Resources > How To Improve Your Customer Service Processes Using Visualizations

How To Improve Your Customer Service Processes Using Visualizations

Updated on: 28 November 2022 | 7 min read
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To any business, customer service is a crucial element; especially since how you treat your customers will decide how they perceive your brand. Lack of proper customer service will result in unsatisfied customers who will leave you for your competitors.

The best way to boost your sales performance and grow your business is to improve your customer service processes and your customer support team.

In this post, we’ll discuss how you can use flowcharts to improve your company’s customer service capabilities.

How to Improve Customer Service Using Flowcharts

A flowchart is a visual tool that is used to graphically outline the flow of steps in a process. While a single flowchart can convey pages of text, it’s easier to understand and follow.

This is why it’s an ideal tool to use when improving your customer services processes and helping the customer support team perform better.

Identify Inefficient Support Processes

When assessing a process for its efficiency, you need to take into consideration the individual process steps and the roles responsible for carrying them out. While a flowchart illustrates the sequence of a process, by adding swimlanes to it, you can highlight the employees or the departments responsible for each step.

With the support of the flowchart and a competent team, you can quickly identify the bottlenecks and the inefficient steps in your support processes.

Tip: When documenting processes, use flowcharts to describe processes. This helps with standardizing the processes in an organization. They can also be used as training material.

Find Solutions for Customer Issues

The main responsibility of a customer support agent is solving the issues customers are facing. You can use a flowchart to communicate the steps the user needs to take to arrive at a solution.

In case, you are also having trouble understanding the issue faced by your customer, you can use a flowchart to analyze the issue and arrive at a solution.

Improve Communication with Customers

At times it helps to have a script to direct a conversation between a customer service agent and a customer. A flowchart can prove handy in this case as it helps to visualize the flow of the conversation you might have with a customer.

You can change the content in the flowchart to adjust it to any scenario. It can be used to train new customer support agents as well.

Understand the Customer Journey

As a customer support agent, it is essential to know the experiences the customers go through as they interact with your company.

Knowing how they interact with your product will help you understand their behavior and context. In turn, it will allow you to communicate with them easily.

Train New Customer Support Agents

Familiarizing new support agents with different support processes is an important part of their training session.

Flowcharts that outline the flow of the process steps will help them grasp how the processes work quickly. The flowcharts will also help them understand how they fit into the overall processes in the department.

Provide User Guides and Manuals in Flowchart Format

As discussed above, flowcharts help replace pages of text. As they only consist of a few basic symbols and little text, they are easier to comprehend at a glance.

As a result, they are ideal to be included in user guides and manuals provided by a company.

Common Customer Service Process Mistakes

  • Lack of clear procedures: Without clear procedures in place, customer service representatives may not know how to handle certain situations. Make sure to develop clear procedures for handling customer inquiries, complaints, and feedback.

  • Inconsistent responses: Inconsistency in responses can lead to confusion and frustration for customers. Make sure to train your team on consistent responses to common customer inquiries and complaints.

  • Ignoring customer feedback: Customer feedback can provide valuable insights into how to improve your customer service process. Make sure to actively seek feedback, listen to it, and use it to improve your process.

  • Inefficient use of technology: Technology can streamline the customer service process, but if not used efficiently, it can lead to frustration for customers. Make sure to train your team on how to use your customer service technology effectively.

  • Lack of customer service metrics: Without metrics, it can be difficult to measure the success of your customer service process. Make sure to track metrics such as response time, resolution time, and customer satisfaction.

  • Poor escalation procedures: When issues cannot be resolved at the frontline level, escalation procedures should be in place to ensure the customer’s issue is resolved quickly and effectively. Make sure to have clear escalation procedures in place.

  • Not closing the loop: After an issue has been resolved, it’s important to follow up with the customer to ensure their issue has been resolved to their satisfaction. Make sure to close the loop with customers to build trust and loyalty.

What Other Ways Do You Use Flowcharts to Improve Customer Service?

In this article, we have covered how to improve customer services using a simple tool like a flowchart. It will help standardize and improve your customer support processes, reduce the time it would take to solve customer issues and help train employees.

How do you incorporate flowcharts or other visual techniques like mind maps, infographics etc. to improve your customer service processes? Do let us know in the comment section below.

And if you are struggling with improving your sales processes, don’t forget to check out our guide to optimizing sales processes.

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FAQs on Customer Service Processes

What is a customer service process?

A customer service process is a set of procedures and workflows that an organization uses to handle customer inquiries, complaints, and feedback. The process typically involves multiple steps, from initial contact with the customer to final resolution of the issue.

  • Initial contact: The customer contacts the organization with an inquiry, complaint, or feedback.

  • Triage: The customer service representative assesses the nature and urgency of the issue and determines the appropriate response.

  • Investigation: The customer service representative gathers information and investigates the issue to identify the root cause.

  • Resolution: The customer service representative proposes a solution to the customer and works to resolve the issue to the customer’s satisfaction.

  • Follow-up: The customer service representative follows up with the customer to ensure that the issue has been resolved to their satisfaction and that they are satisfied with the outcome.

Why does an organization need a customer service process?
  • A well-designed customer service process can help ensure that customers receive timely and effective support, leading to increased satisfaction and loyalty.

  • Good customer service process is essential to prevent negative customer experiences and build a positive reputation for the organization.

  • In a crowded marketplace, exceptional customer service can help an organization stand out from its competitors and attract new customers.

  • By resolving issues quickly and effectively, an organization can reduce the number of repeat inquiries and complaints, leading to lower support costs.

  • It helps an organization collect valuable feedback from customers, which can be used to improve products, services, and the overall customer experience.

How to design a good customer service process?
  • Start by identifying the specific needs and expectations of your customers to design a process that is tailored to their needs and ensures their satisfaction.

  • Establish clear goals for your customer service process, such as response time, resolution time, and customer satisfaction. These goals will help you measure the success of your process and identify areas for improvement.

  • Develop standard procedures for handling common customer inquiries and complaints. These procedures should be easy to follow and ensure consistency in responses.

  • Train your customer service team on the customer service process and standard procedures to ensure that they are equipped to handle inquiries and complaints effectively and provide excellent customer service.

  • Implement technology to streamline the customer service process, such as a customer service ticketing system or a knowledge base. This will help ensure that customer inquiries are handled in a timely and efficient manner.

  • Continuously monitor the customer service process and track key metrics such as response time, resolution time, and customer satisfaction. Use this data to identify areas for improvement and make necessary changes to the process.


Amanda Athuraliya
Amanda Athuraliya Communications Specialist

Amanda Athuraliya is the communication specialist/content writer at Creately, online diagramming and collaboration tool. She is an avid reader, a budding writer and a passionate researcher who loves to write about all kinds of topics.

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