I had a job once, as a technical writer at a small manufacturing firm. In addition to writing an extensive users manual for a particular product, I also wrote an extensive and detailed programming guide, including working examples of every function. I was also a bit of a programmer, and had written several software toolkits for the same device. I knew the thing pretty well.
In addition to producing all this data, I also redesigned the website, which allowed anyone to download the new manual, as well as the software samples and everything else I had done. There was also an extensive FAQ on the website, covering that device.
The goal was to reduce customer service calls as much as possible and I am nothing if not thorough.
Our phones have two kinds of rings: a short jerky ring for internal calls, and a long ring for calls from the outside world. Normally, this isn’t a difference to me, because internal calls are business, and external calls are my wife (no one calls a technical writer except a recruiter, but that’s a different story).
One night, while working late, the phone rings. A long ring. Expecting my wife, I answer.
Now, it’s important to understand that this company has grown quickly. A year before, there was maybe fifteen people and now it’s around fifty or so. “Back in the day”, the only people who stayed late were the owner and the sales guys, to handle calls from different parts of the world. At some point in time, they realized that they aren’t always in their offices after hours, so if there is no answer after so many rings, then the call gets bounced to the General Ring line. This means that all the phones in the company ring, so that no matter where the head honchos are, they can pick up.
So, I answer, expecting my wife. I still answer professionally, but I admit I am disappointed to hear a thick accent on the other end of the line. My wife does not have a thick accent. I am professional and courteous and I ask how I can help. The gentleman informs me he is having trouble with his device. My first thought is “Ooooh, this should have gone to CS, but that’s okay — I know this thing like the back of my hand, so I’ll help the guy and chide the CS crew tomorrow for sending me the call”. So, I start trying to help the guy.
His device is an older model, way out of calibration. I tell him that he really needs to send it back for calibration. He agrees, but tells me it’s not his position to make that call. He’s one of their programmers and is having trouble connecting it to a computer (it’s a form of peripheral). I ask him a few basic questions, and slowly, he answers. His English is good, but his knowledge isn’t. He keeps referring to the manual he has, which is an older manual — before my time. It has software tips that were wrong. I tell him that he needs a new manual and an updated programming guide that contains the correct commands and the correct parameters.
Then he asks “Can’t you tell me how to do it over the phone?”
Er, he just asked me to write a program for him over the phone. But still, I’m patient. “No, not really,” I tell him. “I can’t remote control you to write software.” “Then maybe you can write the program and send it to me?” he asks hopefully.
Still patient…
“No, I can’t write customer applications,” I tell him, as gently as I can. “However, I can direct you to the page on our website that has all the updated information and the software toolkit and everything.”
“No, that won’t help,” he tells me, “I don’t have Internet access from here.”
“No problem,” I say, “I’m happy to e-mail the whole thing over.”
“No,” he says, “I don’t have e-mail, either.”
I’m stunned by this, because our products are high tech laboratory measuring devices. It’s hard to imagine a high tech lab without access. I double-check: “You are running a laboratory with high tech laser and optical test equipment and you have no web or email access?”
He confirms this, “I don’t have permission to access the web.”
Okay, still patient, but after the past half hour, it’s almost gone…
“Then how was I supposed to send you the software application you asked me to write?”
“Oh, I was hoping you would have a disk you could put it on. Then you could mail it.”
(internationally, mind you)
“Ah, no, not really. That’s why we have these things online.”
“Then could you send me the programming tools and the new manual and stuff?”
“Via surface mail?!”
“Yeah, can you do that?”
(still patient…)
“If you tell me your address, I will ask our shipping department to mail you the new user manual–”
“Can you do it?”
“No, I won’t be in until late tomorrow.”
“Not tomorrow, can you do it tonight?”
“No, I really can’t. I’m at work and the shipping building is locked up.”
“Can you take it out to an overnight shipper, maybe?”
(still patient, but slipping…)
“Look, I appreciate that you want it, but this would be so much easier if you were online somehow — you could have everything in about five minutes. Assuming I felt like leaving work to post an overnight package to you, it wouldn’t even be picked up until tomorrow anyway, so I might as well plan to ship it from here.”
“No, I need it now! I have to get this working today! Why can’t you help me?!”
(snap)
Now, I’m not entirely sure exactly what I said after that petulant whine. Really. I seem to remember using the words “backwards” and “primitive” a couple of times, as well as the phrases “put a grown-up on the phone” and something about how it wasn’t my fault his company couldn’t trust a web account at the same time they were trusting million dollar laser facilities. There were some other things said — nothing profane, mind you, but strong. There was a click — maybe he hung up, maybe I hung up, I don’t know.
The next day, the owner came into my office and walked over to my phone and jotted down the number. “What’s up?” I asked.
He gives me a funny look and tells me they received a call from one of the foreign customers who was sure he had the wrong number and bitched and moaned about how this wrong number had caused him trouble at his job, yadda, yadda, yadda.
“I don’t know for sure who he talked to,” the owner said, “But I think it’s probably a good idea to take your phone off the after-hours rotation.”
I nodded, silently.
I’m a good technical writer and a decent programmer, but there’s a reason the Universe hasn’t seen fit to put me in Customer Service.
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