A Service Design Principle to know when to fix something right away and when to make come back later.
I need to change the battery of my watch. So I go to a tiny watch repair shop. The person at the counter tells me it’s something quick to do. So she does it right away. After five minutes, I have a new battery in my watch. I’m impressed. Usually, in these shops, you have to leave your watch at the shop and come back a few hours or even days later.
This staff member understands well that it takes more time to ask for my personal information, enter the watch in a database to track it and then do the repair later than doing it right away. Therefore the worker and I saved precious time and even some precious mental energy (2).
This interaction reminds me of the two-minute rule by
David Allen (1), and we can adapt it to the world of Service Design like this:
If you can solve a customer or user issue in the next five minutes, do it with the person right away.
You might say: “five minutes can feel like a long waiting time”. So how do you turn these five minutes into a less frustrating waiting time? Do what the watch repair person did: think aloud. For example, she said: “Let’s open that thing... Hmmm... Okay, the old battery is healthy... Let’s recycle it...” You get the idea.
By thinking aloud, the staff member allows you to see the behind-the-scenes. This makes the waiting time more interesting, and therefore it feels shorter.
So let me ask you:
Are there tasks that you often delay in your service? Which tasks could you do right away to save time for the user and your staff?
Footnotes
(1) This rule says that if you receive a new task within two minutes, it might be better to do it right away instead of adding it to your do list system. Indeed, the time you’ll need to add it to your system and the time you’ll need later to remind yourself what this was all about is more than two minutes.
(2) Psychology researchers and productivity experts seem to agree that
switching contexts costs a lot of mental energy. As here, the worker doesn’t have to change context. Instead, he will end the day having used less mental energy and might feel less burned out.
Daniele’s personal notes
- You just read the second draft of this Service Design Principle.
- The length of this principle has been reduced by 64% compared to the first draft.
- Once improved even more, this principle could be part of the book “Service Design Principles 201-300.”
- As always, feel free to share comments, feedback or personal stories to improve this principle.