PROJECT REPORT ON INTERNAL CUSTOMER SATISFACTION

INTRODUCTION Customer is the king; this is all the more apt for today's business environment where, all other factors remaining more or less constant, it is the value addition to the customer that is making all the difference. Customer satisfaction depends on the performance relative to expectations. A key premise in customer satisfaction is understanding the needs and meeting or exceeding the expectations of customers. Furthermore, this is done while optimally using resources. While most companies have developed strategies to improve quality and external customer service, internal customer satisfaction is a much neglected component of quality improvement. To this end, it is important to emphasize that total customer satisfaction can be attained only if all employees devoted to external customer satisfaction can work together and assist each other to achieve the common objective, when the internal customer isn't satisfied; Relationships with the external customer suffer. So, it is suggested to adopt customer oriented approach to keep the internal customer satisfied and motivated, who in turn will focus their attention and energy upon meeting the requirements of their customers, thereby maximizing the customer, thereby maximizing the customer satisfaction. Customer satisfaction survey is the process to monitor the satisfaction quotient of their people. In internal satisfaction surveys therefore tracks the return on your investments in keeping your people happy, high salaries, a quality culture, a healthy work environment. Last, but not the least internal customer satisfaction survey helps in finding the critical areas, which need further improvement. NEED OF INTERNAL CUSTOMER SATISFACTION SURVEY ARISES DUE TO FOLLOWING REASONS. Rapidly growing organization. High or growing turnover rate. Excessive rumor's Highly competitive industry. Planned and recent organizational changes.

BENEFITS OF AN INTERNAL CUSTOMER SATISFACTION SURVEY It creates better teamwork and much improved work process. It leads to higher output and superior quality product. It decreases the turnover. Reduced overheads, and increase customer satisfaction level's inter departmental. It enhances communication and hence helped in team building, hence there is less wasted effort caused by lack of common purpose and poor communication. A good employee feedback survey improves employee attitude and boosts morals.

INTERNAL CUSTOMER-SUPPLIER RELATIONSHIP In an organization, from procuring an order to delivering the final product, a series of activities takes place. There are different departments to which these activities are assigned e.g. Raw material for production is purchased by one department and supplied to other department,where the production initiates, thus every department play an important role of a customer and supplier as well. The importance of a customer is well known from the maximum, Customer is the king. Earlier, organizational administrators concentrated only on the satisfaction of external customers i.e. the target market. But now it is being realized that if the internal customer is satisfied the quality as well as the quantity is also appreciable. Higher the customer satisfaction index, higher will be the quality of the production. This results in the satisfaction of external customers and ultimately brings profits & prosperity to the organization. It can benefit the organization in following ways:1) 2) 3) 4) 5) 6) There will be less employee turnover. Optimum utilization of available resources will take place. High job satisfaction and feeling of belongingness in employees. Qualitative product. Least conflicts in the departments. Good reputation in the market and many more benefits can be accrued.

Thus, every department. Should ensure that the customer department is satisfied with the product and services provided by it as it will result into an overall improvement of the organization.

