Enhancing Omnichannel Customer Support

Last week, I talked about the possibilities of AI to make work easier. This week, I want to share a clear example of how we are doing that at HubSpot. We’re focused on helping our customers grow. So naturally, we take customer support seriously. Whether it’s a product question or a business challenge, we want inquiries to be answered efficiently and thoughtfully. We knew AI could help, but we didn’t know quite what it would look like! We first deployed AI in website and support chat. To mitigate any growing pains, we had a customer rep standing by for questions that came through who could quickly take the baton if things went sideways. And, sometimes they did. But we didn’t panic. We listened, we improved, and we kept testing. The more data AI collects, the better it gets. Today, 83% of the chat on HubSpot’s website is AI-managed and our Chatbot is digitally resolving about 30% of incoming tickets. That’s an enormous gain in productivity! Our customer reps have more time to focus on complex, high touch questions. AI also helps us quickly identify trends—questions or issues that are being raised more frequently—so we can intervene early. In other words, AI has not just transformed our customer support. It has elevated it. So, here is what we learned: Don’t panic if customer experience gets worse initially! It will improve as your data evolves. Evolve your KPIs and how you measure success- if AI resolves typical questions and your team resolves tricky ones, they will need more time. Use AI to elevate your team's efforts How are you using AI in support? What are you learning? 

Two weeks ago I said AI Agents are handling 95% of our sales and support and I replaced $300k of salaries with a $99/mo Delphi clone. 25+ founders DM’d me… “HOW?” Here’s the 6 things you MUST do if you want to run your entire customer-facing business with AI: 1. Create a truly excellent knowledge base. Your AI is only as good as the content you feed it. If you’re starting from zero, aim for one post per day. Answer a support question by writing a post, reply with the post. After 6mo you have 180 posts. 2. Have Robb’s CustomGPT edit the posts to be consumed by AI. Robb created a GPT (link below) that tweaks posts according to Intercom’s guidance for creating content for Fin. The content is still legible to humans, but optimized for AI. 3. Eliminate recursive loops - because pissed off customers won’t buy If your AI can’t answer a question but sends the customer to an email address which is answered by the same AI, you are in trouble. Fin’s guidance feature can set up rules to escalate appropriately, eliminate loops, and keep customers happy. 4. Look at every single question every single day (yes, EVERY DAY). Every morning Robb looks at every Fin response and I look at every Delphi response. If they aren’t as good as they could possibly be, we either revise the response, or Robb creates a support doc to properly handle the question. 5. Make sure you have FAQs, Troubleshooting, and Changelogs. FAQs are an AI’s dream. Bonus points if you create FAQ’s written exactly how your customers ask the question. We have a main FAQ, and FAQs for each sub section of our support docs. Detailed troubleshooting gives the AI the ability to handle technical questions. Fin can solve 95% of script install issues because of our Troubleshooting section. Changelogs allow the AI to stay on top of what’s changed in the app to give context to questins about features and UI as it changes. 6. Measure your AI’s performance and keep it improving. When we started using Fin over 1y ago, we were at 25% positive resolutions. Now we’re above 70%. You can actively monitor positive resolutions, sentiment, and CSAT to make sure your AI keeps improving and delivering your customers an increasingly positive experience. TAKEAWAY: Every Founder wants to replace entire teams with AI. But nobody wants to do the actual work to make it happen. Everybody expects to flip a switch and have perfect customer service. The reality? You need to treat your AI like your best employee. Train it daily. Give it the resources it needs. Hold it accountable for results. Here’s the truth that the LinkedIn clickbait won't tell you… The KEY to successfully running entire business units with AI? Your AI is only as good as the content you feed it. P.S. Want Robb's CustomGPT? We just launched 6-part video series on how RB2B trained its agents well enough to disappear for a week and let AI run the entire business. Access it + get all our AI tools: https://www.rb2b.com/ai

