top of page

A New Approach To Best-In-Class Customer Service Outsourcing: 10 Strategies to Consider

Updated: Jun 12

Discover the three keys to break-through customer experience in a Contact Center

customer service agent smiling with headset on

Great customer service is the old standard. For businesses to survive––and thrive––in today’s business world, they must adopt forward-thinking approaches that run deeper than the "customer is always right” cliché. 

Today’s business landscape is dynamic and fast-paced, and consumer expectations are constantly changing. The pursuit of excellence in customer service is not just a goal for serious-minded businesses, but a key requirement for success

In this article, we highlight the secrets to outstanding customer service from a Contact Center––exploring 10 proven strategies that have become the cornerstone for excellence. But first, let’s explore what best-in-class customer service is and how it differs from traditional customer service.

Best-in-class customer service serves the consumer, the agent and the client

In a nutshell, best-in-class customer service transforms a simple transaction into a memorable experience. This requires satisfying not just the consumer but the other two elements that form the three pillars of a 360-customer service experience––the customer service agents as well as the client. Now, let's take a deeper look at the definition. 

Best-in-class customer service (at a glance)

The secret is serving all three masters of breakthrough customer service. When one is missing, the experience is compromised. First, the Contact Center must deliver the brand voice for the client with deep product and cultural knowledge. Second, it must foster a truly engaging people-first culture. Happy customer service agents equal strong customer service.  Third, the consumer on the phone is king. The goal is not only to solve their problems but to make every second on the phone a rewarding experience.

When customer service combines with superior knowledge of the business and an agent's expertise to address individual customer needs in the brand voice, that's the epitome of best-in-class customer service. 

There are several components that work together to ensure this exceptional level of support, including advanced personalization and fast response times through various channels. Others include empowering the workforce, emphasizing continuous improvement, fostering a customer-centric culture, and leveraging technology for efficiency. 

At the heart of best-in-class customer service is the deployment of KPIs that help to guarantee consistent deliverables. This creates a culture in which excellent customer service exceeds industry standards and consistently delivers outstanding experiences, effectively setting it apart from traditional customer service.

The steps and strategies that shape the creation of best-in-class customer service are further discussed in the following list.

1. Personalize customer experiences beyond expectations

Effective customer service revolves around dynamic, hyper-personalized experiences that go beyond expectations. In a Contact Center that may include robust, skill-based call routing to ensure calls are matched with agents best qualified to deliver that WOW service.  Tailoring services to individual needs builds personalized experiences and creates a sense of connection and loyalty with customers, and this has an enormous impact on customer satisfaction.  Your CRM must capture shopping and communication preferences for future engagement. In fact, a recent Mckinsey study, showed that 71% of all consumers expect this level of personalization. Example: Product recommendations that are based on the consumer’s data are a good example of personalized customer experience. 

2. Use technology as a hybrid layer to enable consumer intimacy

In the pursuit of best-in-class service, seamless technology integration is an essential component. Breakthrough customer service still requires a human touch, but when technology is purpose-driven to enable stronger personalization, magic happens.

A laptop with lines of code on its screen

The key is not the adoption of modern technology but going beyond that to integrate it strategically. Technology should be a strategic enabler for a more personalized, efficient, and responsive person-to-person experience.  Historically, technology has disrupted every industry including Contact Centers.  Years ago, pundits suggested IVR’s would replace humans, but the person-to-person connection was and still is essential to creating best-in-class customer experience.  Similarly, today, the human connection is key, but Contact Centers must use call notes, knowledge bases, including AI predictive tools, and other technology in a hybrid manner to connect in a more personal way and remove friction.

The ability to deploy modern tools individually using the Client’s systems instead of a pre-determined platform is another advantage that boutique customer service providers may offer versus larger Contact Center companies Key Takeaway: Prioritize human interaction and layer technology that enables it.

3. Empower your customer service team with continuous learning

Happy and engaged customer service Agents are better Agents.  Period!  Another key cornerstone in the pursuit of best-in-class customer service is the empowerment of your service team. An excellent team of customer service representatives would not just resolve issues but also do so with authority, knowledge, and the ability to make decisions that exceed customer expectations.

Empowered teams are the backbone of exemplary service. This is why it's vital to have a well-trained and ever-improving team not only as a testament to a company's commitment but also as a fundamental strategy for delivering superior service. Constant improvement should always be top of mind. 

The best customer service providers invest in ongoing training, foster a culture of empowerment, and encourage their service teams to become proactive forces in ensuring customer satisfaction. Empowerment isn't just a buzzword—it's a catalyst for creating memorable customer experiences.

The ability to adapt customized adult-learning development programs versus commoditized training is a key aspect to a successful customer service Contact Center.  Boutique customer service providers  may be more likely to offer this customized approach to Training & Development..   In your Contact Center, this can include AI- driven predictive analysis, live call monitoring/feedback and gamification.

Example: Setting aside a yearly budget for continuous improvement of staff will keep customer service agents ahead of the curve.