To serve a final customer first of all a company has to satisfy his employees. If employees are satisfied then they will ultimately satisfy the final customer. Three types of marketing arise. These are as follows:1) Internal marketing: It is defined as when company communicates its policies to the employees. In this understands their employees & provides good working condition, compensation and incentives so as to satisfy their employees. Companies satisfy their employees because they are the person in touch with the final users. 2) External marketing: When company communicates with its final end user regarding the product complaints & suggestions so as to satisfy them. 3) Interactive marketing: In this employees communicate company product to its final end users. INTRODUCTION TO CUSTOMER SATISFACTION Todays companies are facing their toughest competition ever. These companies can surpass their competition if they can move from product and sales philosophy to a marketing philosophy. We spell out in detail how companies can go about winning customers and outperforming competitors. The answer lies in doing a better job of meeting and satisfying customers needs. Only customer-centered companies are adapt at building customers, not just building product. They are skilled in market engineering, not just product engineering. Too many companies think that it is the marketing/sales departments job to procure customers. If that department cannot, the company draws the conclusion that its marketing people arent very good. But in fact, marketing is only one factor in attracting and keeping customers. The best marketing department in the world cannot spell products that are poorly made or fail to meet
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anyones need. The marketing department can be effective only in companies whose various departments and employees have designed and implemented a competitively superior customer value-delivery system. Although the customer oriented firms seek to create high customer satisfaction, its main goal is to maximize customer satisfaction, first the company can increase customer satisfaction by lowering its prices, but results may be lower profits second the company might be able to increase prices. Third the company has many stake-holders including employees, dealers, suppliers and stock holders spending more to increase customer satisfaction might divert funds from increasing the satisfaction of other partner. Estimate the company must operate on the philosophy that it is trying to deliver a high level of satisfaction to the other stake-holder within the constraints of its resources. From the past studies of last three decades we observed that the companys first task is to create and satisfy customers. But todays customers face a vast array of product and brand choice prices and suppliers. It is generally believed that customers estimate which offer will deliver the most value customers are like value maximizes, within the bounds of search costs and limited knowledge, mobility income, they form an expectation of value and act on it, whether or not the offer lives up to the value expectations affects customers satisfaction and their repurchase probability. CUSTOMER VALUE Customer delivered value is the difference between the total customer value and total consumer cost. Consumer value is the bundle of benefits customers expect from a given product or service. Total consumer cost it the bundle of costs consumer expect to incur in evaluating, obtaining and using the product. That two customers can report being highly satisfied for different reasons. One may be easily satisfied most of the time and other might be hard to please but was pleased on this occasion. Companies should also note that managers and salespeople can manipulate their ratings on customer satisfaction. They can be especially nice just before the survey. They can also try to exclude unhappy customers from the survey. Another danger is that if customers will know that the company will go out of its way to please customers, some customers may express high dissatisfaction (even if satisfied) in order to receive more concession. DELIVERING CUSTOMER VALUE AND SATISFACTION: The value chain is a tool for identifying ways to create more customer value. Every firm is a collection of activities that are performed to design, produce, and market, deliver and support its product. The value chain identifies nine strategically relevant activities that create value and cost

in a specific business. These nine value-creating activities consist of five primary activities and four support activities. INTERNAL RECORD SYSTEM Marketing managers rely on internal reports on orders, sales, prices, cost, inventory levels, receivables, payables, and so on. By analyzing this information, they can spot important opportunities and problems. THE MARKETING INTELLIGENCE SYSTEM A marketing intelligence system is a set of procedures and sources used by managers to obtain everyday information about developments in the marketing environment. Marketing managers collect marketing intelligence by reading books, newspapers and trade publications; talking to customers, suppliers and distributors; meeting with other company mangers. First, it can guide and motivate the sales force to spot and report new developments. Sales representatives are positioned to pick up information missed by other means. Second, the company can motivate the distributors, retailers, and other intermediaries to pass along important intelligence. Third, companies can collect competitive intelligence by purchasing competitors products; attending open houses and trade shows; reading competitors publishing reports; attending stockholders meeting; talking to employees, dealers, distributors, suppliers, and freight agents; collecting competitors ads; and looking up news stories about competitors on the internet. SOURCES OF INTERNAL DATA Sources of internal data are of two types: 1. Internal or primary data 2. External or secondary data. Internal Sources Company profit-loss statements, balance sheets, sales figures, sales call reports, invoices, inventory reports and prior research reports. External Sources a) Government publications
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b) Periodicals and books c) Commercial data OBJECTIVESS OF STUDY The main objective of the study is to find out the level of satisfaction among the internal customers. To know the present status of the suppliers in terms of their supplied material & services. To collect and evaluate ideas/views and expectations of the internal customers for the improvement in suppliers performance. To make company's internal suppliers aware about the dissatisfaction part of their customers. To find out the most prominent area of dissatisfaction. To enhanced the communication & co-operation between the internal suppliers and their customers.