I’m not asking my CSMs to resolve support tickets. I’m asking them to leverage them. Support tickets aren’t just a backlog of problems; they’re customer truth bombs waiting to explode. If you’re not mining them for insights, you’re flying blind—and that’s exactly how churn sneaks up on you. Every Customer Success team I’ve ever led has been trained to use Support tickets strategically. Why? Because they’re packed with insights that make us better at our jobs. ✅ We learn more about the product. ✅ We spot trends before they become problems. ✅ We understand our customers’ use cases more deeply. If you’re not tapping into support data, here’s what you’re missing: 🔥 Emerging Pain Points Recurring issues expose friction in the customer journey. Ignore them, and those minor frustrations turn into churn-worthy headaches. 🔥 Product Gaps Customers vote with their tickets. If the same feature requests or usability complaints keep surfacing, your roadmap is practically writing itself. 🔥 Engagement Risks A spike in tickets isn’t just noise—it’s a flare. Users don’t submit tickets when they’re thriving; they do it when they’re stuck, frustrated, or in need of more enablement. Here are a few ways my team and I are using these insights: ✅ Spot & Engage Struggling Users A surge in ticket volume? Proactively reach out before frustration turns into a cancellation. ✅ Create Targeted Content If the same questions keep coming up, turn those insights into help docs, webinars, or office hours. ✅ Surface Expansion Opportunities Seeing frequent feature requests? Build them—or better yet, use them to tee up expansion conversations. ✅ Map Out User Behavior Support tickets tell you who’s onboarding, who’s adopting new features, and who’s stuck. Use that data to drive deeper engagement. ✅ Collaborate with Product Your product team needs this intel. Share support trends regularly to influence meaningful fixes and features. High ticket volume isn’t necessarily a bad thing—but you need to know how to use it to your advantage. Bottom line? CSMs don’t need to fix support tickets. But the best ones know how to use them to drive retention, expansion, and adoption. _____________________________ 📣 If you liked my post, you’ll love my newsletter. Every week I share learnings, advice and strategies from my experience going from CSM to CCO. Join 12k+ subscribers of The Journey and turn insights into action. Sign up on my profile.

Tough Talk Tuesday? If your company says Customer Success is strategic but still treats it like a support function, stop pretending. If your CS team is occupied mainly with “check-in” meetings and renewal prep instead of driving outcomes, stop pretending. If your leaders talk about trust and value but can’t show how CS moves the business forward, stop pretending. Customer Success is not a concierge desk. It is not a feel-good function. It is a growth engine. And it needs to be treated like one. That means: • CSMs who understand the customer’s business better than Sales or Product • Success plans tied to business outcomes, not playbooks • Metrics that reflect value delivered, not just effort made • A culture where CS earns its seat at the revenue table by showing up with data, direction, and urgency We are not here to smooth things over. We are here to move things forward. Five steps to start shifting from support to strategic: 🔢 1. Replace activity metrics with outcome metrics Track customer impact, not just engagement frequency and volume. Stop counting touchpoints and start measuring progress. 🔢 2. Know the customer’s business priorities by heart Treat every EBR and senior executive session like a board meeting. Tie your updates to what your customer’s CEO and CFO care about. 🔢 3. Stop asking “How can I help?” and start saying “Here is what we should do next.” Lead. Recommend. Own the play. 🔢 4. Align CS goals with company goals Revenue, retention, margin, influence - whatever matters to the business should matter to your CS team. 🔢 5. Tell the story of value loudly and often One story, once a week. Share a real example of customer success inside your company until others start doing it for you. The future of Customer Success belongs to those who stop waiting to be seen as strategic and start behaving like it. What is one move your CS team could make this week that shifts how you are seen? #CreatingTheFuture #CustomerSuccess #Leadership #Growth #ClientValue #DISQO

Surveys can serve an important purpose. We should use them to fill holes in our understanding of the customer experience or build better models with the customer data we have. As surveys tell you what customers explicitly choose to share, you should not be using them to measure the experience. Surveys are also inherently reactive, surface level, and increasingly ignored by customers who are overwhelmed by feedback requests. This is fact. There’s a different way. Some CX leaders understand that the most critical insights come from sources customers don’t even realize they’re providing from the “exhaust” of every day life with your brand. Real-time digital behavior, social listening, conversational analytics, and predictive modeling deliver insights that surveys alone never will. Voice and sentiment analytics, for example, go beyond simply reading customer comments. They reveal how customers genuinely feel by analyzing tone, frustration, or intent embedded within interactions. Behavioral analytics, meanwhile, uncover friction points by tracking real customer actions across websites or apps, highlighting issues users might never explicitly complain about. Predictive analytics are also becoming essential for modern CX strategies. They anticipate customer needs, allowing businesses to proactively address potential churn, rather than merely reacting after the fact. The capability can also help you maximize revenue in the experiences you are delivering (a use case not discussed often enough). The most forward-looking CX teams today are blending traditional feedback with these deeper, proactive techniques, creating a comprehensive view of their customers. If you’re just beginning to move beyond a survey-only approach, prioritizing these more advanced methods will help ensure your insights are not only deeper but actionable in real time. Surveys aren’t dead (much to my chagrin), but relying solely on them means leaving crucial insights behind. While many enterprises have moved beyond surveys, the majority are still overly reliant on them. And when you get to mid-market or small businesses? The survey slapping gets exponentially worse. Now is the time to start looking beyond the questionnaire and your Likert scales. The email survey is slowly becoming digital dust. And the capabilities to get you there are readily available. How are you evolving your customer listening strategy beyond traditional surveys? #customerexperience #cxstrategy #customerinsights #surveys

