Our 10 Favorite Customer Service Tips from 10 Years in Business!

Reading time:

Celebrating Ruby's 10 years in business

We’re celebrating Ruby Receptionists’ 10th birthday this month! In those ten years, we’ve perfected the art of customer service and created a culture of WOW-worthy customer experiences.

Today, we’re counting down the top ten tips we’ve learned over the years so that you can set your business apart, too!

10. Smile! This may be the easiest tip to implement immediately — and can make a huge difference in your business. How? It’s not just in-person visitors that benefit from a cheerful grin; callers can hear it in your voice! And according to research, a simple smile can instantly boost your mood, too!

9. Send a handwritten card. A thoughtful note or surprise gift is a fantastic way to brighten your customers’ days and let them know you’re grateful for them.

8. Be positively positive. There’s power in positive language. Phrases like “I’d be happy to” and “Gladly” infuse warmth and enthusiasm into every interaction.

7. Watch your tone. Moms of the world got it right; a tactful tone of voice can affect  how customers receive your words, and ultimately, how they see your business. Matching your customers’ pitch and adding a melodic rhythm will have your customers singing your praises!

6. Be increasingly bold in your promises — and over-deliver. Set the bar high for your clients, and they’ll be impressed from the start. Deliver more than your audacious promise? You’ll hear your customers say, “Wow!” and they’ll tell their friends!

5. Know what you stand for (and surround yourself with people who feel the same way). At Ruby, we stand for five Core Values: Foster Happiness, Create Community, Practice WOWism, Innovate, and Grow. We look for folks who are as passionate about these values as we are — and know that we may sacrifice experience for the right fit. The level of customer service at your business is a combination of hiring the right people, and giving them the tools and training to (over)deliver on your promises.

4. Incent, Inspire, and Empower employees. Make WOW-worthy customer experiences legendary by sharing stories. Organize fun incentive campaigns to get people even more excited about offering great service. And empower your staff to make judgment calls, get involved, and go above and beyond for your customers.

3. Make stellar first impressions. The first few seconds are crucial to how customers view your business. Whether you’re crafting a great telephone greeting or welcoming visitors to your office, make sure those first moments are warm, friendly, and memorable.

2. Give them what they don’t even know they want. You don’t need to be psychic to anticipate your customers’ needs; simply listen for the signs. In person, non-verbal cues can speak loudly. For example, a furrowed brow may indicate your customer is upset or confused. On the phone, a sigh or hesitation may mean reluctance and prompt you to offer an alternative solution. You can even stock your office and conference rooms to show that you care about your customers and are always looking out for them.

1. Create meaningful connections. In an increasingly technology-focused, virtual world, human connections are in short supply. Get to know your clients on a personal level, and you’ll see the effects on your bottom line!

Thank you to all those who have made the last ten years an amazing experience for all us Rubys!

Additional reads you may find interesting...

View All
Title card: Creativity, connections, and client relationships—with Nathan Wilson, The Narrative
Small Business Tips

Creativity, connections, and client relationships—with Nathan Wilson of The Narrative

Illustration of a woman with a lovely voice speaking

How to make your voice sound better

Ruby customer feature series title card: Rebecca Flanagan, Flanagan Legal Services
Customer Feature

Ruby customer feature: Rebecca Flanagan, Flanagan Legal Services

Business handshake: close-up part of two young women shaking hands and smiling while sitting at business meeting with their coworkers
Small Business Tips

Coopetition: how to grow your business by partnering with a competitor

Headsets hangs on powered-off computers in an empty office
Small Business Tips

Worker shortage explained: what 2021’s workforce issues mean for your business

A traffic light sign is nearly submerged by a massive flood—one example of the extreme weather events caused by climate change.
Small Business Tips

Getting real about climate change

Man makes notes in a notebook on a table with a phone
Small Business Tips

What you lose when you send every call to voicemail

An illustration of a phone ringing next to a magnifying glass that reveals text: "Ruby calling…"
Receptionist Tips

Receptionist secrets revealed: 5 tricks to grow your business by wowing your customers

A group of professionals sit in a well-lit office watching a man in a hoodie present and point to a whiteboard
Small Business Tips

How IT answering services help you engage & retain customers

Collage of people on phones with title: Real receptionists. Unreal results. Build lasting loyalty with Ruby.
About Ruby

Getting started with Ruby: what to expect

Female-presenting freelancer wearing elegant sweater and round earrings working in front of open laptop, sitting in cozy home office interior, drinking coffee, browsing websites
Small Business Tips

Does your business really need a website? 6 myths about your online presence

An illustration showing that people who call translate into money for a business, while people who visit a website are left without a next step, and bounce to competitors' websites
Small Business Tips

You don’t leave your callers hanging. But what about your website visitors?

Collage of group of young people over colorful vintage isolated background smiling doing phone gesture with hand and fingers, pantomiming talking on the telephone.
Receptionist Tips

The power of answering the phone in one ring

Ruby logo + Clio logo
Legal Practice Tips

Ruby + Clio = happier clients + more billable hours

Small Business Tips

You don’t have to be the “everything business.”

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up
Sales Support

Already a Ruby customer?

Let’s get started.

Ready to turn more callers into customers?

Missed connections translate to lost revenue. With Ruby, you have a partner in gaining and retaining customers. Plus, we’re so confident you’ll love our service, we offer a 21 day money-back guarantee*.

*Ruby is delighted to offer a money-back guarantee to first time users of both our virtual receptionist service and our chat service. To cancel your service and obtain a full refund for the cancelled service (less any multi-service discount), please notify us of the service you wish to cancel either within 21 days of your purchase of that service or before your usage exceeds 500 receptionist minutes/50 billable chats, as applicable, whichever occurs sooner.

Legal_Final

The Secret to Successful Law Firms

The inside scoop on Clio’s latest legal trends report.

Phone Thumbnail 2

10 Questions to Ask a Virtual Reception Provider

Ask the right questions and rate virtual reception services with our handy guide and scorecard!