RESEARCH METHODOLOGY The quality and reliability of research study is dependent on the information collected in a scientific and methodological manner. Scientific planning & designing of research method is a blue print for any research study. Therefore, proper time and attention should be given in designing the plan of research. While proper definition of problem tells the researcher where he has to go, proper design tells him how he should go. Selection of methodology for a particular project is made easy by sorting out a number of alternative approaches, each of them having its own advantage and disadvantages. Efficient design is that which ensure that the relevant data are collected accurately. The researcher has to think about what procedure and techniques should be adopted in the study. He should arrive at the final choice by seeing that the methodology chosen for project is indeed the best one, when compared with others. RESEARCH DESIGN: Research design is the first and foremost step in methodology adopted and undertaking research study. It is overall plan for the collection and analysis of data in the research project. Thus it is an organized, systematic approach to be the formulation, implementation and control of research project. Infact a well planned and well balanced research design guards against collection of irrelevant data and achieves the result in the best possible way.

SAMPLE DESIGN:The universe of study being large, researcher has to resort to sampling method of data collection. On the basis of a section of the universe selected in a prescribed manner one is able to deduce for the universe. For the sample results to be applicable on the universe, sample should be adequately chosen so to make it representative and reliable. Population: General Managers in the operation. Sample: Sample covers the respondents of 20 departments. DATA COLLECTION METHOD: Data are the bricks with which the researcher has to make a house. While the qualities of research findings depend on data, the adequacy of appropriate data in turn depends upon proper method of data collection. A number of methods are at the disposal of the researcher of which one has to select the most appropriate one for visualizing the research objective. Thus he has to see that the method adopted is compatible with the resources and research study. a) Primary Data: Data which are collected fresh and for the first time and thus happens to be original in character. Primary data are gathered for specific purpose. b) Secondary data: Data that collected from primary data i.e., they are already exiting somewhere. For the purpose of our study we collected both the data. For the purpose of this study we collected: Secondary data through induction manual, magazines, corporate journals and web site & Primary data through.-Questionnaire method. In our study the main emphasis was on the questionnaire method. We used questionnaire method which consisted of 4 attributes and again they were further divided into 12 parameter. Question, which were asked, were of multiple choices in nature and were of, closed ended. DATA ANALYSIS: Data collected, if not subjected to analysis is meaningless. For the purpose, data after collection has to be presented in the form of tables, diagrams and graphs. It is only after presentation that data can be analyzed, interpreted and inferences can be drawn. The likert scale has been used for getting the responses through questionnaire.

We used 5 point scale, which are assigned to degree of satisfaction level of the respondent with regard to the effectiveness of training which was imparted to them during the last year. 1 Poor 2 Average 3 Good 4 V. Good 5 Excellent

The responses were collected and analyzed on the above mentioned 5 point scale. We used weighted score and weighted average for the purpose of presenting our findings in the Radar Chart and Pyramid Chart. Weighted Score: This score was observed for every individual attribute for each department. The score was obtained as: No. of response X Weights

These score were used to make Radar chart type (spider chart) for the presentation of the performance of a particular department on 12 Parameters. The purpose of making Spider Chart is to locate the position of department on each parameter. Weighted Average : We get the Weighted Average for each attribute by: Weighted Score / Total department (respondent) score Through this method the weighted average for each individual parameter of a particular department was obtained. And through this W.A. we calculated the mean of the weighted average of a dept. Sum of the weighted averages of the entire department Total No. of attributes.

This is the required weighted average, which we get for a department as a representative of the performance with respect to others. This weighted average was then used to make a pyramid chart to show the performance of the departments on 5 point scale. Department-wise analysis: We derive a rating scale in continuous series with a common class interval by using the following methodology.

