How to Create Customer Service Policies for Your Business in 7 Steps (+Free Template)

When businesses strategize their customer service measures, their core goal is to align with customer expectations and establish precise procedures and policies that facilitate this objective. These written policies act as guidelines for employees, outlining company expectations and providing a framework for handling diverse situations. Developing a comprehensive understanding of customer service policies and mastering the art of creating effective ones can significantly contribute to managing customer relationships and efficiently resolving conflicts. 

This article aims to shed light on the concept of customer service policies by offering a step-by-step approach to crafting successful policies. Additionally, it emphasizes the benefits of implementing robust policies within your organization.

What Are Customer Service Policies? (Definition)

Customer service policies are documented sets of guidelines that provide employees with clear instructions on how to handle different situations. These policies can include instructions on how to address frequently asked customer questions or the steps to follow when resolving a complaint. By establishing a standardized approach to customer service interactions, your team can consistently deliver excellent support to all customers while upholding the values of your organization.

A customer service policy (CSP) typically covers the brand's mission, excellence standards, and how their initiatives strive to meet or surpass those standards.

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Customer service policies provide a comprehensive overview of the services available (or unavailable) to customers. They also establish the guidelines and exceptions to these policies as determined by the company.

Regarding specific details, customer service policies typically include information about the actual procedures and workflows followed by the customer service team. For example, they may provide a detailed description of the step-by-step process for handling returns and exchanges.

Customer service policies are primarily created for internal use, but they can also be repurposed to keep customers engaged and informed. While each version may differ in various ways, the ultimate goal is to showcase the brand's intentions and strategies for delivering excellent customer service.

Benefits of Customer Service Policies

Provide Clear Direction for Your Objectives

In your organization's customer service goals, you may have objectives such as resolving customer issues promptly or delivering friendly and empathetic service.

A customer service policy serves as a link between these overarching goals and the specific actions your employees should take. With a policy in place, there is no ambiguity regarding what "resolving issues quickly" entails, whether it means responding to a customer within an hour or a week — it is clearly defined within the policy.

Ensure Consistent Communication Among All Employees

By implementing a customer service policy, you can ensure that all employees are on the same page. This is especially crucial as more teams transition to remote work. In fact, 65% of customer service leaders express their intention to adopt remote or hybrid operating models in the future.

Motivate Your Team to Deliver Exceptional Customer Service

When employees have clear instructions on what is expected of them, they are less likely to take shortcuts. Disagreements about what constitutes great customer service are eliminated. Moreover, making your customer service policy publicly available allows customers to know what to expect, such as information on return policies or guaranteed items.

What You Should Include in Your Customer Service Policies?

Define the Mission of Customer Service

In this section, you will clearly express your commitment to ensuring customer satisfaction and success. You can include details about any guarantees you offer to customers and define what exceptional customer service means to your team.

To take it a step further, you can also align your customer service mission statement with your overall company vision and mission. By doing so, you can illustrate how your strategic and unified approach to customer service brings both your customers and company closer to achieving their respective goals.

Customer Service Procedures, Protocols, and Workflows

When it comes to delivering exceptional service, it is crucial to establish clear step-by-step processes that can be followed by both your team and customers.

For your internal documentation, provide detailed instructions for customer intake, assessment, service provision, and follow-up. While not as comprehensive as standard operating procedures, these instructions should offer the necessary guidance. Additionally, explain decision-making policies, protocols, and provide instructions for the compliant use of technology and customer data.

In your customer-facing documentation, shed light on the behind-the-scenes processes that customers may not be aware of. Present this information in a way that is easy to understand, alleviating any potential frustrations and fostering trust in your company.

Establish Industry-Specific Benchmarks

To gain a competitive advantage, it is crucial to set benchmarks within your customer service policy. These benchmarks serve as performance standards that allow your support team to identify areas for improvement and strive to meet these set standards. Moreover, setting these benchmarks enables you to establish clear customer expectations and ensure that your services meet or exceed industry standards. By setting industry-specific benchmarks, you can stay ahead of the competition and continuously enhance your customer service.

Customer Service Training

Teach your team to understand and resolve customer issues through clear and concise communication. Emphasize the significance of customer retention and provide guidance on handling complaints professionally. Regularly gather feedback and monitor performance to drive continuous improvement. Leverage HelpLook for a smooth implementation of your customer service policies.

7 Steps for Establishing a Successful Customer Service Policy

1. Customer Service Alignment: A Visionary Approach

At this point, we understand the importance of viewing customer service not as a burden, but as a chance to support our customers and drive our organization towards its objectives.

It is essential that this mindset is evident in your customer service policy.

To begin, you must determine the value that your customer service initiatives contribute to your customers' overall interactions with your brand.

2. Assess the Strengths & Weaknesses of Your Current Customer Service

Before embarking on any changes, it is crucial to reflect on and evaluate the current state of your customer service.

Take the time to analyze the responsiveness of your customer service team and their ability to meet your customer service objectives. Identify any obstacles or challenges they face during customer interactions and problem resolution.

