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Customer Service Basics

happy-clientrrr This is the time of year when we think a lot about being grateful. As someone who works with people every day, I often think about customer service and how much of it makes an impact on our business and ourselves.

It’s easy to take your customers for granted when your shop is booked out several weeks in advance – or if you’re the only game in town. Sooner or later, another business like yours is going to spring up nearby. Are you ready? If all things are equal…

• Convenience
• Location
• Quality
• Price

…what do you do to set yourself apart? When your clients have coffee with their friends do they say, “They aren’t that great, but they’re so close to my house…” OR “I have to drive out of my way to get there, BUT IT’S WORTH IT.”

Read the rest of this entry »

Surviving the Holiday Rush

After working professional in the pet grooming industry over 35 years, the only time I worry about dealing with clients is the Christmas holiday season.

The two weeks preceding the actual day can be a chaotic mess. With Christmas shopping, decorating, baking, family gatherings, holiday socials to attend, and every regular client you have wanting to be booked as close to Christmas as possible . . . phew! December can be an exhausting month!

But, wait – it doesn’t have to be! Christmas organizing all year round will let you create that picture perfect holiday without nearly the stress. Read the rest of this entry »

Nine Seconds to Make a First Impression

You meet someone for the first time – it could be a new client walking through your doors, someone at a grooming trade show or a new team member.

The moment that stranger sees you, their brain makes a thousand assumptions. It might be a new client or someone you meet anywhere else. You are giving off clues about yourself before you ever begin to speak. They are gathering a wealth of nonverbal clues about you.

What are nonverbal clues?

Nonverbal clues include all the ways you present and express yourself, apart from the actual words you speak. Things like eye contact, gestures, posture, body movements, and tone of voice. All of these signals can convey important information that isn’t put into words. They are extremely important at work and in business. Perception is reality. Read the rest of this entry »

Closet Organizer

I talk to people in and outside of our industry every day and I am always looking to learn something from every conversation, not matter how short or long the conversation happens to be. Sometimes the conversation is very short, a simple phone call to check in with staff at the office or colleagues in the field, and sometimes the conversation are much more lengthy, which could include planning meetings or networking opportunities. All in all, everyone has something to say and there is always something to learn.

Recently, I was speaking to someone on a plane about their business. We engaged in the standard reciprocal greeting when we found ourselves sitting next to one another and then proceeded to go to work on our laptops. After clicking away for about 30 minutes, I happened to pick up a vibe that the man I had said hello to just a little while ago is in some form of law enforcement or military, I wasn’t sure yet. So, being the social butterfly I am, I asked. Boy am I glad I did!

The man was a retired Marine who is now working as a management consultant. I was instantly intrigued. I asked him what lessons he learned from the military that he felt were the most valuable to him in his new line of work. He answered very quickly. His top pick was “systems” and “standards”. Read the rest of this entry »

Nail Mending Kits

As a professional pet groomer, you know it’s going to happen. Sooner or later you’re going to accidentally trim a nail too close to the quick – and it’s going to bleed.

You know that while the pet is in your salon, you have the resources to correct the problem: a pinch of styptic powder, firm pressure for at least 30 seconds. Done. Fixed nail.

But in the back of your mind, you have those nagging questions…

What if the nail breaks open again?
What if the nail breaks open in the car?
What if the nail breaks open in their home and gets blood all over the carpet?
How was the client going to feel?
How are they going to stop the bleeding?
How are they going to clean up the mess?

None of these scenarios will leave a positive impression with the client. So, how do you head off this problem? How can you turn a negative into a positive?

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What Does the Client Want?

The #1 Role of Service Based Businesses: Solution Experts

A product is a physical thing. You can see it and touch it. You can box up the parts or the assembled item and know how it will look, how big it is, and where you’ll put it when you get home. A service, by contrast, is intangible. You can’t mail a service to your house or carry it from a store.

In most cases, services are purchased – touch, taste, smell, and sight unseen. It’s a leap of faith based on the client’s ability to say what they want and the expert’s ability to interpret them correctly. When you go to a salon or barbershop, you can’t try out a haircut before you buy it. You tell your stylist what you want, then – hopefully – you get it. The better you describe what you want, the better the outcome. Dogs can’t tell you to take a little off the top, so how can you unlock the secret of what your (human) client wants?

By understanding that the person asking the questions controls the conversation!

Read the rest of this entry »

Don’t Let Your Salon Become a Doggie Day Care (for Free, Anyway)

A salon owner recently asked me how I would handle a situation we all face.

