Customer Success Worflow featured image

How to Create and Manage an Efficient Customer Success Workflow

Every step of the way, the ideal customer experience offers seamless, consistently high-quality service. Throughout the customer lifecycle, customers frequently interact with various teams within your business. Keeping track of all of these interactions might be difficult, but good communication and making customer data open and available throughout the business guarantee a great customer experience. In order to streamline, standardize, and support Customer success initiatives, you must create an efficient customer success workflow.

Customer Onboarding Template

Defining Customer Success Workflow

Your information is dispersed throughout several platforms. The management of communications, tickets, notes, and platforms is therefore required. It’s simple for you to lose sight of how your customers are truly doing when there’s so much clutter and work to be done. A customer success workflow is essential because of this!

A customer success workflow is essentially a series of tasks for a CSM to increase product adoption and produce more reliable and consistent value for their clients. Calls, emails, online conferences, analysis of product feature usage trends, and research about a customer’s company are a few examples.

onboarding workflow

Why should CSM workflows be documented?

Your main objective as a CSM is to add value to the clients. You must record customer success procedures and processes for that to happen. This enables you to determine what is and is not working. It also aids in the development of profitable, scalable, and repeatable processes.

Adequate workflow documentation and creation are undoubtedly difficult tasks. However, once that is out of the way, CSMs may use the freshly developed procedures and processes to decide which strategy is best for each client. The goal is to develop customer success workflows that promote mutual growth for your business and its clients. Consider the turning points and encounters that occur along the customer journey to achieve this. You can then outline the steps customer success teams should take to deliver a satisfying customer experience.

Suggested Read: Designing a Customer Onboarding Framework for B2B SaaS

Designing a Solid Customer Success Workflow

The customer success process doesn’t fit all customers the same. You might not have a well-established workflow as a startup. As an alternative, a larger organization might want to make changes to the procedure. A customer success workflow is a specially designed procedure that is unique to your business and customized for your clients.

Image showing 'upsell workflow'

A standardized procedure guarantees that the customer success team can provide a scalable, repeatable client experience as a best practice. By streamlining the processes your team uses, you may improve teamwork and give your success managers more authority to choose how to interact with clients. Additionally, it boosts effectiveness and lowers the likelihood of errors. An improved CS workflow produces a smooth, superior experience for the client throughout the whole customer journey. Customer Success Managers have a thorough awareness of client needs, and they can select the best strategy for each customer by using this insight.

The objective is to create pathways for customer success that allow your company and your customers to expand together. You must carefully consider the turning points and encounters that occur during the client’s journey in order to accomplish this. You can then list the actions CS teams should take to provide a positive customer experience.

The following is an example of a customer success workflow:

Interested (Prospects)

The user recognizes your good or service as possibly meeting their wants. Prior to choosing to buy it, they assess it. A consultation with a salesperson may be necessary for this evaluation. who is able to give further information about the product and specifics of its use case.

The customer success team can plan a useful initial onboarding using automated methods with the help of this use case knowledge. With the help of the tools, teams may show through personalization that they are aware of the objectives and wants of their clients. Customers must follow a set of instructions that are provided by the tools. By doing this, people will comprehend the potential of the product and how it can benefit them.

You may manage your customer’s expectations by being aware of their objectives. These expectations will outline what they must do to succeed with your product on their end.

Best Practices for Customer Success Workflow

Standardize Your Processes

A strong Customer Sucess workflow must have standard processes in place to guarantee a predictable, scalable customer experience. The team is empowered and has access to a point of reference when needed thanks to the use of technology to establish a common playbook of best practices. Process for onboarding kick-off, strategy to manage low adoption, how to win back lost customers, and escalation management are a few examples of topics to include in the playbook.

Quarterly Business Review Template

Use the Proper Technology

You need a successful strategy for implementing standardized processes once you’ve defined them. Utilize tried-and-true technology to assist you in accomplishing this goal, such as industry-leading customer success software that will make it simple for team members to choose the best course of action in a number of circumstances.


A customer success team that works well with other departments can elevate their service, especially when inquiries from customers call for a deeper level of technical understanding. Contacting your development team can help your customer success team grow while also giving customers answers. If the same question or problem recurs, one answer can be to transform it into informative blog content. The customer success team can then utilize it as a resource in the future.

Customize Conversations

Although personalization is a popular marketing trend, you’ll get fantastic results if you can incorporate it into your customer success operations. A customer’s name in an email is no longer sufficient for personalization. Customers desire relationships, resources, and information that are specific to their circumstances and requirements. Fortunately, the customer success process already includes this. Your CSMs are familiar with your clients and are aware of how they gauge success. It is an essential component of customer success. But it bears repeating that you must customize each communication for each individual client. It’s important to implement this strategy as quickly as you can, regardless of how it could appear in your firm.

You’ll be halfway to implementing efficient personalization if you comprehend both the buyer personas of your clients and where they are in the customer journey. Using this data, you may tailor your outreach to be as pertinent as possible to the client’s current needs.

Collect Consumer Feedback

Regularly collect customer feedback and make necessary adjustments to workflows. Data from the voice of the customer helps you determine whether your workflows are having the desired impact. Keep in mind that as time goes on, the client experience evolves, therefore you might need to analyze and enhance your current procedures.

Continuous Improvement

The finest customer success teams are managing a number of activities and programs, evaluating their success, and making adjustments as necessary. To ensure that the standardized procedures your team uses are the best possible, be receptive to internal as well as external feedback. The customer success team can continuously tweak the procedure and make improvements over time by using the feedback. 

How to Use Software to Improve Your Customer Success Workflow

Give your team access to a customer success platform that has all the tools they require to maximize your customized workflows. Customer data is simply accessible from one area and is made available to all employees of your company thanks to Customer Success software. It ought to serve as an early warning system and offer a framework for making decisions regarding the best ways to deal with clients. Your team should be able to set objectives and monitor their progress in order to show the concrete results of their work. All of these factors working together will guarantee customers a top-notch experience all the way through.

Jahan Patel is a content marketer at CustomerSuccessBox. He loves languages and loves writing about growth & businesses. On his off time, you can find him sitting in a cozy cafe reading a book.