Mystery Shopping- Improving Service Quality
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Transcript of Mystery Shopping- Improving Service Quality
Brief 122749
Evaluate the role of Mystery Shoppers in Delivering Quality Service
Introduction
The use of participant observation, also called situation research and mystery-shopping, where the
researcher interacts with the subject or subjects being observed stems from the field of cultural
anthropology (Wilson and Gutmann, 1998). Anthropologists would take part in a tribe's daily life in
order to understand the norms, attitudes and behaviours that were neither documented nor
communicable via language. Anthropology tended to use unstructured observation with researchers
immersing themselves in a situation and discovering 'reality'. Covert participant observation, where
the observation is undertaken in a concealed manner to ensure that the experience is natural and not
contrived for the sake of the observer, has also been used in the social sciences, for example in the
study of race and sex discrimination in recruitment procedures (Esmail & Everington, 1993).
Additionally, the Consumers' Association in the UK have been using covert participant observation
in their tests of service performance since 1960 (Brown, et al., 1997). Even Government
Departments have used the technique to monitor areas such as postal deliveries or the testing
undertaken in MOT test centres (garages which test the roadworthiness of cars, COT, (1996)).
In a services context, observational methods are able to provide information of the service
experience as it unfolds (Grove and Fisk, 1992). In particular, participant observation helps to
develop a richer knowledge of the experimental nature of services. The participant can identify
dimensions of the service encounter unlikely to be discerned by a distant or non-participant
observer. Concealment of this observation, although raising ethical issues can ensure that the
experience is natural and not contrived for the sake of the observer.
The need for specific performance information stems from the increasing emphasis on service
performance by service mangers. Whilst head office staff and senior management invariably set
service standards, the task of delivering these standards falls to individual staff member who face
customers. Variations in service performance can have a major impact on customer satisfaction.
This is emphasised by Bateson (1995) who suggested that the customer's experience during the
delivery of a service is as important to customer satisfaction as is the benefit that the service
provides. Grönroos, (1983) in his paper on 'interactive marketing' also stressed that 'how' you
perform a service is often as important as 'what' you perform.
Emerging academic and other literature shows that mystery-shopping measurements tend to be used
for one or more of the following purposes:
1. To act as a diagnostic tool identifying failings and weak points in an organisation's service
delivery (Wilson, 1998; Wilson and Gutmann, 1998). As a diagnostic tool, respondents use
mystery-shopping to track key elements of their organisation's service delivery process and
help identify where capital, technical and human resource requirements to be allocated.
2. To encourage, develop and motivate service teams by linking with appraisal, training and
reward mechanisms (Dorman, 1994). Definitive information from mystery-shopping is also
seen as being essential for appraising, developing, motivating and rewarding service teams
and potentially individual service personnel. In terms of motivation, mystery-shopping
results can be used to reward those service teams who are performing well against the set
service standards. Financial rewards and incentives are seen as becoming more common
in almost all sectors but particularly in the financial services sector (Wilson,1998; Dorman,
1994)
3. To assess the competitiveness of an organisation's service provision by benchmarking it
against the offerings of others in an industry (Wilson, 1998;
Wilson and Gutmann, 1998). Mystery shopping can also be used as a bench mark comparison with
the service performance of competitors. Where the research is undertaken on a syndicated basis, this
is relatively straightforward but where an organisation commissions a mystery-shopping
programme which includes an assessment of the competitors, certain ethical issues become
important (Dawson and Hillier, 1995). The Market Research Society (MRS) Code of Conduct
specifies that mystery-shopping should not involve an unreasonable amount of time or expense on
behalf of the organisation being researched.
Participant observation has tended to be used by each of these bodies as it allows the researcher to
overcome some of the potential weaknesses of interviewing and survey research.
These are highlighted by Fried.richs & Ludtke (1975).
1. There is often a discrepancy between real and reported behaviour. Occasionally
statements are made in interviews which are not in accordance with the factual behaviour of
the interviewed persons.
2. Often facts are brought to light by means of natural settings only. The interviewee is
not conscious of them and they are therefore not easy to get at by questioning.
3. The verbal capabilities of the interviewed person can limit the quality and quantity of
information gathered.
Comparative Approaches
Mystery shopping became established during the 1 970s, with approximately 25 percent to 35
percent of all banks with over $300 million in deposits conducting some type of mystery-shopping
program (Leeds, 1995). What prompted the growing interest in mystery-shopping in the '70s was
the realization by marketers and bankers of the importance of developing a sales culture (Reed and
Miles, 1995). Because sales professionalism became increasingly important, a device had to be
developed to monitor sales skills, as well as changes in service behaviours in the sales culture.