We take difference between highest and lowest rating obtained by the 2 departments (HRD-3.33 & Civil-2.15) & further divided by 4 so that to make a continuous series of 4 classes with a common difference of 0.295 and assign it the measurement criteria. Rating Scale 2.15 2.45 2.45- 2.74 2.74-3.04 3.04-3.33 Measurement Criteria Below average performance Average Performance Good Performance High Performance

We used the above measurement criteria in our department-wise. Analysis chart also show the performance of each internal supplier as compared to other. Methods of evaluation 1. 2. 3. 4. 5. 6. 7. The opinion and judgment of head of the department. Asking the head of the department to fill up evaluation forms. Use of questionnaire. Giving oral and written test. Comparing departments performance. Analysis of efficiency & effectiveness of time. Measuring level of Quality, Delivery, Innovation and Productivity.

LIMITATIONS OF THE STUDY As no person is perfect in this world, in the same way no study can be considered as fully reliable at one glance. There are a number of uncontrollable factors acting as limitations in conducting the study. Some of such limitations encountered by me in our study are a) Non - availability of secondary data compelled me to start from the very minute information. b) Respondents in some department gave biased responses for fear of their position in the company. This may have influenced the results. c) Some people at top level were afraid and showed complete reluctance to give responses to some questions.

CONCLUSIONS After conducting the survey and analysis the data collected, it can be concluded that:1. The employees are not much aware of internal customer supplier concept. 2. Employees of different departments believe in concentrating only upon their departmental functions. 3. Things are seen from department point of view and not from organizations point of view. 4. Certain problems which are faced by almost every department are:a. Inconsistency in quality of product/service supplied by the respective suppliers. b. No group discussions, workshops or customer care programmes take place between the customers - supplier departments. c. Requirement of a lot of follow up to the work done. 5. Quality of the product service provided needs improvement. 6. Lacking of customer training & knowledge sharing. 7. Need of improvement in feedback communication. 8. There is a need for the adoption of innovative tools and techniques. 9. Communication, coordination and feedback to internal customer to be strengthened. 10. There was no flexibility in adopting cost control techniques. 11. Lot of wastage of resources and under utilization machine/men-hours. 12. There was no promptness of service/response to the customer department. 13. Irregular availability of data, records and diagnostics approach to the customer department. 14. There was no consistency in services and lengthy strength. 15. Internet was limited. 16. No routine check-up of pc and printers. 17. Lacking in the best technology like ON LINE TRACKING of each batch of fabric etc. SUGGESTIONS General suggestions for improving internal customer satisfaction to be followed by the organization to be really successful in exploiting the fullest potential of their employees are as follows: 1. 2. 3. 4. 5. 6. 7. 8. Cost control measures Promptness Pre-detection & proper maintenance of old dg sets Consistency in quality of steam Adherence to delivery commitments Participative planning with customers Communication and coordination should be more effective Optimizing of machine and men-hours
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9. Needs improvement in quality of product and services provided 10. Submission of summarized quality reports daily 11. To highlight problem and record the solution 12. Resistance in accepting the feedback regarding damages 13. Advanced information regarding any new quality is needed 14. To be more effective in inventory control and ordering through diagnostic approach 15. Training and knowledge sharing of financial reports 16. Provide advanced information about the failure 17. Needs better planning of procurement of packing material 18. Improve customer service in all respects 19. Resolve day to day problem quickly 20. Improvement in timely payment

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INTERNAL CUSTOMER SATISFACTION SURVEY Internal customer dept._____________________________________________ Internal supplier dept._____________________________________________ Supply/Service received___________________________________________ Rate the answer on a scale 5. 1 Poor 2 Average 3 Good 4 5

Very Good Excellent

Sr. No. 1 a) b) c)

Parameters Quality Quality of Product/Service Quality of feedback/communication Consistency of services

2 a) b) c)

Delivery Promptness of response/service Accessibility & availability of documents Adherence of delivery commitments

3 a) b) c)

Innovation Receptivity for innovation / new ideas Adoption of innovation tools techniques Analysis of data/diagnostic approach &

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4 a) b) c)

Productivity Adopting cost control measures Minimizing wastage of resources/time Optimization of machine/men-hours

Kindly give your expectation from the service department which has not met _____________________________________________________________ _____________________________________________________________

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