You probably have more customer info than ever.⁣ So why can’t your team answer basic questions or make confident decisions?⁣ It’s because data lives in separate systems. Align your tools, insights & the people serving customers.⁣ ⁣ Here’s what that disconnect looks like every day:⁣ ✓ The agent answering the call can’t see the customer’s last chat.⁣ ✓ The supervisor reviewing performance can’t trace a customer issue from beginning to end.⁣ ✓ And service teams are expected to deliver great experiences without knowing what’s already been said or promised.⁣ ⁣ The path forward isn’t more tools.⁣ It’s fewer, smarter ones that are connected and accessible.⁣ ⁣ ❶ Start by mapping one customer journey with your cross-functional teams at the same table (in person if possible).⁣ ⁣ ❷ Identify where handoffs happen, where data gets lost, and where communication breaks — both internally and with the customer.⁣ ⁣ ❸ Then rebuild your systems so the right people have the right context at the right moment — without logging into five platforms or asking the customer to explain again.⁣ ⁣ That’s how you create Emotional Highs™:⁣ Not surface-level satisfaction, but a meaningful emotional lift that makes people stay, return, promote, and forgive when mistakes happen.⁣ ⁣ Loyalty isn’t driven by your tech stack.⁣ It comes from how people FEEL when every interaction is easy, efficient, and clearly built around their needs.⁣ Yes — feel. As in emotions. The thing that’s always driven buying decisions, even if companies pretend otherwise.⁣ ⁣ This isn’t a tech upgrade.⁣ It’s experience transformation.⁣ And it’s how you compete and win in today’s market.⁣ ⁣ Are YOU #DoingCXRight®?⁣ Need help with ❶ ❷❸ above? Message me. ⁣ 👉 Share + comment if you found this helpful so others can benefit.⁣ ⁣ #CX #TheFormula #Nextiva #CustomerExperience #CustomerService⁣

Waiting is one of the worst experiences there is for customers. But not always. Why are some waits intolerable, while others are bearable or even better? Please share your examples of the best and worst waiting experiences in the comments. ⏲ Unattended vs. attended waits. 📉 Unattended waits are a bad #customerexperience. 📈 Attended waits are fine or even better parts of #CX. ❓ What's the difference between the two? Unattended waits are: 💡 Any time spent waiting when both the duration and the purpose of the wait are unclear, and the person waiting has not been acknowledged. You want to eliminate or minimze unattended waits whenever you find them. How do you do that? Here are 4 ways to address the root causes of what makes unattendend waits so frustrating: 💠Let your customers know that you know that they are waiting. 🏨 Eye contact plus A quick one-minute gesture from an employee at the hotel front desk who is on the phone goes a long way with a customer. It lets them relax and switch into a more passive mode of attention, rather than staying vigilant, which is tiring and frustrating. 💠Give customers an estimate of how long the wait will be – the more accurate the better. 🚉 Countdown clocks on public transit have significantly diminished wait time frustration at a fraction of the cost of running more trains or buses. 🎧 Estimates of how long until the next customer service rep will be available do something similar. 💠Give customers options other than waiting. ☎ Can they call back later? ☎ Can you call them back later? Can they make an appointment or reservation for another day? These options won’t work or even be taken up by every customer, but they will push many waiting customers into better options. And the availability of these options signal to all customers that you value them and their time. 💠 Manage the perception of the wait. Give customers a comfortable place to wait, enough chairs in the waiting room, good WiFi, pleasant hold music, and the like. Make it clear that the wait is fair, there is one line, and one way to wait. Or make it so it doesn’t feel like waiting - occupying their time by filling out paperwork, or keeping busy in some other way that makes them forget the wait. Follow these four steps, and you can eliminate the negative emotions like uncertainty, doubt and feeling unappreciated that customers associate with waiting. 