Mystery shopping began to be used as a monitoring device for sales culture development,
specifically for tracking sales behaviours and skills (Leeds, 1995; Reed and Miles, 1995). This
phenomenon then led to the use of mystery-shopping to not only monitor, but to motivate
performance, set goals or standards and reward performance. Some of the more progressive and
sales-oriented banks began rewarding employees based upon the sales achieved (Dorman, 1994). In
the 1980s, the financial industry's new catch phrase was "service quality" and, once again, mystery-
shopping (along with consumer and customer satisfaction surveys) was used extensively for
evaluating, monitoring and motivating performance. It was the combination of these two research
methodologies that changed the basic mystery-shopping methodology to one of a predictor of
customer satisfaction. By determining what customers' wants and needs are and what satisfies
customers most, checking for and reinforcing specific behaviours can be built into the mystery
shopper program (Leeds, 1995; Dwek, 1996)
While the proponents of the methodology were deriving benefit from the mystery shopping
technique, it was not without critics. Dwek (1996) states that mystery-shopping used to be regarded
as corporate spying. It was seen as an underhand activity, probably prompted by management
accountants advising clients to axe hundreds or thousands of jobs. It was, in short, an excuse for
firing people (Dwek, 1996)
In a services context, observational methods are able to provide information of the service
experience as it unfolds (Grove and Fisk, 1992). In particular, participant observation helps to
develop a richer knowledge of the experimental nature of services. The participant can identify
dimensions of the service encounter unlikely to be discerned by a distant or non-participant
observer. Concealment of this observation, although
raising ethical issues can ensure that the experience is natural and not contrived for the
sake of the observer.
In terms of ethics, observing people without their knowledge may violate their rights to
privacy and freedom from exploitation (Jorgensen, 1989). However, services are often
performed in public settings where their delivery can often be observed by members of
the public other than the specific obligation to the service provider in a concealed
observation than in normal everyday life circumstances.
Mystery shopping is a clear example of concealed participant observation in a public
setting. However, it differs from original anthropological approach to observation in
terms of its structured and systematic format. Cultural anthropology tended to use
unstructured observation with researchers immersing themselves in a situation and
discovering 'reality'. Whereas mystery-shopping uses a structured approach of checklists
and codes to gather and measure specific information about service performance in
everyday conditions (Grove and Fisk, 1992).
The need for specific performance information stems from the increasing emphasis on
service performance by service mangers. Whilst head office staff and senior management
invariably set service standards, the task of delivering these standards falls to individual
staff member who face customers. Variations in service performance can have a major
impact on customer satisfaction. This is emphasised by Bateson (1995) who suggested
that the customer's experience during the delivery of a service is as important to
customer satisfaction as is the benefit that the service provides. Grönroos, (1983) in his
paper on 'interactive marketing' also stressed that 'how' you perform a service is often as
important as 'what' you perform.
Theories and Models
In the UK, mystery-shopping is the smallest area of specialisation covered by major research
companies (Dawson and Hillier, 1995). However, in a survey conducted by the MRS in 1995, it was
found that the use of mystery-shopping as a research methodology is gaining widespread
acceptance (Dawson and Hillier, 1995). There are few published figures on the scale of mystery-
shopping activity, Wilson (1998) gave an estimate of between £20-3Omillion per annum and
Dawson and Hillier (1995) identified 187 agencies providing this form of research. Apart from
using mystery-shopping as a part of performance monitoring programmes, competitor mystery-
shopping is relatively widespread (Dawson and Hillier, 1995). However there are also a number of
areas that lead to tension among companies with regard to competitor mystery-shopping. In a
survey carried out by the MRS in 1995, the following were cited by the respondents to be
problematic issues in competitor mystery shopping: mystery shoppers take up too much time,
should not do anything out of ordinary, should make a purchase, it is ethically wrong to place orders
and then cancel, the taping of conversations is not acceptable unless prior permission is gained, etc.
(Dawson and Hillier, 1995). As a response to these problems, and also to reduce the costs of
research for individual organisations, syndicated studies involving a number of clients
are also in operation. The syndicated studies enable the client organisation to assess their
performance relative to industry norms and comprise groups of organisations. The financial services
in particular have been engaged in a syndicated shopping since 1992. Subscribers such as the
Midland, NatWest, Royal Bank of Scotland, Bank of Scotland, Bradford and Bingley, Nationwide,
Yorkshire Building Society and Leeds Permanent get comparisons on their own and competitors'
performances on a whole range of services (Miles, 1993).
Mystery Shopping is a technique increasingly used in service organizations to measure intangible
service experiences. Since a service experience exists only as a memory in the person who had the
experience, measuring how good it was is a challenge for service organizations. Instead of being
able to rely on the quality inspectors that manufacturing firrms use to ensure product standards are
met, services must invent other measurement techniques to assess the quality of their customers’
service experience. Of the many techniques service organizations might use, one of the most useful
is the mystery shopper. Mystery shoppers go to an organization to experience a service ‘‘incognito.’’
