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From
the desk of Dale Kane
Direct
Line: (306) 347-2403
Email:
dalekane@taylormotors.com
Dear
customer,
First
and foremost, please accept my apologies for difficulties you may have
experienced in communicating with departments in our dealership and likely more
specifically our service department. I
know you are not looking for excuses and it is not my intent to make excuses. I will explain our current situation and our
plans to resolve many of the communication and service issues.
To
summarize what is described below, on April 19th a new service
writer has started with us, on May 3rd our front end service employee
returns to work having recovered from bypass surgery, our new phone system
should be completely operational by the end of April, the extraordinary phone
call volumes and recall servicing requirements should be mitigated by the end
of May and our body shop and service department capacities should be doubled by
the beginning of October and by the end of the year respectively.
Current Situation and Plans for the
Future:
In
early January one of our front end service employees had bypass surgery. It was not possible or feasible to provide a
replacement for the 4 months he was expected to be away. At that time our remaining front end service staff stepped up to ensure that customer service was
maintained. This individual, Rick, is expected
to be back to work at the beginning of May.
In
mid January one of our service writers made the decision, after 18 years, to
pursue a different career course while he was still young enough to try
something different. We immediately
began the process to replace this individual.
Again, the remaining front end service staff stepped up to ensure that
customer service was maintained as best as possible until a replacement service
writer was recruited. Our first
replacement service writer didn’t work out but a second replacement service
writer, Terry, has been with us since April 19th.
Toyota
accelerator pedal recalls were announced on January 22nd. While the call volumes and customer response
has lessened somewhat we still experience significant call traffic related to
the recall issue. Because we take our
customer concerns related to this safety issue very seriously we believe our
customers should discuss this issue with our senior service employees. We made the decision to not use a call centre
environment where our customers would talk to junior level service
employees. While still significant, the
call volumes are decreasing and we hope to have the recall services completed
by the end of May.
Since
early 2008 we have been working with our phone system provider to install and
implement a new phone system. Phase one
of a new phone system was installed in August 2009. We had hoped to install phase two by the end
of the year 2009. Unfortunately ongoing
problems with phase one delayed the implementation of phase
two. Phase two of this new system is
designed to receive, manage and distribute call volumes. Regrettably, as the problems are being resolved
in phase one new problems have arisen in phase two and
phase two implementation has been delayed.
We hope to have phase two fully operational by
the end of April.
Finally,
in mid year 2008 we recognized that sales growth meant we were exceeding the
capacities of our facility and our ability to properly meet the service needs
of our customers. We immediately started
the process to develop some land just a few buildings away from our
dealership. We made the decision to construct
a new building for our body shop allowing our service department to expand into
what is currently our body shop at the dealership. These moves will double our capacity for both
the service department and the body shop.
Our body shop will be in the new building in early October and we hope
to have our service department in the expanded space before the end of the
year. We will be hiring additional
service technicians and service writers at that time to meet the growing
service needs of our customers.
I
recognize that none of this does anything to address your service concerns
TODAY. We have been proactive and have
reacted as quickly as possible as situations developed. Our existing service employees have been
working longer hours and extra days in the last 3 months and I’ve met with the
management team weekly to discuss better ways to manage call volumes and
service requests. Once again I apologize
for the inconveniences that this has caused you and to offer some
acknowledgement of the inconvenience, print this letter and present it at your
next maintenance service to receive a $15 discount.**
Dale Kane C.M.A. C.A.
General Manager,
Taylor Lexus Toyota
Chief
Financial Officer, Taylor Automotive Group
**Receive
$15 off any service work performed in our service department now until the end
of business on June 30th, 2010.
Valid on Lexus and Toyota vehicles and on these vehicles sold and
delivered in Canada.
