Ground Zero: where customer experience and information management intersect
02 April 2008 I consult in several areas, including usability design and information management. Sometimes this seems a little schizophrenic, so it’s good to pull back and think ‘where are the commonalities in these subjects?’This little cautionary tale is intended to point out where some of these important commonalities lie.
Recently I had a nightmare of a time trying to claim on the extended warranty on an ipod I had purchased just a year ago. The screen cracked, by the way, which effectively means: new ipod time. But that’s not the story.
The real story is the customer (or ‘user’) experience I had while trying to make my claim. And that’s the link between information management and user experience. When the user is, quite simply the customer, and the experience is the provision by a corporate entity of adequate service across a range of communication media: then the connection between these two areas of professional endeavour is thrown into high relief.
My customer experience problem was getting any service at all, and the obstacle - which reduced me to incoherent rage over several weeks – was information management. Specifically, the fact that information was not being managed at all.
To start with, in January, I tried emailing the company with full details of my claim including my warranty reference number. An automated reply told me I had to ring them, during business hours. I’m in NZ, they’re in the UK, that’s an expensive option that happens in the middle of the night.
So I rang them and quoted my reference number. I explained the whole story. I had the wrong number: “You want Worldwide Cover, it’s another department”. But my agreement, which was a WWC one, gave me the number I had rung. So I rung the other number. Great! No problem, I just had to get a service technician to certify on letterhead paper that the ipod is jiggered, and fax them. I got the letter, I wrote a covering letter, with the reference number, I photocopied my receipt as well. I faxed it.
In the end I faxed it more than 40 times, thoughout February. In total I devoted most of a day to faxing it. I even got it to go through once – on try #18 – on the other 39 tries the fax number was busy.
When I rang to follow up on the successful faxing, I found no one had my fax: “It must be in another department” – apparently on Mars. I had this mad idea that faxes would be scanned and entered in the customer database, linked to my agreement by the reference number, so any call centre staff member could access it.
Fool!
I took the names of the helpful staff. Every time I rang back and asked for a name, no one knew the person I had spoken to: “He must work in another department”. Where were the other departments, were they really on Mars? Apparently there was no staff address book or contact database that covered all the departments.
One person, in late February, on learning of my fax debacle, gave me his email address. Apparently this was a big secret and I wasn’t to let on about it to anyone. He offered to receive an email with a scanned attachment containing my pathetic documentation, which he would print to hard copy and convey (actually walk down the hall, carrying, mind you!) to the ‘right Department’. I scanned and emailed.
I followed up by phone, but no one knew this guy either. What’s more, their database had no record of any communication from me after my first call in early January. I imagined, since I quoted the same reference number every time, that they were building up a charming picture of our history together.
How naïve – if they could do that, they’d eventually realise where the ‘black spots’ in their customer experience were, and f’ing well fix them. I was past angry by now, I was incandescent. Then I despaired. I gave up at this point. Just wrote the whole thing off as a lesson to never buy extended warranty again.
Then, two weeks later, I got the email, from Worldwide Cover, they had my letter (dated 16 January, I have no idea if it is the faxed copy or the scanned copy). They would pay out in not more than 28 days, a stirling cheque, to my address. I emailed back, even though they didn’t tell me to, just to make sure they knew I was still alive. And I waited.
Twenty days passed, and I got the letter, I ripped it open with trembling hands… no cheque. All the information in this letter was the same as in the email, except they stated the value they would reimburse (a generous sum, mind you). And they told me that I would receive the reimbursement in not more than 28 days. That’s another 28 days, by the way, and the letter was dated a week after the email, so ‘28 days’ is clearly code for ‘an amount of time we cannot or will not commit ourselves to specifying’… I assume they haven’t seen the zombie movie of the same name, or perhaps they have a better sense of humour than I imagine.
But the point of the story is… this worldwide ‘leading brand’ company have given me a ‘user experience’ that has killed their brand stone dead. It’s not even nailed to the perch, it’s on the bottom of the cage gathering dust.
And the reason for this sad demise is that they have a bunch of automated systems: customer records, staff records, call centre records, mail management - with absolutely no over-arching processes or systems to manage the totality of information received about my claim. Their staff were generally helpful, but with the tools they’ve been given, they can’t actually help anyone.
Every time I called it was like Groundhog Day, back to the first time. Not only do they not provide an adequate service, but the company don’t even know that they aren’t doing it! So from the company’s perspective the problem does not exist. When I email them the link to this blog post (after I bank the cheque, mind you!) – they won’t know what the heck I’m talking about.
But thanks to them, I now know exactly where user experience assessment and information management intersect. And I’m standing right there, at ground zero, glowing with impotent rage, brightly enough to be seen from the moon.
Labels: information design, information management, user experience
posted by Bruce on Wednesday, April 02, 2008,
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