They act as a typical customer to assess predetermined service standards of service quality are
being met by employees delivering the service.
The mystery shopper visits a specific organization at a predetermined time and then completes a
systematic assessment form detailing all aspects of that service experience. Rather than relying on
unpredictable customers’ willingness to fill out comment cards, their vague memories when
responding to random surveys, or a supervisor’s chance opportunities to observe customer-
employee interactions, a mystery shopper can ‘‘catch the experience’’ while it is happening.
Whether it is a bank, health care facility, restaurant, hotel or any other organization providing an
intangible service experience, a mystery shopper provides an assessment of both objective and
subjective aspects of the quality and value of a service. The assessment forms are designed to
measure an organization’s specific service standards. Because of their comparatively high cost,
mystery shoppers typically visit organizational locations infrequently. Mystery shopper programs
using only one visit per unit per year spread across several hundred organizational locations as
would be typical for a bank,restaurant, or hotel, provide management with an overall assessment of
the organization’s ability to meet its quality standards. Analysing these data over time allows
managers to discover whether service quality delivery is improving or not for the overall
organization. Because of this limited frequency of shopper visits, the data are generally considered
useful only for assessing organizational level performance and not for individual units or a specific
employee.
Benefits of Frequent Mystery Shops
Advantages of mystery-shopping can be summarised as follows:
1. In contrast to attitudinal surveys of customers, the mystery-shopping approach is
being used to measure the process rather than the outcomes of a service
encounter (Wilson, 1998). The emphasis is on the service as it unfolds, looking
at which activities and procedures do or do not happen rather than gathering
opinion about the service experience (Miles, 1993).
2. The literature review reveals that consumers are more interested in functional qualities, as
opposed to technical qualities. Hence mystery-shopping is a very suitable methodology as it
provides more objective measures of service delivery.
Weaknesses of mystery-shopping in Internet banking services can be summarised as
follows.
1. The entire outcome of the exercise depends on the quality of the data collection
instrument. Careful design is required to give comprehensive coverage. The
omission of a crucial factor may yield spurious results.
2. Because the methodology does not solicit views from a sample of respondents, it
lacks the diversity of open-ended answers and suggestions.
3. Inevitably, some measures in a mystery-shopping exercise produce subjective evaluations. While
it is impossible to remove the subjective element, it can be reduced by formulating appropriate
measures that have objective underpinnings.
Because of the data limitations of the typical mystery shopper program, some organizations have
increased their frequency to gain better feedback. Cheesecake Factory and Restaurant Partners
Incorporated, for example, employ mystery shoppers a minimum of ten times monthly for each
location. These data offer several important advantages for organizations willing to spend the
money to obtain them. First, mystery shoppers can make a relatively objective assessment of all
aspects of the service experience, especially an employee’s performance in the customer encounter.
Because the mystery shopper is asked to assess the experience against preset service standards, a
related benefit is that using a mystery shopper requires organizations to take the time to identify
exactly what they expect to deliver to customers in their service offering. There is considerable
value for the organization in defining what the service experience should be for its customers by
identifying the aspects of the service experience that are key to its customers’ satisfaction, re-
patronage, and positive word of mouth.
These key drivers can be used to ensure that the service standards assess delivery of the service
experience expected by the customer. Second, once service standards are defined, a mystery
shopper can use a customized form to assess the organization’s effectiveness. Every shopper uses
the same measures for every shop. These data also allow the organization to make performance
comparisons across time periods, employees, and organizational units. While mystery shoppers are
effective in assessing the more subjective standards of service, such as employee friendliness or
helpfulness, they are especially effective in evaluating the objective aspects of the experience, such
as the cleanliness of the facility or the number of seconds before being greeted at a particular
location. A third, and perhaps the most important but underutilized, advantage of this technique is
that it provides third-party data for managers to use in coaching their employees. Feedback from a
mystery shopper provides a relatively objective basis for a manager to praise good and correct
poor performance. between the employee and the assessor are minimized, as
both are strangers to one another. And, the employee is unaware that his or her performance is being
formally assessed. A large private school group, for example, uses mystery phone calls to individual
school offices to reveal how enrolment inquiries are handled. An international resort organization
uses mystery audits of travel agents to learn how often agents recommend their properties. In each
case, the feedback is used to coach individuals about their performance.
A fourth advantage of more frequent use of mystery shoppers is that the data they provide remove
much of the perceived subjectivity of the appraisal process. Because mystery shop feedback is
provided anonymously on the performance of a particular server, mystery shop data are less
subject to traditional appraisal errors made by supervisors than the typical performance review
process. The manager can offer employees specific feedback anchored to specific performance
standards without appearing to be making ad hominen attacks.
