April ran with it. She set up focus groups with students to
explore the concierge concept. She focused on one very pertinent question.
“What frustrates you most about Coastal?” The responses surprised her. One of
the items that came up often was the campus map. It was very frustrating for
students especially new ones trying to find their way around because the
map listed buildings by their names while their schedules listed them by an
abbreviation. They could not find their way to classes easily. Campus maps by
the way are often bad because they are created by people who already know their
way around campus as was Coastal’s. April added abbreviations (and I would
suggest that she and others add functions within the buildings, i.e. billing,
classroom, financial aid, etc, to further help).
She also heard a problem common at most universities,
especially ones growing quickly as Coastal
was under Pres. DeCenzo. Communication was a major issue. Things were
happening, events taking place, locations changing and students were not
being informed that well about these and other issues on campus. Students were
also getting “the shuffle” as they tried to get answers to issues. April felt
that she needed to address communications as a major service issue so she came
up with the idea of a “super communication’s desk” rather than a concierge and
the President supported her idea.
CHANT411 was born (CHANT is short for the school’s mascot
Chanticleer).
This desk was going to be able to answer all student
questions and meet all student inquiries no matter what it was from a class
location to a movie’s schedule to where is…. and what is…..and...? And CHANT411
does all this and more so well that it is used extensively by the Coastal
community, not just by students.
Faculty and staff call it to get answers to students’ and their own questions too. It has even has received calls from other university students seeking help. Like the time there was a snowstorm that closed Western Carolina University. Students from WCU could not get information at their own school to they contacted CHANT411 to see if their local Starbucks was still open. The person at CHANT411 did some investigating, found out it was, and called the students at WCU back to let them know.
Faculty and staff call it to get answers to students’ and their own questions too. It has even has received calls from other university students seeking help. Like the time there was a snowstorm that closed Western Carolina University. Students from WCU could not get information at their own school to they contacted CHANT411 to see if their local Starbucks was still open. The person at CHANT411 did some investigating, found out it was, and called the students at WCU back to let them know.
CHANT 411 takes both phone calls and even more often, text
message issues and questions. In fact, 92%
of the total number of questions it has received have been via text message.
Since its start five years ago when CHANT411 received 8,601 calls, texts and questions, the volume of calls and texts has grown. In the second year of operation, the desk received a 162% increase to 22,548 and last year its volume grew to 57,382. Daily this year the desk receives 150-200 calls or texts on an average day but that numbers grows precipitously at the start of a semester when it receives questions from “Can I bring xyz to my dorm room”, to locations on campus, events, financial aid concerns among other issues like “how do I reach Prof..z and what are his office hours?”, even “I heard there is sis there a shuttle to the airport for students. Is this true?” (BTW, there is a shuttle at the beginning of a semester as there is during major school breaks to make it easier for students). There is no question CHANT411 does not get or won’t answer.
Since its start five years ago when CHANT411 received 8,601 calls, texts and questions, the volume of calls and texts has grown. In the second year of operation, the desk received a 162% increase to 22,548 and last year its volume grew to 57,382. Daily this year the desk receives 150-200 calls or texts on an average day but that numbers grows precipitously at the start of a semester when it receives questions from “Can I bring xyz to my dorm room”, to locations on campus, events, financial aid concerns among other issues like “how do I reach Prof..z and what are his office hours?”, even “I heard there is sis there a shuttle to the airport for students. Is this true?” (BTW, there is a shuttle at the beginning of a semester as there is during major school breaks to make it easier for students). There is no question CHANT411 does not get or won’t answer.
CHANT411 has a staff of 14 students and 1
professional. The desk is held down by two students with a third added
during peak periods. These students are chosen through a fairly rigorous hiring
process. Potential receptionists must display excellent critical thinking
skills. They must know how to listen well and ask the right question to narrow
the caller’s issues down to the actual critical concern. They must know how to
tactfully drill down to focus the caller and get to the nub of the issue rather
than respond too quickly. They must also have the persistence to gig
through and get the correct information and answer for the student the first
time. This can require many calls to get the correct response. Giving an
incorrect one is simply not acceptable. They must also have excellent spoken
and written grammar and spelling skills. Coastal Carolina does not want to be represented
by someone who will not provide it a good representation.
And finally, and almost most importantly, they must be
passionate about Coastal Carolina University and helping others.
Each question and response is recorded and entered into the
system for review and monitoring by the staff’s one. non-student,
professional. He checks each response to assure it is accurate. If it might
be not quite correct, the information specialist needs to get in touch with the caller and
provide the corrected information. This by the way does not happen often but
“CHANT411 does not want to misdirect or not give fully accurate information so each
response is nitpicked” according to Betsch.
To experience CHANT411 for myself, I called on a Saturday at
6:00 p.m. I asked a question that I thought might be from left field but the information
specialist picked it right up and answered it completely and quite
politely. I asked if the University had any programs for seniors. She told me
about the OLLI (Osher Life Long Learning program she also gave me its
phone number and politely cautioned that I should wait to call on Monday after
8:30 because they were not open until then. She then went on to assure that I
was completely satisfied with the information which I was.
“The main thing CHANT411 has done for Coastal Carolina, its
students, staff, faculty and anyone who calls in is take the I don’t know out
of Coastal” said Betsch. And I fully concur. CHANT 411 is the best student information center I have found on any campus.
Well done Coastal Carolina University which, by the way, is a national leader in academic customer service.
Become a leader in service excellence and increase your retention and graduation rates, call us today at NRaisman & Associates at 413.219/6939 or at NealR@GreatServiceMatters.com. Don't wait to increase service excellence and retention. Do it NOW.
Well done Coastal Carolina University which, by the way, is a national leader in academic customer service.
Become a leader in service excellence and increase your retention and graduation rates, call us today at NRaisman & Associates at 413.219/6939 or at NealR@GreatServiceMatters.com. Don't wait to increase service excellence and retention. Do it NOW.