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How A Business Company Can Improve Its Email Customer Support System

The email customer support of most companies is one particular area which is often overlooked, since it has been frequently observed that email queries from customers are either responded late or unanswered, and this may seriously result into customers losing their trust in the company or they may think that the customer care service of the company is not satisfactory. To improve its customer service, a company can either assign additional employees to answer the email section or outsource a service provider to do this job.

Usually, responses to customer queries require file attachment, which includes the company’s recommended solution to a customer’s complaint, and such an approach can be further improved by using screenshot templates, where the company’s response to the query is shown for a customer to understand clearly the explanation or for a customer to follow the instructions that a company recommends as its response to the customer’s inquiry.

The advanced technology of software applications and smart phones has made it possible to get email connection, such that a company can now have the capacity to respond to its customers’ emails by accessing its communication to their customers smart phone’s email apps; in this way, customer service becomes fast and convenient for customers to read their emails while they are travelling or when they are in their own homes.
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Outsourcing a service provider to do the job of answering the customers’ emails is an economically gainful investment which a company can do to improve its customer service and it is not just the cost, but the quick service of responding which can help a company satisfy, if possible, all their customers’ queries.
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In addition, a company can avail of softwares available in the market which are designed specifically for customer care service, integrating the following functions: manage, organize and respond to all customer service requests; track all customer service requests using one-click reports to address response times, unanswered emails, and all these functions can be automated. Another improved way of ensuring fast email customer support is using a software that can link a customer’s email to a specific department, such as the accounting department, where most emails queries are routed, by configuring the software system, such that when words, like “account”, “billing”, “payment”, are mentioned by the customer, his/her email communication will be immediately sent to the right department to act on his/her request.

By investing on a appropriate provider or software to integrate a 24/7 customer support system, this is where a company can optimize its email customer support service, such that customers’ requests are received on a daily basis and quick answers and solutions are also delivered to the customers within a short time frame or the company can use an apps where customers can log in, type their request or go over the FAQ in the company’s website anytime following a 24/7 customer support system.

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