The most effective way to assess your customer service is by asking pertinent questions, such as:

• Are there any deficiencies in your customer service system?

• Are you falling short of established benchmarks, or have you set unrealistic expectations that are difficult for your team to fulfill?
• Does your team possess the necessary skills to adapt to the evolving needs of customers?

By asking these types of questions, you can gain valuable insights and obtain a clear understanding of your current customer service performance, as well as insights for future improvements.

3. Set Goals for Effective Customer Service

Set specific goals for your future customer service initiatives before writing your Customer Service Policy (CSP). Assess performance objectives, prioritize qualitative aspects, and align goals with overall business objectives. These goals will shape the language and content of your CSP.

4. Value Relationships and Prioritize Customer Satisfaction

While it is important to set goals for your customer service team, it is even more crucial not to let these goals hinder achieving optimal customer satisfaction.

For instance, if a customer call is abruptly ended without fully resolving the issue just to meet a call time goal, you may have favorable numbers, but you risk losing a valuable customer. Instead, the approach should be focused on ensuring the customer leaves satisfied, even if it takes longer than expected to address the problem.

Remember that goals should not be rigid. It is possible to find a balance where you can address issues promptly while prioritizing customer relationships. If you ever have to make a choice between resolving a problem quickly or taking the time to build a lasting relationship, always choose the latter.

Your customer service policy should address these details and clearly communicate to agents that you prioritize customer relationships above all else.

5. Choose the Right Tool for Your Customer Service Policy 

Creating a comprehensive customer service policy can be challenging if all company policies are consolidated on a single page. To address this issue, it is crucial to invest in a knowledge base tool that can help create a dedicated knowledge base for customer support representatives and a public repository for customers.

For example, HelpLook, a documentation expert, has implemented knowledge bases for their support team to access information about product features and common questions more effectively. They have also created a public knowledge repository that allows customers to browse articles or search for specific information.

By investing in a suitable knowledge base tool, you can ensure that both your support team and customers can easily find the information they need, resulting in a smoother customer experience. If your current knowledge base software does not meet these criteria, it may be worth considering alternative options.

6. Continuously Update Your Customer Service Policy 

It is crucial to keep your customer service policy up to date to meet evolving customer expectations, industry standards, and internal company changes.

Having a static policy that doesn't reflect ongoing changes can be detrimental, as your agents may stick to outdated methods during customer interactions.

What if customers have shifted to a different communication channel that your agents are not familiar with? What if you have implemented new customer service tools, but your policy doesn't provide guidance on how and when to use them? What if the support process you previously followed is no longer preferred by customers?

Incorporating these changes into your policy ensures that your customer service team has the most current and relevant information at their disposal. This enables them to adopt the best approach when interacting with customers.

7. Monitor Policy Success

After implementing your customer service policy, it's essential to monitor its effectiveness.

Measure customer satisfaction using metrics like CSAT, NPS, and CLV. A high CSAT score indicates a successful policy, while consistently low scores may suggest unmet customer expectations.

Assess customer loyalty through NPS, identifying promoters, detractors, and passive customers. If detractors and passives outnumber promoters, address policy flaws promptly.

Customer Service Policy Template

Download the provided template to create your own customer service policy. Keep in mind the following key points when customizing the policy to fit your company:

Introduction

Clearly state the purpose and key objectives of your customer service policy.

Customer Service Goals

Define the specific goals you aim to achieve in your customer service efforts, such as prompt and helpful responses to customer inquiries, resolving complaints effectively, or delivering a positive and memorable customer experience.

Customer Service Expectations

Outline the desired behaviors and interactions for both employees and customers, including using a friendly and professional tone, actively listening to customer needs and concerns, and upholding customer information confidentiality.

Procedures

Detail the procedures to be followed in various customer service situations, such as handling complaints, escalating issues to higher levels of support, or managing customer feedback.

Communication

Describe how the customer service policy will be effectively communicated to both employees and customers. Explain how it will be consistently followed and monitored to ensure adherence.

Review and Update

Establish a process for regularly reviewing and updating the customer service policy to ensure its ongoing relevance and effectiveness.

Use this template as a starting point to develop a customer service policy that aligns with your company's values and customer service objectives.

Delight Customers and Foster Lasting Relationships with Customer-Oriented Policies

Your customer service policies are vital in shaping your brand identity and reflecting your values. To create effective policies, it's crucial to understand your customers' expectations and address their concerns. Evaluate your current customer service process to identify areas for improvement.

Once you have gathered the necessary insights, establish standardized guidelines for your customer service team. Set clear benchmarks and communicate the dos and don'ts for handling different scenarios. Ensure that your policy equips your support team with effective approaches to address customer complaints.

Regularly evaluate the performance of your customer service policy to measure its impact and identify areas for refinement. Stay updated with the latest industry trends, emerging technologies, and evolving customer needs to continuously adapt and improve your policy.

By developing a thoughtful customer service policy, you can create delightful experiences that foster long-term customer loyalty. We hope that HelpLook will assist you in creating an efficient customer service policy that is easily followed by both your customers and support representatives. Start your free trial here!