Develop and Manage Quality Customer Service Practices
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This document provides information on formal and informal research techniques, methods to obtain customer feedback, internal and external environments to review, and more for developing and managing quality customer service practices. It also includes a case study and suggestions for policies and procedures.
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DEVELOP AND MANAGR QUALITY CUSTOMER SERVICE PRACTICES
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Table of Contents Q1 Define formal and informal research technique to obtain information on customer needs expectation and satisfaction level................................................................................4 Q2. Name any six methods to provide opportunities for customers and staff to give feedback on products and services.........................................................................................4 Q3. Mention any three internal and external environments that you should review to ensure they may not affect the planning for quality services............................................................4 Q4.1 what were the major issues identified in the above scenario?.......................................5 Q5 List any six (6) types of policies and procedures for quality service provision...............5 Q6 consider the case study/scenario in question 4 and provide any three (3) examples of how to communicate policies, procedures and expectations to staff in the workplace..........6 Q7 Please writes any three (3) suggestions for policies to be readily available to customers and staff..................................................................................................................................6 Q8 List three (3) ways to monitor customer service in the workplace to ensure standards are met....................................................................................................................................6 Q9 Mention any four (4) stages when staff training should be initiated to enhance customer service....................................................................................................................................6 Q 10List ten (10) ways to take responsibility for service outcomes, dispute resolution and to act as a positive role model for the professional standards expected of service industry personnel................................................................................................................................7 Q 11 Discuss how to assess the effectiveness of customer service practices........................7 Q 12 Name any six (6) principles of quality customer service..............................................8 Q 13 What is the professional service standards, attitudes and attributes expected for service industry employees to work with customers?............................................................8 Q14 When planning for quality customer service, why should new technologies or equipment is introduced into the hospitality industry?..........................................................8 Q 15 When managing organisational restructures and management change, what internal and external environmental changes need to be considered for effective planning and minimal impact on customer service?....................................................................................9 Q16. List eight internal and external changes that need to be considered in recruitment practices to maintain quality customer service?.....................................................................9 Q 17 Name any six (6) internal and external environmental trends in customer service preferences that can have an effect on planning quality service..........................................10 Q 18 What is the main effects of change in competitive environment and economic climate on planning for quality customer service?...........................................................................10
Q 19 Identify and explain five (5) roles and responsibilities of management, supervisors and operational personnel in providing quality service? Write your answer in 150-200 words....................................................................................................................................11 Q20 In the table below, briefly explain how each of these formal and informal methods of customer research can be used in 25-50 words for each......................................................11 Q 21 Explain why each of the below is important in implementing quality service provisions in 50-100 words for each....................................................................................12 Q22 Discuss the four methods, listed, in the table below, of assessing the effectiveness of customer service practices? Write your answer in 150-200 words......................................13 Q23 List that what are seven (7) methods of obtaining feedback from customers?............13 Q24 List any six (6) modern approaches/trends in customer service and how would you communicate them to the staff involved in service delivery. Give any four (4) ways to communicate with staff?......................................................................................................14 Q25 List two (2) Industry schemes, two (2) accreditation schemes and two (2) codes of conduct aimed at improving customer service?...................................................................15 Q27 Discuss the objectives, components and comprehensive details of consumer protection laws in relation to customer service and the businesses responsibilities, in particular:.......15