What do you do when pet owners drop their dogs off for grooming that should only take 2 to 3 hours and expect you to keep them all day – at no additional cost?

Here’s what you do…

CHARGE FOR IT!!

Let’s face it – you’re never going to get away from this problem, so flip it into a positive.

Add a policy on pet pickup to your service menu: “We pride ourselves in getting your pet back to you as quickly as possible.“ Then briefly explain what your typical timeframe is for most grooming services. It might be something like, “Most grooming services take 1-3 hours depending on the size, condition, and the type of service.” Add something pleasant along the lines that you appreciate prompt pickup upon completion of the groom.

Next, add half-day daycare for select clients. Be bold! Proudly display this in your service menu. Place tasteful signs around your reception area announcing this new service – for “their convenience.” Set a price that establishes the excellent value of this service. Be strong. Be positive. If you’re feeling hesitant about this tactic, remember that this is something you’re doing to help them – you’re giving them the gift of time! They can now be pet free for a little while so they can get their shopping done, clean the house, or just take a little quiet time to themselves (because after all, don’t they deserve it?). You just also happen to earn back some cash for the time and effort you used to spend caring for their pet – for free. If you’re going to end up doing this for them anyway, why not charge fairly for it -because after all, don’t you deserve it?

If you don’t mind acting as canine daycare service – make it a reasonable rate. If you don’t want to do it or basically want to discourage it, set the price at a point that very much makes it WORTH your effort.

Maybe you charge $10 for it… or $25… or MORE. Whatever you choose, make sure people understand it’s by the half-day. If people have been abusing you in this area, you have to be strong. Be pleasant but do not let the clients walk all over you. Remember that this is a mutually beneficial thing you’re doing – you have the upper hand. Be consistent and follow through.

To enhance that positive spin, I would make it sound appealing on the service menu. Make it fun. Tell the client that their pet will be offered water, a mid-day snack, a potty break, and a cozy place to stay.

Then there’s another area we definitely need to talk about: the fine print on your service menu. This is where you state “your rules.” You don’t have to go overboard but you certainly need to set some boundaries for your clients.

One of the rules I would certainly encourage would be a late pickup policy. For example, if the pet is not picked up within an hour of its completed groom, you reserve the right to charge $XX per 15 minutes the pet is left in your care. You get the idea. You need to have something written and posted along those lines to help them remember. And you must follow through. The guests that take advantage of you will need consistent enforcement if you are to make any headway with them.

A late fee is different from a daycare expense. The Paragon School of Pet Grooming doesn’t charge for “daycare.” As a school, Paragon has the space to keep the pets – a luxury you may not have. Because we need high pet volume for our students, we don’t charge clients extra if they need to leave their pet all day due to work situations – we need the dogs more than we need the space!!

However, there are a few clients who just can’t seem to get there by closing time. We found that charging the late pick-up fee to clients that don’t respect our closing time works well to help re-train their thinking about lateness.

Basically, the client is charged $15 for each 15 minutes that they are late. Remember, it’s not just a late pick up – while this might seem a minor inconvenience from the client’s perspective, the staff member has likely made repeated phone calls, has delayed all closing activities (counting the register, closing out credit cards, etc.), and has sacrificed personal time. If you pay your staff by the hour, this may also result in paying out overtime, which adds to YOUR bottom line.

The staff member will wait up to half an hour. After that, the dog is taken out to go potty and is bedded down for the night. A note is left on the door and a message is left on their phone that lets the client know their pet is safe, it’s been made as comfortable as possible, and that it can be picked it up at opening time the following morning. Luckily we’ve never had anyone leave their pet on a Friday night! We let whoever waited for the client collect every penny of the late pickup fee. I just feel that is fair.

All of our front desk team is salaried. If they need to stay late, they don’t get paid extra for it. It’s totally their call whether they charge the fee or waive it, depending on the situation.

Needless to say, people don’t forget their dogs very often. And if somebody has had a true emergency – we’ve totally waived the fee.

Every shop is a little bit different. Find a solution that works for you. You don’t have to be ugly about it. You don’t even have to get frustrated about it. Put a positive spin on it and turn it into a newfound revenue generator! And make sure you smile when you’re talking to your customers about your new service!

Happy Trimming,

~Melissa

The Importance of Systems

My husband and I were just at the hospital for a scheduled surgery. Luckily, it was a non-emergency situation – just to get his nose repaired so he could actually breathe out of BOTH nostrils. Still, it was surgery and as much as he wanted to have it done, the anticipation levels were running high. We were a bit nervous.