Fifth, most mystery shop programs can provide rapid, usually overnight, feedback. This information
can be shared with an employee while the customer encounter assessed by the mystery shopper is
still fresh in the employee’s mind. A sixth benefit of using a mystery shopper is based on the
proven psychological value of knowledge of one’s performance. Knowledge of results almost
always leads to improved employee performance because it improves learning, as well as
motivation through subsequent goal setting. Finally, because employees do not know when their
performance will be assessed by a mystery shopper, the feedback provided allows managers to
coach on a ‘‘variable interval (VI) schedule.’’ Since employees, can’t predict when or who
is assessing their performance, they can’t engage in impression management by ‘‘dressing up’’ their
performance for an evaluator. While employees know that both the performance observation and the
coaching feedback will happen sometime, they don’t know when. Feedback is expected but
unpredictable. Mystery shopper programs allow managers to gain the power of variable interval
schedules in ways that have not previously been possible outside the laboratory.
Weaknesses of Mystery-Shopping
Weaknesses of mystery-shopping in can be summarised as follows;
1. The entire outcome of the exercise depends on the quality of the data collection
instrument. Careful design is required to give comprehensive coverage. The
omission of a crucial factor may yield spurious results.
2. Because the methodology does not solicit views from a sample of respondents, it
lacks the diversity of open-ended answers and suggestions.
3. Inevitably, some measures in a mystery-shopping exercise produce subjective
evaluations. While it is impossible to remove the subjective element, it can be
reduced by formulating appropriate measures that have objective underpinnings.
Conclusion
A mystery shopper intervention accomplishes at least three important aspects of any performance
appraisal system. First, it requires the specification of the standards of employee behaviour in clear
and measurable terms. Second, it provides performance data that can be used to coach employees.
Third, the performance assessments are based on observations from a relatively dispassionate third
party. This means that the conversation in a coaching session starts off with the comment ‘‘you were
evaluated, and here are the results’’ rather than ‘‘here is what I think of your performance.’’ It is less
stressful in an evaluation process when the data used come from a neutral source. This enables the
manager to focus on the implications of the feedback, and coach improvements in performance
instead of focusing on the impact the feedback might have on the emotions and of the person being
evaluated. It is impractical to constantly coach all employees on desired behaviour. Hence, the
obvious lesson learned from our research is that mystery shopping is a powerful technique
for managers to use in providing employee third-party feedback on a variable interval schedule in a
service organization.
Bibliography and References
Bateson, J. (1977), Do We Need Service Marketing?, Marketing Consumer Services: New Insights, Report 77-115, Marketing Science Institute, Boston
Brown, C., Sopp, L. and Gould, 5. (1997), Consumers' Association Goes Undercover, Consumer Policy Review, 7(1), pp. 2-6
Dawson, J. and Hilliar, J. (1995), Competitor Mystery Shopping: Methodological Considerations and Implications for the MRS Code of Conduct, Journal of the Market Research Society, (October), pp. 4 17-427
Dorman, K. G. (1994), Results Can Shape Your Future, Bank Marketing, (August), pp. 17-21
Dwek, R. (1996), Magic of Mystery Shopping, Marketing, 17(October), pp. 41-44
Esmail, A. and Everington, S. (1993), Racial Discrimination Against Doctors From Ethnic Minorities, British Medical Journal, 306, 13(March), pp. 69 1-692
Friedrichs, J. and Ludtke, H. (1975), Participant Observation, Lexington, MA, USA
Grönroos, C. (1993), Toward a Third Phase in Service Quality Research: Challengesand Future Directions, in Teresa A. Swartz, David E. Bowen, and Stephen W. Brown (Eds.), Advances in Services Marketing and Management: Research and Practice, Vol. 2, pp. 49-64, JAI Press, Greenwich, CT
Grove, S.J. and Fisk, R. (1992), Observational Data Collection Methods for ServicesMarketing: An Overview, Journal of the Academy of Marketing Science, 20(3),pp. 217-24
Jorgensen, D. L. (1989), Participant Observation: A Methodology for Human Studies,Sage Publications, Newbury Park, CA
Leeds, B. (1995), Mystery Shopping: From Novelty to Necessity, Bank Marketing,(June), pp. 17-23
Reed, K. and Miles, L.R. (1995), How Mystery Shoppers Support 'The Brenton Way' ofCreating and Defining a Service Culture, Journal of Retail Banking Services,Winter, 17(4), pp. 21-28
Wilson, A and Gutman, J. (1998), Public Transport: The Role of Mystery Shopping inInvestment Decisions, Journal of the Market Research Society, Oct. 40(4),pp.285-95
Wilson, A. (1998), The Use of Mystery Shopping in the Measurement of Service Delivery, Service Industries Journal, 18(3), pp. 148-163