MAIN BODY Q1 Define formal and informal research technique to obtain information on customer needs expectation and satisfaction level. Formal researchis type of research in which the researcher collected the information related to customer need and wants that is not gathered by any other researcher. It is useful in identifying the demands of customer in order to satisfy them. It takes time and money too. Informal researchis the process in which investigator collected information that is already gathered by any other researcher at workplace. It saves time and money related to identifying the demand of customer in an effective manner. (References:Silverman, D. ed., 2016.Qualitative research.Sage.) Q2. Name any six methods to provide opportunities for customers and staff to give feedback on products and services. There are six methods which are used for taking the feedback from customer related to products and services which is given below: ï·Convey follow up email. ï·CommenceSMS surveys. ï·Put in feedback surveys into your Wi-Fi network ï·Generate paper feedback cards. ï·Carry out client interviews. ï·Examine recorded sales calls. (References:Holtom, B.C. and Burch, T.C., 2016. A model of turnover-based disruption in customer services.Human Resource Management Review,26(1), pp.25-36.) Q3. Mention any three internal and external environments that you should review to ensure they may not affect the planning for quality services. It is necessary to assess internal and external factor that helps in planning for quality services in an effective manner which is discussed below: References:() Internal factor Human resource Financial anticipation Quality and size of infrastructure External factor Economic factor Technological factor
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Social Factor Q4.1 what were the major issues identified in the above scenario? The major issue is related to Front desk officer when Samantha had gone for inspection in Meadow Leaf hotel inn. The behaviour of receptionist is too rude and she does not greet her in better way. Therefore, she has gone fromMeadow-inn Motelhotel to other one for staying at night. References:(Common, R., Flynn, N. and Mellon, E., 2016.Managing public services: Competition and decentralization. Elsevier.) 2. Why did the board of the Meadow-inn Motel take the complaint seriously and provide opportunities for staff to participate in the development of customer service practices As per this case, Samantha asked for her room booking as well as waited long- sufferingly. Then, the receptionist of motel looked at the booking and said laughingly that their system has unmoving and she is unable to help. Then, she requested to meet her manager. She said, the manager is busy right now in rude manner. Another day, Samantha wrote a comprehensive complaint to the board of director of motelAnd, the board of Meadow-inn Motel took the complaint very gravely and provided opportunities for staff to take participation in the development of customer service practices. REFERENCES: (Thuy, P.N., 2016. Customer participation to co-create value in human transformative services: a study of higher education and health care services.Service business,10(3), pp.603-628.) 3.ExplaininyourownwordswhyMeadow-innMotelshoulddeveloppoliciesand procedures for quality service provision. You must consider the scenario to answer this question For providing effective services to its customer, it is necessary to develop policies such as update the technology, treat their guest in VIP manner in order to satisfy them. REFERENCES:(Choi, B. and Lee, I., 2017. Trust in open versus closed social media: The relative influence of user- and marketer-generated content in social network services on customer trust.Telematics and Informatics,34(5), pp.550- 559.) Q5 List any six (6) types of policies and procedures for quality service provision There are six kinds of policies as well as procedures for provision of quality services which is mentioned below: ï·Treat every guest like a VIP ï·Provide personalized customer services. ï·Generate a positive start for new employee
