• info@taskvirtual.com
  • +1 (347) 284 6666
    8 Best Practices When You Strive To Outsource Email Support Service. Know About Email Support Outsourcing.

    8 Best Practices When You Strive To Outsource Email Support Service.

    After voice calls emails are one of the most preferred channels for customer communication. Stakeholders documented in email. and other business partners, whether B2B or B2C, prefer email as a mode of communication since things remain.

    Today email support outsourcing has become very common as most companies are outsourcing their email services to other companies. On a daily basis, checking a huge number of emails and replying to them is strenuous work. But at the same time checking emails and replying to them is very important on a daily basis, particularly for companies. For this companies are outsourcing their email services to enhance the customer service process.

    The emails sent to the customers from the company have a huge impact, building the brand image, and changing the customer’s behaviour towards the company. Research has proved that 54% of customers send emails to companies to contact their customer support team. Therefore the work of email support outsourcing is crucial for those businesses that have huge email communications on a daily basis.

    Best Practices to follow in Email Support Outsourcing

    Companies today are increasingly focusing on improving customer experience which is the reason they choose email support outsourcing. This provides the customers with professional responses along with their problems resolved. Let us look at a few practices to improve customer service.

    #1. Outsource Email Support Service Involves Proper Etiquette

    #1. Outsource Email Support Service Involves Proper Etiquette

    As per psychologists, when you call a person by their name, they immediately feel more attached and cared for. It also means that you already know their problem area, and consider them to be a priority for your business. At the same time, customers also understand that you have mailed them to resolve their problems. They can perform well in query handling, technical support, taking feedback on products and services, eCommerce email management and improving response time on frequently asked questions.

    The easiest and best way to make customers happy is to reply to emails as soon as possible, mentioning their names. This shows a positive attitude and a professional approach. The email should always start with a greeting, and end with the name of the sender, instead of the company’s name. Putting the company’s name will make it obvious that the reply is sent from some other company and not the core company. In some situations, if the core company permits, you can mention the name of the main organization at the end.

    #2. Call Center Customer Support Needs Empathizing, Customer Email Inbox Management

    #2. Call Center Customer Support Needs Empathizing, Customer Email Inbox Management

    The best possible way to make your customers feel good is to empathize with them. Once you communicate to your customer that they are important to you and that you care about their opinion, they will immediately feel a positive image for the brand.

    Speaking in a good manner is considered as good manners. To build the brand and maintain its presence in the long run, good customer support is very essential.

    #3. Email Support Outsourcing Accepts Feedback

    If your customers provide any feedback regarding your services, learn to accept them immediately and make necessary changes. Feedbacks are often suggestions for improvements made by the customer, which must be acknowledged. It has been found in history that companies who are open to feedback and change, have a good image and reputation in the email marketing field. A company always needs progression and improvement to reach the next level. Accepting feedback and understanding the problem from the customer’s point of view will surely take customer service to next level.

    #4. Brand Identity Is Essential

    The outsourced company working as customer support agents should remember and prioritize the company they are working for and must be honest with the brand values while replying to the customers’ emails. Communication should be such that upholds the brand image and reputation in the market. Though a customer might place any complaint against the brand, that should be replied to in a positive manner.

    #5. Personalized Email, Live Chat, Voice Support,

    Customers always prefer emails where they feel personally cared for and noticed. There are various ways of adding a personal touch to the mail such as mentioning the name of the customer before writing mail and directly mentioning their problems and the solution for the same. Mentioning some details that are solely exclusive to them. Automated generic emails have a generalized approach and should be avoided. The sole priority of email support is to establish a close bond with the customers and make customers feel valued.

    #6. Email Response Should Be Fast, Multilingual Email Support, etc

    Customers expect a prompt response from customer service. After all, they take the pain of sending mail to the customer service department expecting some prompt response that can solve the problem.

    If not addressing and resolving the problem promptly, as many problems require introspection of the issue, at least respond that their problem is being looked after and you will quickly return and resolve their problem.

    #7. Improve Customer Support Services, Know Call Center Outsourcing

    #7. Improve Customer Support Services, Know Call Center Outsourcing

    Cross-checking customer satisfaction is very important to measure whether the customers are getting a qualitative response. Tracking performances of the employees and conducting an audit is necessary to verify whether the customer’s needs are really resolved. Companies do it by sending a survey form to the customers and asking them to rate their satisfaction level as a customer. 

    #8. Provide Solutions For Customers

    Have a problem-solving approach. Search for solutions for a problem and how to resolve it in the fastest possible way. Avoid providing any excuses for any delay that has happened. If there has been a delay in replying, accept the mistake, apologize and move on to the solution.

    Today since the competition is so fierce, customers have many options. In addition to there are customers who select some other brand if they are not satisfied. When compared to voice calls, showcasing your concern over email is a bit difficult. As none of the parties is getting to hear each other’s voices. If the above-mentioned points are rigorously followed then your brand is sure to excel in building an image with a good and responsive back-end support team. 

    Why Task Virtual is the Best Company to Outsource Email Support?

    try our free trial virtual assistant services

    You can outsource your email support to Task Virtual. We’re one of the fastest-growing VA companies offering email support to many businesses worldwide. From email server setup to email marketing campaigns to report generation, we are experts in helping any businesses thrive in the market.

    Siddhartha Basu

    Siddhartha Basu is a Technical Writer at Task Virtual. He loves online games, e-book reading, and Yoga.