#CustomerExperience leaders need to split their strategies into deliberate bottom-up and top-down approaches. Many get the bottom-up right, but they struggle with the top-down. Bottom-up strategies focus on improving customer-centric employee behaviors at scale. These approaches include #CX or empathy training for front-line workers, using Voice of Customer feedback to set touchpoint expectations based on customer feedback, and building customer-centric KPIs into individual performance appraisals. But where many CX leaders struggle is often with engaging senior leaders to influence their customer-centric behaviors. It's difficult to influence C-suite behavior, but if you're expected to improve customer-centric culture in the organization, then you cannot avoid this. Top-down strategies start with showing senior leaders how customer satisfaction impacts growth, retention, margin, and lifetime value. It also includes improving CX and VoC reporting to provide more recommendations and actions, not just findings and data. Having discussions with leaders about the importance of financial and non-financial rewards for customer-centric behaviors is another tool in the top-down toolkit. And using personas and journey maps is a vital way to convert customer and touchpoint data into a compelling story of necessary change. Don't rely on dashboards and reports to do the job of top-down CX engagement. Don't count on a couple of positive customer-centric comments from leaders as a sign of meaningful, irreversible support. And do not assume that the fact your CX job exists is evidence of senior leaders' commitment to customer experience. Part of the job for a successful CX leader is to constantly prove the value of customer-centric strategies, influence senior leader priorities, and arm decision-makers with the insight they need to make customer-centric decisions. Don't just empower your frontline workers and assume the job is done. If you aren't building a consistent dialog with executives, you're not only missing an opportunity to make the most significant customer impact but also seeding future problems that can lead to declining support, budget, and resources for customer experience initiatives. Take a comment today to identify or define your top-down and bottom-up CX strategies for 2024. If there's an imbalance, solving that now can lead to better outcomes by the end of this year.

The rapid development of artificial intelligence (AI) is outpacing the awareness of many companies, yet the potential these AI tools hold is enormous. The nexus of AI and emotional intelligence (EQ) is emerging as a revolutionary game-changer. Here’s why this intersection is crucial and how you can leverage it: 🔍 AI can handle data analysis and repetitive tasks, allowing humans to focus on empathetic, creative, and strategic work. This synergy enhances both productivity and the quality of interactions. Imagine a retail company struggling with high customer churn due to poor customer service experiences. By integrating AI tools like IBM Watson's Tone Analyzer into their customer service process, they could identify emotional triggers and tailor responses accordingly. This proactive approach could transform dissatisfied customers into loyal advocates. Practical Application: AI-driven sentiment analysis tools can help businesses understand customer emotions in real-time, tailoring responses to improve customer satisfaction. For example, using AI chatbots for initial customer service interactions can free up human agents to handle more complex, emotionally charged issues. Strategy Tip: Integrate AI tools that provide real-time sentiment analysis into your customer service processes. This allows your team to quickly identify and address customer emotions, leading to more personalized and effective interactions. By integrating AI with EQ, businesses can create a more responsive and human-centric experience, driving both loyalty and innovation. Embracing the combination of AI and EQ is not just a trend but a strategic move towards future-proofing your business. We’d love to hear from you: How is your organization leveraging AI to enhance emotional intelligence? Share your thoughts and experiences in the comments below! #AI #EmotionalIntelligence #CustomerExperience #Innovation #ImpactLab

How can you cut handle time without hurting service? Try targeting pre-call friction. Imagine you're a customer who wants to call your company. Scratch that. Needs to call: they already tried self-service. Where is your customer service phone number? Is it easy to find? Many companies hide it. Customers must dig through several menus on your website to find the number. It's annoying. You finally find it. Now you call. What happens now? You're subjected to endless phone menus in your interactive voice response (IVR) system. It might take two minutes or longer before a customer can get into a queue. The frustration builds. A customer service agent finally answers. The first question they ask is for an account number or something else the customer already entered into the IVR. "Why do you need that?" asks your now agitated customer. The agent now spends the first 30 seconds of the call trying to soothe the customer. It's wasted time caused by pre-call friction. Here's how to fix pre-call friction: 1. Make your phone number easy to find. 2. Trim your IVR. It shouldn't take 2+ minutes to get into the queue. 3. If customers share info with the IVR, agents should be using it. How much handle time is pre-call friction costing your contact center? 1. Follow your phone customer's journey. 2. Identify friction points, such as endless phone menu options. 3. Listen to a sample of calls. 4. Identify when customers are agitated by those friction points. 5. Calculate how much extra time agents spend handling the issue. #ServiceCulture