The medical team was great. Their thorough procedures helped squelch our anticipation jitters. Everything, from the pre-screening call days before… check in… pre-surgery… waiting room… recovery… home… and follow-up, was explained to us. At every step along the way there were systems in place to ensure that the surgery went off without a hitch, which put our minds at ease. There weren’t any hiccups in the communication process or the surgery itself.

Checks and balances were firmly in place. Everyone in the medical team clearly knew their job. They understood how important their roles were, no matter how large or small. If even one of them made a mistake, it could have a devastating effect on the outcome of the surgery. We’ve all heard the horror stories.

If you stop and think about it, a grooming salon client has the same kinds of anticipation levels. They are entrusting you with one of their most precious possessions – their pet. Most clients are not that familiar with the grooming process and have no idea what truly goes on behind closed doors.

Is you grooming salon set up like a well-oiled medical team? We may not be doctors but our “pet clients” are extremely important to their owners. There are many steps within the grooming service procedure that could turn into shining moments – or go horribly wrong:

They get the wrong haircut.
The pet isn’t done when promised.
They’re charged the wrong amount.
They get the wrong collar or lead – maybe even the wrong pet!
A pet is injured – or worse.

This list could go on and on. The larger the team that works together, the more processes you need in place for a smooth running operation.

Every grooming salon needs:

a customer service team (even if that team is YOU)
a bathing department
a drying department
a grooming/styling department
someone in charge of client records/data entry
client education
marketing
proper cleaning and sanitation

To be successful in the long-term, you need to spend time in the short-term setting up processes. Systems are your routines – the way you do things every time. Here is a short list of items that need to be in place for systems to work:

Every procedure needs to be broken down, step by step.
Each process needs to be written down and reviewed regularly.
Every person participating in the activity needs to know and understand how to correctly perform the procedure.
Every person then needs training and follow-up supervision until the task is perfected.

Accountability is the key to success. Positive and negative consequences need to be in place and consistently enforced.

If you don’t have any systems in place at the moment, don’t fret. Take one procedure at a time and break it down into smaller chunks. Figure out what needs to be done or happen for each piece. Then move to the next one – and the next one.

Remember the story book fable about the tortoise and the hare? You don’t need to be a jack rabbit straight out of the gate. Slow and steady will win this race. It all starts with the first step. It might take you a month to get your systems in place – it might take a year. If you are in a state of growth, creating systems for your business might be an ongoing process. The trick is not to be overwhelmed by looking at the big picture. Keep it small so you don’t give up – and keep going.

At the end of the day, you always need to focus on your overall goal: to offer outstanding, consistent customer service – just like my husband and I received with his recent operation.

… As for those horror stories? Don’t be one of them. The salons that have the right systems in place will be prepared. Their staff will offer better service and the guests (furry and human) will feel better knowing that they are in good hands. it’s never too late to start. Do it now! Take that first step.

Happy Trimming,

-Melissa

Scissors Are Like Shoes

Hello!

We are excited to have Colin Taylor with us this weekend at the Atlanta Pet Fair where we will be selling his new book “What Would Colin Do?”. If you are in the area, please stop by the Melissa Verplank booth and get your copy signed by Colin. This is such a great book, I’ve included an excerpt to give you an idea of his unique and humorous style! Enjoy!

Happy Trimming!

~Melissa

Excerpt from the book “What Would Colin Do?” by award winning British pet stylist Colin Taylor. Used with permission.

I admit it. I’m a sucker for good scissors. I know I’m not alone. Male or female. Young or not-so-young. Gay or straight. Scissors are like shoes. We just can’t resist a wonderful pair. The shapes. The curves. The colors. My fingers twitch with excitement when I come across a new set. I start to see them in my dreams. Creating beautiful shapes.

Yes, like shoes, scissors come in an array of sizes. Colors. Makes. Models. But, like shoes, they also need to fit. However much you might need that particular pair, right now, if they don’t feel right, don’t try to convince yourself you have to have them.

The color of the scissors won’t improve your scissor work. And after a few days, the euphoria of our purchase will reside. We might still love them. But, fundamentally, scissors have to be comfortable. They have to be practical. We need to be able to use them with ease. They are the extension of our hands. The instruments of our talent. Our training. Our expertise. So don’t be swayed by the salesman’s perfect pitch. Go with the feelings in your hands. But also your gut.

