to do it, that’s another matter.” – Peter Drucker
“The three most charismatic leaders in this century inflicted more suffering on the human race than almost any trio in history: Hitler, Stalin, and Mao. What matters is not the leader’s charisma. What matters is the leader’s mission.”
“No one learns as much about a subject as one who is forced to teach it.”
“Whenever you see a successful business, someone once made a courageous decision.”
“The leaders who work most effectively, it seems to me, never say “I.” And that’s not because they have trained themselves not to say “I.” They don’t think “I.” They think “we”; they think “team.” They understand their job to be to make the team function. They accept responsibility and don’t sidestep it, but “we” gets the credit. This is what creates trust, what enables you to get the task done.” – Peter Drucker
“Business has only two functions — marketing and innovation.”

About Robert C. Lucas – Blogger, Author, and a fan of Peter Drucker

Make Money Writing Books: Proven Profit Making Strategies for Authors by Robert W. Lucas at Amazon.com.

Impact of the Eyes in Customer Service

by Robert W. Lucas

Impact of the Eyes in Customer Service

It has been said that the eyes are “the windows to the soul.” That is why some people and Westernized cultures place so much interest in making eye contact with others. This gives people a chance to potentially gauge meaning nonverbally from another person.

Consider the following related to eye contact with your customers and communicating nonverbally across cultures:

In most Western cultures, the typical period of time that is comfortable for holding eye contact is 5 to 10 seconds for many people; then an occasional glance away is normal and expected.

Looking away in some cultures can often send a message of disinterest, or dishonesty, or lack of confidence (e.g. the United States, Canada, and the United Kingdom.

If either the length or the frequency of eye contact differs from the “norm,” many people might think that you are being rude or offensive. They might also interpret your behavior as an attempt to exert power or as flirting.

Looking down before answering questions, glancing away continually as your customer talks, blinking excessively and other furtive eye movements can potentially create a negative impression. In any case, your customer might become uncomfortable and may react in an undesirable manner. For example, they might become upset or end the conversation if you use eye contact in what they perceive as an inappropriate manner.

As with all other aspects of workplace interaction in a multicultural environment, do not forget that cultural values and practices often influence the way in which people communicate and interpret message signals.

For more information about how to effectively interact with and deliver service across cultures, and to people who are not like you, get a copy of Please Every Customer: Delivering Stellar Customer Service Across Cultures.