ï·Countcomplaint of customer. REFERENCES :(Thakur, R., 2016. Understanding customer engagement and loyalty: a case of mobile devices for shopping.Journal of Retailing and consumer Services,32, pp.151-163) Q 12 Name any six (6) principles of quality customer service The list of six principles of providing effective quality customer services to its customer which is mentioned below: ï·Provide supportcustomersas a team ï·Listen tocustomersas well as share their feedback ï·Don't be a robot. ï·Be honest a ï·Practice sympathy ï·Know your services REFERENCES: (Bogomolova, S., 2016. Determinants of ex-customer winback in financial services.Journal of Retailing and Consumer Services,32, pp.1-6) Q 13 What is the professional service standards, attitudes and attributes expected for service industry employees to work with customers? Theprofessionalservices,standard,attitudesaswellasattributesrelatedto expectation from employees of services industry by customer which is going to be mentioned below: ï·Enhance the loyalty as well as satisfaction of customer by improving productivity of staff as well as operational effectiveness ï·Execute a regular improvement program to maintain first class performance ï·Benchmark operations are necessary to provide professional services to improve further performance. REFERENCES :(Fatma, M. and Rahman, Z., 2016.The CSR's influence on customer responses in Indian banking sector.Journal of Retailing and Consumer Services,29, pp.49-57) Q14 When planning for quality customer service, why should new technologies or equipment is introduced into the hospitality industry? Ans. Technological institute and equipment are important for hospitality industry in context of improving the quality service. This is because new technology and effective equipment will help in decreasing the problems which are related to online booking by the customer
from different sides as well as it also facilitates smooth functioning fast spelling of suite within the hospitality industry. This will also important in checking the performance of staff. References:-Barrows,C.W.andPowers,T.,2008.Introductiontomanagementinthe hospitality industry, study guide.John Wiley & Sons. Q 15 When managing organisational restructures and management change, what internal and external environmental changes need to be considered for effective planning and minimal impact on customer service? Ans. In context of hospitality industry, internal factors which must be kept in mind are our strength weakness and opportunities of the organisation which will directly impact on organisationforfunctioning.Theexternalfactorsarepolitical,social,economicand technological which have their direct impact on organisation.\ References:-Uhlenbruck,K.,Meyer,K.E.andHitt,M.A.,2003.Organizational transformationintransitioneconomies:resourceâbasedandorganizationallearning perspectives.Journal of Management Studies,40(2), pp.257-282. Q16. List eight internal and external changes that need to be considered in recruitment practices to maintain quality customer service? Ans. there are some internal and external changes which must be considered in recruitment practices to maintain the quality customer services by an organisation, all these are mentioned below: 1.Perfect analysis of job is must for organisation while performing recruitment function. 2.Identification of skills and abilities of individual who have to be selected for the respected job. 3.Identification of qualification required for performing the job. 4.Past experience of individual. 5.The Mental ability of individual must be valued prior to recruitment for job. 6.Formation of perfect recruitment procedure. 7.Proper placement and orientation where individual can know about the job. 8.Training and development References:-Partlow, C.G., 1996. Human-resources practices of TQM hotels.The Cornell Hotel and Restaurant Administration Quarterly,37(5), pp.67-77.
Q 17 Name any six (6) internal and external environmental trends in customer service preferences that can have an effect on planning quality service Ans. There are some points which are related to internal and external environmental trends in customer service preferences that can have an effect on planning quality service: 1.Global warming impact negatively planning for future of customer services. 2.Workforce diversity can also impact on maintaining quality service and planning for it. 3.Taxation can also impact on the organisation who is planning for quality services to its customers 4.Innovation is a common thing in a society which can also impact on the planning of customer services within the firm. 5.Inflation rate can also act directly all the planning of customer services because of an favour economic conditions. 6.Important political events are also problem for effective planning about the customer services within the organisation because of dear related to hospitality industry. References: - Kerzner, H., 2017.Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons. Q 18 What isthe main effects of change in competitive environment and economic climate on planning for quality customer service? Ans. There is number of changes in competitive environment as well as economic climate of the area where the hospitality industry is surviving. These have their direct effect on planning for the quality customer services as change in competition lead the business to add different changes for increasing the quality of customer services and planning about them.it also increases the tendency of the organisation to improve its services for attracting more and more customers within the market for boosting the product sales as well as increasing profitability. Also impacted on performance of the organisation has now it spend a portion of capital on learning about the quality customer services which help in increasing profitability ratio and customer satisfaction with different industries. References:-Lin, H.F., Su, J.Q. and Higgins, A., 2016. How dynamic capabilities affect adoption of management innovations.Journal of Business Research,69(2), pp.862-876.
