Are you measuring your client retention rates? Do you trust your team will build good relationships with your clients? A lot of agency owners focus on making the sale but neglect customer service. Today’s guest will talk about why you may be losing clients and why it's important to have someone dedicated to client success.

Khushbu Doshi is a customer service specialist with a passion for strategizing, making realistic actions plans, and following up on their implementation to get real results for agencies. She leads the customer service and sales division at E2M Solutions, a full-service white label partner that helps agencies scale their business.

In this episode, we’ll discuss:

What works when it comes to improving your retention rates.
Effective agency-client communication.
How you should structure your customer service.

Closing the Gap Between Sales Promises And Customer Service Reality

Agency owners commonly focus on signing the deal and ringing the bell when they finally get that client. As important that is, you definitely don’t want to drop the ball when it comes to following through in customer service. If you do, you’ll end up losing clients and wondering why you have a high turnover rate.

Why is this so common? As a customer service specialist, Khushbu believes many agencies rely too much on the newest tools and miss the human-oriented approach. In a world of modernization, we all lean on technology to do things for us. This can be great for freeing up more time to focus on the things you do best. However, when it comes to customer service, it can lead to paying less attention to new customers and turning your attention to getting new sales.

It’s common to see a discrepancy between the possibilities that agencies present to customers during the sales process and what actually ends up happening. To begin bridging the gap, we should focus on the fact that the values you show on that first call with the client should be consistent in their journey with your agency. This is the only way to really earn their trust.

Managing Client Expectations After the Sale is Made

We’re not saying you shouldn’t try to improve sales or use new technological tools available to improve operations. However, once the deal is closed and you have a new client, make sure all the promises made during the sale are actually met. If you promise the client they’ll have tons of communication and feedback calls and then you don’t really do that, you’re already starting on the wrong foot.

Clients may be very skeptical at the start of the relationship and may even start to question the decision to work together. They need to feel reassured that you're a trusted partner who looks out for them and their interests.

Think of it this way, if you don't communicate it -- as far as the client is concerned, it didn't happen. Take immediate action whenever is required and immediately act once the client expresses concern or raises a red flag. Make sure that their journey with your team is seamless.

Structure the different stages of your agency sales process. Once a client gets to a new stage, introduce them to the team members they are going to be working with, rather than just having a salesperson just disappear. That same salesperson can be the one to explain from now on, they will be working and communicating with a different team. Also, as part of the onboarding process, define the process and roles within the agency. Let clients know who on the team is responsible for each part of the process so they know who to turn to when they have a question.

How Often Should We Communicate With Clients?

This will obviously change depending on the stage of the client’s process with your agency. In the beginning, clients need more frequent communication until they trust your methods and see results. Khushbu says her clients start with weekly meetings with the customer service team to ensure a seamless journey.

This allows her team to meet clients’ expectations and learn about their concerns as they move through the first stages. Apart from the weekly calls, she underscores the importance of letting clients know exactly what the team is doing. They should know the research they are doing, the number of team members working on it, something new added to the pipeline, and the time dedicated to these details.

Additionally, try to personalize communication with each client by offering alternatives and asking what they prefer (email, Slack, etc.). Remember sometimes a phone call is the best way to let your client know you are invested in the work you do for them. Nothing replaces a personal touch.

Communicating to Clients in a Monthly Newsletter

Khushbu suggests creating a monthly newsletter for clients detailing what the team has been working on that month. Rather than being skeptical about your work, they will start to trust that you know what you are doing and will be glad to have all details about the next moves.

In fact, many agency owners who started to use the monthly newsletter come back to Khushbu to tell her it has helped increase retention rates.

It’s all about attention to detail and customized communication with clients. Instead of spamming their inbox, prepare something that speaks to the specific plan and the results the team has been getting from the campaigns. They want real data and real information. When they get that, they know you are the one to trust.

Plan for Success: It’s important that you are constantly planning new things for your client and showing them what you’re planning to do. As mastermind member Deacon likes to say, “if you don’t have a plan for your client, they’re going to give you their plan, and it’ll never work.” You’ll be forced to follow their plan and then have to take the blame once it doesn’t work.

Should Agencies Have a Particular Role Around Client Success or Customer Service?

There’s certainly a need for roles focused on making the customer service experience the best it can be. We see agencies with poor retention rates that have not realized the huge gap between the picture they presented in the sales call and what they continue to present to clients afterward. A client success manager role is a must since there’s a thin line between salespeople and customer service. This is why these teams need to work closely to make sure that the experience is consistent with the client from the onboarding to the customer service and deployment.

These issues tend to create an internal battle. You may be very good at sales, but if you don’t believe that your team can deliver on what you’re promising then you’ll never get your client’s trust. You may be confident enough to sell but if you’re not confident about what will be delivered, clients will see right through that. Working on your customer service will bridge the gap between client expectations and the reality they get.

Using automation is helpful for some things and frees your time up to focus on other things. Don't focus too much on a particular template or tool when the way to take your customer service to the next level is great, personalized attention.

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