Let’s say you have acquired that prized pair of scissors. You have to keep them in good working order. You have to make sure you use them only in ways that will protect their balance and sharpness. It’s hardly any wonder that heated arguments break out when a pair of scissors is borrowed without permission. And fights over scissors — sharp tools, remember — can be a frightening thing.

Use a wider bladed shear for scissoring dirty hair. These blades can take the wear and tear of cutting heavy dirty coats. And then go for a lighter or Japanese style shear as your finishing scissors. The technology of scissors, the materials used in the construction, is complex and scientific. Look out for the ‘Rockwell’ hardness of the metal used. A harder Rockwell hardness means stronger metals have been used. Which is what you’ll want.

When I buy a pair of scissors, this is what I do: I always feel them in my hands first. To check for a good, natural fit. I check the Rockwell hardness. I want something that is going to be strong and durable. I don’t get distracted by how glamorous or pretty they look. I concentrate on the potential performance. But it takes enormous self-discipline.

I try to go for an off-set shear when buying a pair of scissors. This means that the thumb hole is higher than the finger hole.

My collection of scissors include:

Curves: To get nice angles and lines.

Straight Shears: All purpose.

Thinning Shears: To blend in lines.

Texturizing Shears (chunkers): Create a more jagged/textured look.

Scissors also have tension screws. Adjust this so it feels right. But resist fiddling with it too much.

When I store my scissors, I make sure they don’t bang against each other. I also don’t store them in the wet room area of the salon. There is a lot of condensation here. I need to put them in a cool, dry place.

I have so much experience buying and using scissors, I should create my own pair. I’ll call them ‘Precious.’

To get a copy of Colin’s book, follow the link to MelissaVerplank.com or catch us at select trade shows in the United States. Colin Taylor will be in Melissa Verplank educational booth at the following grooming shows.

The Atlanta Pet Fair March 7-9

Intergroom April 4-6

GroomExpo Sept 19-21

by Guest Blogger, Colin Taylor

Are You Front Page News Worthy?

If your local newspaper were to drop by, un-announced, to do a feature story about you and your business — would you be proud? What about your local TV station? Would you be delighted of the impression you will make on the community as your photos were splashed across the front page? What about being seen by thousands watching the local news?

If the answer is no, take the steps necessary to create that positive, professional image that will make a lasting impression on all of your clients, every day.

For new clients walking through your door, they’re going to make a lasting impression in their minds about you in less than 30 seconds. In those 30 seconds you have the opportunity to make a positive impression with three of the five human senses; smell, hearing and sight.

In over 30 years of business, trust me – this scenario has played out many times with my multiple business. If there is a slow news day, nothing can fill the space better than pets! Luckily for me, I have lived by this credo for years. We are always ready to be front page news. In all my companies, cleanliness and professional appearance have always been a top priority.

Daily maintenance is critical on an ongoing basis. However, many professional grooming salons experience a slowdown right after the holiday season. Your appointment book is light. The phone is not ringing. You’re wondering what you can do with yourself. I’ve got the answer for you. Push up your sleeves and get ready to apply the elbow grease.

This is the perfect time of year to do all those pesky little tasks you’ve been procrastinating on. It doesn’t matter whether you are a stationary salon or a mobile grooming unit — most of these items apply to both.

deep clean all areas of the salon (we’re talking on your hands and knees using a scrub brush type cleaning!)

apply a fresh coat of paint

organize your reception area

clean out your computer files

clean the lint traps of your dryer(s)

organize your supply cabinet

sort out your tool kit

revamp your print marketing materials

clean and perform maintenance on all of your grooming equipment

refresh your website and Facebook pages

rearrange your retail area (if you have one)

change the art in your salon if you have room

install clocks in every room

oil and service your grooming tables

order new smocks and/or grooming attire

pamper yourself with a personal makeover for fresh look

Many of the above tasks would create an immediate positive impression to your clients. Even if the client doesn’t immediately sense the impact of one of the listed items, it doesn’t mean it won’t affect them. It will affect you in a positive way. That positive energy will transfer to your customers.

The next time your local news company calls for an interview, you’re going to have the confidence to greet them at the door even if you only have a few moments noticed before they arrive. When your photo is splashed across the front page or you are splashed across the TV screen, you’re going to be proud of what you see — and your clients and prospective clients will be impressed.

There is no amount of marketing dollars that can buy free publicity. Are you ready to be front page news?

Happy Trimming!

~Melissa