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Q 19 Identify and explain five (5) roles and responsibilities of management, supervisors and operational personnel in providing quality service? Write your answer in 150-200 words Ans. there is number of roles and responsibility which have to fulfil by the manager supervisor at operational person within the organisation for increasing the quality services some of these are mentioned below: 1.The first sponsor ability of the manager or other persons in and hospitality industry is to meet and greet the customer came to the organisation for satisfy their needs. 2.Provide proper housekeeping facilities where customer can be able to feel like the accommodation are like their home. 3.Form proper compliant mechanism where organization provides customer feedback form which will help in maintaining customer satisfaction as well identified problem within the organisation. 4.Provide security to the customers as well as their luggage for saving the organisation from unforeseen events and legal liabilities. 5.Provide proper food and beverages at the time of breakfast lunch and dinner. References:-Richards, G., 2017.Warehouse management: a complete guide to improving efficiency and minimizing costs in the modern warehouse. Kogan Page Publishers. Q20 In the table below, briefly explain how each of these formal and informal methods of customer research can be used in 25-50 words for each MethodExplanation of use Analysisofcompetitive environment and industry service trends This can be used by the organisation for identification of competitors and the tools and techniques which are going within the industry and are used by the competition of the organisation. Customer service surveysCustomer service survey are the best method of identifying the need of customers, the survey will help organisation in identification of what customerwantfromtheorganisationandhowthefirmcangive satisfaction to their customers. Customer focus groupsCustomerfocusgroupisthosewhichdirectlyrelatedtosatisfythe customer with the organisation. This can be used by the organisation for product and services where it can gather the feedback from customer about the new product and services launched by the firm. Qualitativeorquantitative research Qualitativeandquantitativeresearchisthosewhicharerelatedto collection off the data in the mathematical or analytical form. This can be
used by the organisation for identification of queries and feedbacks regarding customer complaints. Seekingfeedbackfromservice delivery colleagues Service and delivery colleagues play an important role identification of feedback from the customers. This can be used by the organisations in identification of problems which are related to customer satisfaction with the help of the service order delivery colleagues. Q 21 Explain why each of the below is important in implementing quality service provisions in 50-100 words for each. Ans. a)Developing,implementingandmonitoringcustomerservicespoliciesand procedures The steps of development implementing in monitoring the customer services policies and procedures will directly related to increasing the quality services within the organisation as it will maintain a strict regulations and policies which have to follow my every individual and employees of the organisation. Directly impact on customer services by which the customer can satisfy their needs because of effective staff. b)Involving staff in the development of customer service practices. Staff of the organisation knows the every need of customers and how they can satisfy the customers so it is important to include the staff and developing customer services practices. Staffs identify the needs of customer and satisfied them by the use of policies and procedures formed by the organisation. c)Evaluating staff and customer feedback. Staff evaluation is important this is because it is directly related to the increasing quality of services. Evaluating the staff performance with the use of feedback provided by customer, the actual ability of the members will be identified. References:-Hill,T.,2017.Manufacturingstrategy:thestrategicmanagementofthe manufacturing function. Macmillan International Higher Education.
Q22 Discuss the four methods, listed, in the table below, of assessing the effectiveness of customer service practices? Write your answer in 150-200 words MethodExplanation of the effectiveness of use Examining overall business performanceFirm have to identify qualities and effectiveness in its staff where it can perform different activates. Monitoring the ongoing effectiveness of: oStaffinmeetingcustomer service standards oPoliciesandproceduresin explaining practices Organisation can perform different activities and form the rules and regulations which are related to the customer services standards followed by the staff the organisation.it can also use policy and procedure in cleaning the practices within the organisation for increasing the value of staff as well as maintaining the needs of customers. Reviewing numbers and nature of:ï·Complaintsï·Disputes ï·Responses of customers Number of nature of complaint disputes and responses to the customer organisation targeting the core sector of the organisation which is being the reason for dissatisfaction ofcustomers.Classificationofdissolutionresponseof customer identifying needs of customer and the area which is more targeted by this feedback. Reviewing customer satisfaction survey statisticsCustomer satisfaction survey statistics organisation classify the ratio that what are the feedbacks of customer and which direction the organisation is going. Short summary with explain detail things in a single graph. References:-All, A., Castellar, E.P.N. and Van Looy, J., 2016. Assessing the effectiveness of digital game-based learning: Best practices.Computers & Education,92, pp.90-103. Q23 List that what are seven (7) methods of obtaining feedback from customers? Ans. There are several methods which can be used by organtional: 1.Provide Proactive Live Chat Support 2.Get Feedback on Live Chat Session 3.Provide Dedicated Customer Feedback Forms on Your Site 4.Measure Your Customer Service Performance 5.Call Your Customers Regularly 6.Use Email Surveys for New Customers 7.Monitor Social Channels References:-Ainebyoona,U.,2018.Impactofsocialmediamarketingonbusiness performance:AcasestudyofrestaurantandhotelbusinessesaroundMakerere University(Doctoral dissertation, Makerere University).
