Customer service plan template, tips + how-to guide

The right customer service plan is like the Infinity Gauntlet in the Marvel Universe. The Infinity Gauntlet is more than just a glove—it is the essential object designed to hold and harness the unlimited power of the six Infinity Stones.

Similarly, a customer service plan captures and displays the crucial elements of customer service in a living document. The plan gives your business a blueprint to achieve your customer service goals. It also empowers customer service reps with the information they need to provide an exceptional customer experience (CX).

Delivering excellent customer service can drive revenue, increase customer retention, stimulate business growth, and improve customer satisfaction. But without a plan in place, it’s difficult for teams to align, making it challenging to provide great CX consistently.

Our guide provides tools and tips to help you create an effective customer service plan. We also offer a free template so you can tailor your customer service plan to fit your business like a glove.

• What is a customer service plan?
• Who uses a customer service plan?
• How to create a customer service plan in 8 steps
• Customer service plan examples
• Customer service plan benefits
• Best practices for creating a customer service plan
• Customer service plan template

Simply put, a customer service plan serves as a roadmap for streamlining and strengthening customer support. It gives agents clear instructions, helps your business understand customer needs and where to allocate resources, and provides insights for continuous improvement. It benefits both businesses and customers:

• Customer service agents get a blueprint to follow when navigating interactions toward a successful resolution.
• Customers get a consistent experience every time they interact with your business, no matter where they are in the customer journey.

By helping you provide reliable, high-quality experiences, customer service plans enable you to enhance your relationships with customers, leading to loyal customers and brand advocates.

Who uses a customer service plan?

Businesses of any size, type, or industry can use a customer service plan to improve their customer experience.

• Startups use customer service plans to establish a foundation for building customer relationships and loyalty from day one.

• Small and mid-sized businesses (SMBs) use customer service plans to improve customer satisfaction and meet customer needs while scaling their growth.

• Enterprises rely on customer service plans to maintain consistency across the entire business—like departments and locations.

Customer service plans are also a valuable tool for various roles within a company.

• Customer service representatives use the plan as a guide for handling customer interactions, understanding performance expectations, knowing escalation processes, and providing solutions.

• Managers, supervisors, and team leads use the plan to oversee the success of customer service strategies, find areas of improvement, and ensure that teams follow the guidelines and procedures.

• Senior leadership uses a customer service plan to spot trends, assess how well the business meets customer service goals, and determine whether customer expectations and needs are satisfied.

• Sales teams use customer service plans to build customer relationships, identify ways to help customer service teams provide better support, and find cross-selling and upselling opportunities that benefit the customer.

• Marketing teams use customer service plans to understand the target customer better, personalize messaging, and deliver brand consistency throughout the customer journey.

• Product development teams use customer service plans to identify areas of improvement for the product or service based on agent and customer feedback, reporting and analytics, and ticket information.

• Training teams use customer support plans to improve customer service training for new hires and refresher training for more seasoned customer support agents.

How to create a customer service plan in 8 steps

Now that you know what a customer service plan is and what it’s used for, let’s dive into how to build one of your own. The following steps detail the elements you need to develop a powerful plan and deliver exceptional CX. Once you download our customer service plan template below, you’ll already be familiar with the sections and ready to start creating.

Customer service plan template

Create a clear customer service plan and process so your team can consistently deliver exceptional customer experiences. Download the free template now to start aligning your business.

Customer service template

Customer service plan examples

Business-to-consumer (B2C) and business-to-business (B2B) companies both use customer service plans to enhance the customer experience and to provide guidelines for uniform interactions. Because their customer bases are different, their customers have unique customer service needs and preferences.

B2C companies have a customer base of individual consumers, whereas B2B companies deal with businesses. Here are examples of what a B2B and B2C customer service plan might look like.

Customer service plan benefits

Some businesses may define customer success differently than others, but the benefits of creating a customer service plan are universal. Common benefits include the ability to:

• Enhance the customer experience: Customer service plans create a uniform process so teams can deliver a consistent customer experience.

• Increase customer satisfaction: An effortless customer experience means a surge in CSAT scores, increased customer loyalty and retention, and less customer churn.

• Meet SLAs and OLAs consistently: An effective customer service plan boosts productivity and efficiency, so your business is more likely to meet service-level agreements (SLAs) for your customers and operations-level agreements (OLAs) for internal teams. Continuously meeting (or exceeding) these goals builds trust between you and your customers.

• Boost employee satisfaction: By defining clear goals and expectations and providing easy-to-follow processes and tools that streamline workflows, you will improve the employee experience. Additionally, continuously investing in your customer service reps through training, upskilling, and promoting an employee-centric culture breeds a positive environment that customers will notice.

• Reduce costs: An extension of the previous benefit, happy employees are less likely to leave, which means businesses will experience less employee churn. Retaining employees is less costly than hiring and training replacements.

Best practices for creating a customer service plan

Now that you know the benefits and basics of how to create a customer service plan, let’s take a look at some things to keep in mind as you start making your own. Follow these best practices to create an effective customer service plan.

• Invest in the right tools: The right software makes it easy for agents to deliver a top-tier customer experience every time. Zendesk, for instance, is built specifically for CX and offers key features—like a unified omnichannel workspace, collaboration tools, reporting and analytics, self-service, a robust knowledge base, intelligent triage, and AI and automation tools—so you can crush your customer service goals.

• Set attainable goals: It’s natural to want to set lofty goals, but it’s SMART (see what we did there?) to make them achievable. For example, setting a goal to reach a 100 percent customer retention rate in six months is admirable, but it’s unlikely you’ll be able to attain it. Set reachable goals and raise the ceiling a bit at a time.

• Collaborate with agents and collect employee feedback: Customer service agents are a valuable resource because they’re on the front lines interacting with customers daily. Pick their brains and tap into their wealth of information to create an elite customer service action plan.

• Meet customers where they are: Customers want fast, convenient service. Offering support on the various communication channels that they’re already using with friends and family creates an effortless experience that boosts customer satisfaction and reduces customer churn.

• Personalize your customer service: In the Zendesk Customer Experience Trends Report 2023, 77 percent of business leaders say personalization leads to customer retention, and 66 percent believe it lowers acquisition costs.

Assemble your customer service plan

You’re now armed with the knowledge and elements you need to develop a customer service plan—that means it’s time to slip your hand into the gauntlet. Our free template will help you create a plan that enables your team of customer service superheroes to deliver an experience so good that it might spell “Endgame” for your competition.

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