Politeness in its core essence is about three things: Respecting the other, treating the other as a unique person (being smart and using information about the other and about the context of the conversation to help the other), and being consistent — that is, engaging with a degree of integrity — with the other.
RESPECT
A voicebot that treats users with respect is more likely to win the cooperation of its users than one that does not. Here are some instances of how the voicebot should behave respectfully towards the user:
Respect the user’s time: for instance, avoid having the user suffer through long prompts; proactively tell the user how long they need to wait for an agent; offer to the user the option to be called back; let the user interrupt.
Respect the user’s freedom: let the user opt-out if they don’t want to interact with the voicebot; let them get back to the voicebot while waiting.
Don’t lie to the user: for example, don’t tell them that you are going to route them to a human and then have them interact with the voicebot.
Don’t blame the user: in cases where an error occurs, the voicebot should always take the blame.
Never terminate an interaction unilaterally: the act of ending a conversation unilaterally is the ultimate act of disrespect in the context of a conversation. Always make sure that the decision to end the dialog is consensual.
Tell the user what you are going to do. For instance, the voicebot should always tell the user that it needs to pause the dialog interaction for a few seconds to execute a back end action (e.g., retrieve something from the database); the voicebot should always tell the user that it is transferring the user to an agent.
INTELLIGENCE
On the flip side, the best way to win a user’s respect and, therefore, their cooperation is by acting intelligently. Here are some examples:
Know the user’s preferences: if the customer has selected English in previous interactions, don’t keep asking them what language they wish to use every time they engage. Note the language preference, remember it, and default to it.
Know the user’s level of expertise: treat frequent users who know the voicebot differently from first-time or infrequent users.
Anticipate the user’s requests: if a user has recently placed an order or submitted a ticket, the chances are that they are calling to inquire about that order or that ticket. Offer the user the status of that order the next time they call.
Detect and act on request spikes: if the voicebot is experiencing a sudden spike in interactions with humans, have the voicebot adapt its behavior in light of that spike: for instance, if the first three weekdays of every new month experience a spike in users engaging with the voicebot to inquire about their checking balance, then during the first three days of the month, have the voicebot volunteer to offer the user’s balance before lapsing to the main menu.
CONSISTENCY
Nothing unnerves a user more than an irrational machine. Every instance of inconsistency by the voicebot will occasion the user to ask, “Why is it behaving like this? Did I miss something, or is this thing just badly designed?” Obviously, such questioning can only hurt the user’s confidence in the voicebot’s ability to help them solve their problem.
In Language: be consistent in how you refer to objects, properties and actions across prompts and menus. Don’t use “ticket” in one prompt and “case” in another; “incorrect” in one and “invalid” in another; “log in” in one and “sign on” in another.
In modality: if the user can speak their answer in part of their engagement with the voicebot, don’t take that ability away from them in some other part unless you explain to them why you are taking it away from them.
Across contexts: if users are responding to an infomercial and the infomercial tells the viewers that by calling the line, they will get to a sales agent, then make sure that the voicebot does not offer options that have nothing to do with sales: e.g., offering them to be connected to the help desk or to billing.
Ahmed Bouzid