Client Retention Strategies and Categorization for Improved Performance

Are you struggling to keep your clients happy and retain their business? How do you prepare your team to create the best client experience? In today's competitive market, delivering an exceptional client experience is paramount. Our guest today is a true master of client service, leading a team laser-focused on understanding each client's unique needs and proactively crafting tailored solutions that address their pain points head-on. Tune in to learn strategies for client retention and growth in your agency business.

Khushbu Doshi is a customer service specialist passionate about strategizing, making realistic action plans, and following up on their implementation to get real results for agencies. She leads the customer service and sales division at E2M Solutions, managing a portfolio of 200+ agency clients, and works closely with a team of 20 to ensure client satisfaction.

She’s been on the show before discussing ways to improve customer success and reduce churn. Int his episode, she’ll share insights into the importance of building trust and providing value to clients to foster long-term relationships.

In this episode, we’ll discuss:

• Strategies to building trust and efficiency.

• Understanding client needs.

• Reviving client engagement.

• The always & never exercise.

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2 Reasons Agencies Lose Clients

Client satisfaction and retention are crucial for any business and building trust through efficient service is a key way to grow your client base. In essence, there are two main reasons an agency may be losing clients:

1. Clients don’t understand the value your agency is providing, or

2. You’re bringing on the wrong agency clients.

To illustrate the impact of client satisfaction, Khushbu talks about the Delta 4 Framework, a way to rate client experiences that can be applied to products and services. Results of this framework will show your service’s efficiency, with a rating of four or above indicating that clients are unlikely to switch to a less efficient option. In the case of Uber versus traditional cabs, Uber's efficiency rating was eight, hinting that clients would rarely go back to using regular cabs.

Businesses can then keep track of their efficiency and rate themselves in terms of client satisfaction or a particular project. According to Khushbu, results from applying this framework should be met with the curiosity to find out “why” and what’s behind said results. If clients are unhappy with the service, why is that? The answers will help you define a roadmap to deal with those metrics.

Efficiency is not just about completing tasks quickly, but also about providing a seamless and effective experience for clients. When a service is efficient, clients are more likely to share it with others, leading to word-of-mouth recommendations and further growth for the business.

Understanding Client Needs and Tailoring Solutions for Success

Everyone brings a different set of expectations to the agency-customer relationship. Agencies should try to understand their clients’ pain points better. At E2M, they focus heavily on defining these pain points during the first client call and then tailor their offering to fit the solution that particular client needs.

For example, if a client lacks technical expertise, the agency can step in as a technical expert to provide the necessary support. If a client struggles with communication, the agency can act as a project manager or account manager to streamline communication processes and save the client time.

This approach is crucial in ensuring that clients save time and become more efficient, ultimately leading to a more successful and fruitful relationship between the agency and the client.

Furthermore, Khushbu highlights the importance of ongoing communication and follow-up with clients even after delivering a service. Checking in with them and ensuring the solutions provided meet clients’ needs and expectations helps the agency continue to build trust and strengthen the client relationship. It’s a proactive approach that not only helps retain clients but also establishes a reputation as a trusted and reliable partner.

Unlocking Agency Growth by Harnessing the Power of Existing Client Relationships

If you’re looking to elevate your agency's growth strategy, 70% of your success lies in your existing client base. It's all about deciphering the right metrics, tracking client health, and mastering the art of scaling relationships to ensure a seamless dance of value delivery and exceeding client expectations.

One of the main KPIs to track is the client retention ratio, which measures the percentage of clients that continue to work with the agency over time. Khushbu and her team take it a step further by categorizing clients into green, yellow, and red zones, unveiling insights that guide tailored strategies. From nurturing green advocates to championing red and yellow clients with extra attention, this personalized approach paves the way for sustained growth and client satisfaction.

Reviving Client Engagement with Success Stories & FOMO

Ever wondered how to rekindle the spark with clients who've gone MIA? It's a common fear — reaching out could lead to cancellations. Khushbu recommends approaching them with success stories, highlighting how they could be using their plan and the results they could be getting.

Try to stir that competitive spirit in them that says, “If this other client is getting these results why can’t I?” She describes it as creating FOMO around your services and the benefits they could be getting from the plan they’re already paying and it’s a way to be proactive in identifying and addressing challenges before they escalate.

Agencies must be more proactive about assessing the value they are providing to clients. Outsourced solutions may be seen as implementers or order takers, but Kushbu knows the importance of taking care of clients in a strategic way. By asking questions like "Are we delivering value?" and "What are the results we are actually delivering?" agencies can stay ahead of potential problems and ensure that they are meeting their clients' expectations.

Using ‘Always and Never’ to Train Your Agency Team to Deliver Exceptional Service

For Khushbu's team, client satisfaction is at the core of everything they do. But how do you ensure that your team is consistently delivering exceptional service? She has a few exercises up her sleeve that are game-changers.

One of her favorites is the "always and never" exercise – a simple yet powerful way to get everyone on the same page. Team members list out the things they always want clients to say about their service and the things they never want to hear. This exercise helps team members understand what clients expect from them and how they can work together to deliver exceptional service.

Once those lists are created, it's time to roll up their sleeves and get proactive. The team dives into contingency plans and potential solutions for any problems that could lead to client dissatisfaction. It's a preemptive strike against potential pitfalls. Additionally, Khushbu regularly asks team members the hardest problem they’ve solved for a client. This way, they’ll be more conscious when it comes to asking themselves “Am I solving the client’s problem right now?” It’s also a way to constantly capture client success stories.

With exercises like this, her team is primed to deliver exceptional experiences that keep clients coming back for more.

Do You Want to Transform Your Agency from a Liability to an Asset?

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