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Q24 List any six (6) modern approaches/trends in customer service and how would you communicate them to the staff involved in service delivery. Give any four (4) ways to communicate with staff? Ans. Six modern approaches/trends in customer service 1.The âMâ factor 2.Customers will contact you on social media 3.Intelligent self-service tools and AI (artificial intelligence) based catboats to replace manual queries 4.Customer service reps will work from home 5.Machine learning can change the whole customer experience 6.Real-time support Approaches to Communicate with staff ï·Company can use proper tools and techniques which can be help in establishing proper communication of all these approaches. ï·Also form the particular rules and regulations according to the approach are used for customer services. ï·Crompton also communicates all approaches to the staff of the organisation with the help of different channels of communication. ï·Establishofproperstructurewhichwilldirectlycommunicatethetrendand approaches which are used by the organisation and upper level of management for customer services and their Satisfaction. References:-Javed, K., Gouriveau, R. and Zerhouni, N., 2017. State of the art and taxonomy of prognostics approaches, trends of prognostics applications and open issues towards maturityatdifferenttechnologyreadinesslevels.MechanicalSystemsandSignal Processing,94, pp.214-236. Q25 List two (2) Industry schemes, two (2) accreditation schemes and two (2) codes of conduct aimed at improving customer service? Ans. Industry schemes Accommodationratingsystem:starratingsystemwhichcoverswiderangeof accommodation and consisting of the rating from 1 to 5 stars.
Restaurant rating:whether restaurant various trading standards are apply the main standard which is important. Here they, decide one two three star of 1 to 5 hearts depending on the level of food served by the restaurant. Accreditation schemes Formulation of guide: It is an important part in which can blocked by the organisation where it can formulate different type of guides to provide information about the organisation feature and policies to its customers. Set the standards: Set the standards related to quality of food within the hospitality industry for increasing the customer satisfaction as well as providing health and safety environment. Codes of conduct ï·There must be confidentiality within the organisation where The Identity of the customer and information provided will not be shared to unknown and unnecessary persons. ï·Company also ensures accountability within the organization. References:-Giacomarra, M., Galati, A., Crescimanno, M. and Tinervia, S., 2016. The integration of quality and safety concerns in the wine industry: the role of third-party voluntary certifications.Journal of cleaner production,112, pp.267-274. Q27 Discuss the objectives, components and comprehensive details of consumer protection laws in relation to customer service and the businesses responsibilities, in particular: Ans. âąNominating and charging cancellationfees: According to legal requirements there are some laws which state the calculation of cancellation fees. These law state that for an early cancellation is valid where it must be genuine deflection to the reasonable cost the company has suffered because of the cancellation. âąProvidinginformationonpotentialpriceincreases:theorganizationtoinform customersabout the increase of potentialpricesaswell as the reason behind increment. âąProviding refunds: There are also provision regarding refund and the business associations due to noncompliance of different activities for providing the services to customer.
âąSupplying products as described or substituting suitable products when unable: There are also legal provisions which facilitate the customers when there is no services provided to the customer which are mentioned in contract with customer. For this organization have to provide similar and substitute services to the customers for satisfying their needs. References:-Amos, N., Sullivan, R. and van de Weerd, H., 2019. The Business Benchmark on Farm Animal Welfare Methodology Report 2018.Available at SSRN 3349679.
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Common, R., Flynn, N. and Mellon, E., 2016.Managing public services: Competition and decentralization. Elsevier.) Holtom, B.C. and Burch, T.C., 2016. A model of turnover-based disruption in customer services.Human Resource Management Review,26(1), pp.25-36 Martin,C.L.,2016.Retrospective:compatibilitymanagement:customer-to-customer relationships in service environments.Journal of Services Marketing