4. Enshrine transparent communication in your approach

There is communication, and there is honest, transparent communication. The latter is an underrated aspect of building a team of representatives who are also leaders. A service environment where honest communication is the watchword will not only resolve issues but also establish an unshakeable foundation of trust with customers.

Best-in-class customer service prioritizes openness and turns challenges into opportunities to strengthen the bond with the consumer AND the client. In the pursuit of best-in-class service, transparent communication isn't just a practice, but the cornerstone of trust and a basic building block of providing service to any leading brand.. 

Again, the nimbleness of boutique providers makes them better at implementing this principle than their bigger counterparts. 

5. Use metrics to gauge and improve your output

watching a man presenting on a whiteboard

In the quest for best-in-class customer service, the meticulous measurement of success through key performance indicators (KPIs) and meaningful metrics is an absolute must. Every interaction must essentially contribute to a measurable, positive impact on customer satisfaction.

The significance of tracking and analyzing essential metrics to gauge customer service success is evident in the consistency of excellence that such a system breeds. Setting and achieving measurable service goals helps ‌shape strategies based on tangible data.

Understanding and implementing impactful metrics is the compass that guides continuous improvement. Implementing meaningful metrics helps to ensure that service standards are constantly improved through data-driven decision-making.

6. Always adopt a customer-centric approach

When it comes to best-in-class customer service, the foundational strategy is clear: customer-centricity. 

The key goal is to ensure that every interaction is personal rather than transactional, both for the customer as well as the agent. 

Boutique providers particularly exemplify this strategy better than commoditized, large players as their flexibility allows them to effectively implement and maintain a customer-centric approach.

This approach entails listening actively, responding proactively, and transforming transactions into relationships. Every call is an opportunity to develop a relationship for your brand.  Without this deep personalization and connection, customer service is essentially a bland, almost robotic routine that leaves both the customer and the agent frustrated and reflecting negatively on the client.

Example: Collating and analyzing customer data can help businesses understand buying behavior, interests, and engagement.

7. Be proactive in solving problems 

Best-in-class customer service processes are designed to identify and resolve issues before they escalate. This proactive problem resolution is a principle that creates an environment of seamless and hassle-free customer experiences.

Maintaining a simple and clearly defined escalation policy is required, but at the same time, a culture of first-call resolution is key for efficiency.  Identifying and addressing issues proactively does not happen by itself. It takes intentional dedication, and the deployment of a team of agents who anticipate consumer questions and are trained to turn potential challenges into opportunities to showcase their commitment to customer satisfaction.

Example: Crafting and constantly revising a robust and dynamic FAQs list helps to provide answers to some of the questions customers would otherwise be calling or emailing to ask.

8. Build a supportive ecosystem through community engagement

{Diverse group of customer agents smiling at the camera}

Because customers are people and businesses are a core part of every community, customer service must reflect cultural integration and awareness. This is largely built through diversity as this provides the ability to shift from English to native language “on the fly”, providing even more comfort and a sense of togetherness to consumers. 

Approaching customer service not just as a problem-solving interface between companies and their customers—but also as a reflection of the community—is how best-in-class customer service fosters loyalty and a sense of belonging.

Key Takeaway: Your customer service Agents must reflect the community you serve and provide a bilingual edge that helps consumers feel more at ease.

9. Invest in continuous improvement

An unyielding commitment to continuous improvement is one of the elements of best-in-class customer service outsourcing.

Excellence is regarded as a perpetual evolution, and continually adapting to exceed customer expectations is a core foundation for achieving customer service excellence. Best-in-class customer service imbibes a culture of evolution, where each interaction refines and elevates service standards.

The journey is just as valuable as the destination in best-in-class service provision, and this can only be achieved by fostering a culture of learning and continuous improvement.

Key Takeaway:  Ensure your Contact Center is flexible enough to meet your unique requirements and has robust Training & Development (T&D) capabilities.

10. Nurture emotional connections 

Customer service is transactional by nature by emotional in execution.  In the final push for best-in-class service, nurturing emotional connections is the principle that holds it all together. When interactions go beyond mere transactions, customers naturally feel a profound emotional connection. Best-in-class customer service agents create memorable emotional impressions and turns transactions into extraordinary experiences.

The human touch is the essence of lasting connections. Best-in-class service companies, especially boutique providers, thrive on fostering emotional connections and infusing genuine care as a way of achieving customer service excellence.

Example: Making Emotional Intelligence training mandatory for all customer service agents will ensure that the ‘human touch’ is what drives all customer interactions.

Using best-in-class customer service to keep customers happy and drive business growth 

Crafting unforgettable experiences isn't just a goal, but the essence of a successful business, period. The strategies explored in this article—from customer-centricity to the human touch—outline the key components that help achieve excellence every single time.

Key Takeaway – Only you can truly define best-in-class service  isn't for your brand.  Choose a Contact Center that can adapt to your needs and provide the expertise and resources needed to elevate your customer experience. 


Get a free no cost proposal on outsourcing with
Tri Source International

Thanks for submitting!

bottom of page