Top 5 Ways To Communicate More Effectively With Customers

Updated March 16, 2023

A barber shaves a customer's neck in a barbershop with large windows. The customer wears a dark cape over his clothes. Both people are shown in profile. An empty barber chair is in the foreground.

Having excellent communication skills with customers, employees, merchants and investors is essential for the health of a business. It's a key factor in ensuring everyone has a positive experience.

In this article, we'll discuss communication with customers, ways to communicate more effectively with customers and how to improve communication with customers.

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Why is communication important?

Effectively communicating makes a positive impact on customers because it helps ensure repeat business. Communication with customers happens across a variety of positions throughout a business.

For example, in the banking field, bank tellers frequently interact with customers. A variety of different businesses offer customer service representatives who are liaisons between the company and the customer. Marketing professionals interact with a variety of audience members to help understand the demographics and needs of the companies they represent.

Additionally, store associates regularly communicate and interact with customers visiting their business. Having good communication skills must translate during the entire process, from welcoming people into the store to helping them find what they're looking for and closing the sale.

Ways to improve communication with customers

Here are ways to communicate more effectively with customers:

1. Be available

Businesses must provide customers with options to be able to reach out to them. Technology gives organizations a significant opportunity to reach customers in various ways in the digital world.

Technology also offers the ability to provide customers an easy way to connect with businesses. Different communication options are easy for customers to use, like phone calls, emails, a website instant chat feature or social media channels the business provides.

Customers may prefer a more traditional communication channel, like speaking on the phone, because it allows them to speak to a real person. If a missed phone call happens, it's important to return them promptly to ensure a positive experience.

Emails allow a business to connect and communicate with customers. It also allows a business to promote any upcoming sales. Typically, businesses should take no longer than 24 hours to respond to customers.

Social media is a common method for interacting with customers. It's an excellent opportunity for connecting with people, answering questions and offering promotions. Prospective customers also can read reviews to gauge if they want to give a company their business.

Businesses that have a chat function on their website provide the customer with the chance to ask questions and receive an immediate response. Responses can be programmed based on the most frequently asked questions for the industry, or the chat feature can have an employee interact directly with the customer.

2. Monitor first impressions

First impressions are essential when it comes to providing good customer service. A customer might define their entire experience with an organization based on their first interaction with the company. If a company wants to retain its customers, a great way to do so is by creating trust. A good first impression will help to develop a strong sense of loyalty.

By accomplishing this, an organization can help ensure a repeat customer. A happy customer will then spread the word, which is free advertising that gives a business the ability to grow.

The best way to create an excellent first impression is by hiring empathetic workers who have patience and know how to handle customers' questions and concerns effectively and promptly. The best way to monitor first impressions is by offering regular surveys to customers. Businesses can decide if their methods are successful by the feedback they receive.

3. Personalize each interaction

Customers want to have a personal relationship with the organizations they do business with. It's important when communicating with customers to have real conversations and don't offer scripted responses. Always be empathetic to a situation or problem a customer may have and use positive language to uplift your customer and leave them with a lasting positive impression of your business.

For example, if a product has sold out instead of stating it's not in stock, you could phrase it like this, "While we don't have this product at our location, it is available at another store. I can call them to save it for you or I can place an order and contact you once it arrives at our location if that is more convenient."

4. Relate to customers

Empathy is important for good communication with customers. Businesses that can relate to their customers can find ways to solve problems and provide a good experience. Customers need to understand what a business is trying to convey.

Solutions can take time and customers know that. They want a company to recognize their perspective. For example, a customer who is unhappy with a product wants you to express an understanding of their level of frustration and offer solutions to remedy their concerns.

5. Finish a conversation in a helpful manner

Final impressions are as important as first impressions. Workflows can get hectic and customer service representatives can be in a rush to finish a task, which can impact the experience for the customer who's interacting with them.

It's important to make sure that even if a resolution occurs, ask what else can happen to ensure that the conversation with the customer has concluded and that they leave happy and satisfied. For example, at the end of the conversation, ask if there is anything else they need help with, let them know they can reach out if there are any further questions. It's also important to show gratitude and thank a customer for their business.

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How to improve communication with customers

Businesses can always enhance their communication techniques to ensure customers are happy. Here are some steps for how to improve communication with customers:

1. Give employees proper training

The proper training can assist customer service teams in being more effective in managing customer service. Employees must be trained appropriately in business protocols with handling customer service.

Providing continuing professional development can expand understanding and skill level with customer service. For example, employers offer continuing training modules to help strengthen customer service skills.

2. Make quality a top priority

Businesses need to generate a team of employees who are committed to providing a quality experience with service. Businesses should adopt quality in their core values and encourage their employees to believe in quality over quantity when supporting customer services.

A quality customer encounter is much more precious than trying to handle several customers in a timely matter. For example, if a call center has a queue of calls, it's important to handle each customer with a high level of excellence than trying to get through a high call volume.

3. Engage with customers and employees

Engaging with your customers through platforms like social media can help identify subjects within your business and start conversations around concepts brought up from surveying your audience.

Customers can share thoughts and questions on websites and social media. This also allows a business to engage with its employees. Feedback allows a business the opportunity to connect and develop content that can inform its audience.

For example, if a business shares a post about a new location on their social media page, there is an opportunity they may receive questions regarding an opening date or the location address. This allows a business to create a relationship and connect with the audience by answering their questions.

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