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How To Reduce Churn Rates & Increase Renewal Revenue

How To Reduce Churn Rates & Increase Renewal Revenue

Subscription based businesses are reliant on signing up customers and more importantly, keeping them as customers for as long as possible. High customer churn significantly impacts business value, growth, profitability and usually indicates an issue within the business that needs to be addressed, whether that’s to do with the product offering, customer service, or a combination of both. 

Read on to find out more about how to reduce churn rates and increase renewal revenue. 

Understanding Customer Churn

Before we get into how to reduce churn, let’s first understand it. 

Customer churn is simply customers who choose not to renew their contract with you. You yourself have likely been a “churned” customer at some point in time, whether it’s because you canceled your Netflix subscription or stopped using Amazon Prime in an effort to support local businesses, you contributed to a company’s churn rate. 

You might think your $10/month subscription doesn’t matter that much to billion dollar organizations like Netflix or Amazon, but one of the main metrics of these businesses is subscriber growth and churn. Significant subscriber churn can damage a company’s share price, wiping millions off their market value in a short period of time. 

We’ve used B2C examples, but in B2B companies, churn is just as important and can often be improved with simple, but important changes. 

What Are The Types of Churn?

  1. Voluntary Churn: This occurs when customers actively decide to leave your service. Common reasons include finding a better alternative, dissatisfaction with the service, or a lack of usage.

  2. Involuntary Churn: This type of churn happens due to circumstances beyond the customer’s control, such as credit card expiration, payment failures, or affordability issues.

While involuntary churn may be unavoidable, voluntary churn should always be addressed. Even if you cannot convince the customer to remain, finding out why they have decided to no longer use your product or service is incredibly important for change and growth within your business. 

How Is Churn Calculated?

To effectively manage and mitigate churn, it’s essential to first measure it accurately. The churn rate is typically calculated as the percentage of customers who leave your service during a given period. Here is a simple formula:

Churn Rate = (Number of Customers Lost During the PeriodTotal Number of Customers at the Start of the Period)×100

For example, if you started the quarter with 1000 customers and lost 50 by the end of it, your churn rate would be 5%.

Most organizations will track this over months, quarters and years. This allows you to pinpoint issues easier as if you had significant churn over a specific period of time, you might be able to attribute it to an event such as a system outage or a negative customer review that went viral. 

Interpreting Churn Rate

Understanding what constitutes a 'good' or 'bad' churn rate can vary significantly across different industries and business models. 

Obviously, a lower churn rate is preferable, but benchmarks can differ. For instance, a SaaS company might aim for a churn rate lower than 5% annually, whereas consumer-focused sectors could experience higher churn naturally.

Businesses with small customer bases need to be cautious about over-interpreting short-term fluctuations in churn rates. It's often more useful to look at longer-term trends or to segment the customer base further to understand the underlying reasons for churn.

For large businesses, while individual fluctuations are less noticeable, it's crucial to monitor segment-specific churn or churn in key customer accounts that could significantly impact revenue and worsen over time. 

Although businesses that primarily rely on one-time purchases, such as physical goods like furniture stores would not technically have a “churn” rate to calculate, they could calculate the amount of repeat business they receive from customers via loyalty programmes or the capturing of a unique identifier such as phone number or email address. Businesses can look at the repeat purchase rate over a set period (like annually) or use cohort analysis to track when customers who purchased in a specific month return to purchase again. This is useful in the same way that churn rates are useful as it can help businesses pinpoint issues that need to be addressed to improve customer satisfaction and encourage them to return. 

Signs of Potential Churn

Now that we’ve defined what churn is and how to calculate it, let’s look at the signs of churn to help you better spot the issue in your own business. 

Behavioral Indicators

Identifying early signs of unsatisfied or disengaged customers can help prevent churn. Here are some key behavioral indicators to watch for:

  1. Reduced Product Usage: A noticeable decrease in how frequently a customer uses your product or service can be a red flag. For example, if a customer typically logs into an online service daily and then suddenly drops to once a week, this could indicate a loss of interest or a shift to a competitor.

  2. Decreased Engagement: Engagement doesn’t just mean usage; it refers to how customers interact with your offerings. Are they still participating in discussions, clicking through on emails, or using key features of your product? A drop in these activities can signal declining engagement.

  3. Lower Interaction Frequency: This could be fewer visits to your website, less frequent customer support queries, or reduced responses to surveys and feedback requests. When customers become less communicative, it often precedes a full disengagement.

To effectively monitor these indicators, businesses can use analytics tools that track usage patterns and engagement levels over time. Setting up alerts for significant changes in customer behavior can prompt timely interventions.

Feedback and Complaints

Feedback from customers is not just about listening to their problems but understanding and acting on them. Here’s how feedback and complaints serve as critical indicators of potential churn:

  1. Direct Complaints: These are clear indicators that a customer is unhappy. The nature of the complaints can vary widely, from issues with the product or service to customer support interactions.

  2. Constructive Feedback: While not as stark as complaints, constructive feedback often contains suggestions for improvement. This can include requests for new features or changes to existing ones, indicating that the customer's needs are evolving.

  3. Negative Reviews: Online reviews and social media can be full of useful feedback. Negative comments or ratings are public indicators of customer satisfaction and can affect the perception of potential customers as well.

Utilizing Feedback

To turn feedback into a valuable asset for churn prevention, companies should:

  • Implement a Robust Feedback System: Ensure there are multiple channels for customers to easily share their feedback.

  • Act on the Feedback: Show customers that their input leads to real changes. This can significantly improve customer satisfaction and loyalty.

  • Regular Review of Feedback Trends: Analyze feedback regularly to identify common issues or recurring themes that could be causing broader dissatisfaction.

If you’re familiar with Salesforce, you will likely know about the Trailblazer community, which allows users to create Ideas for product development and ask questions about product features from other experts in the system. Monitoring these channels is crucial as negative feedback or sentiments can correlate to higher churn rates.

Leveraging RevOps to Anticipate and Overcome Churn

So how can a RevOps strategy help you to anticipate and overcome churn? Because RevOps aligns marketing, sales and customer success within organizations, it can implement systems and strategies to combat churn. 

Unified Customer Data Analysis

RevOps helps in creating a comprehensive view of each customer by combining data from sales, marketing, and customer service. This is usually held within a CRM solution and the RevOps team can leverage this unified data to detect and resolve churn before it happens. 

This approach allows for:

  • Early Detection: By examining all data points collectively, you can detect subtle shifts in customer behavior such as a reduction in product usage or less frequent interactions that might not be noticeable when data is viewed in isolation. For example, if a customer is opening a significant number of cases with customer support, this could indicate they are struggling to use the tool effectively or that the product has developed bugs that have gone unnoticed by the development team prior to releasing an update to the user base.

  • Actionable Insights: Integrated data provides clear insights into the customer journey, helping identify potential churn points. For instance, if a customer who used to make regular purchases suddenly stops, this unified view helps pinpoint that change immediately. 

Predictive Analytics

With the data unified, RevOps uses predictive analytics to identify customers who are likely to churn before they actually do. 

This involves:

  • Pattern Recognition: Algorithms analyze past behavior of churned customers to detect common patterns. This might include frequency of use, response to marketing campaigns, and other engagement metrics.

  • Risk Scoring: Customers are scored based on their behavior patterns. Those with scores similar to previously churned customers are flagged as at risk.

  • Proactive Engagement: Based on these scores, businesses can initiate specific retention strategies tailored to individual needs, such as special offers, personalized emails, or direct outreach from customer service to address their concerns.

Cross-Department Strategy Implementation

RevOps facilitates a synchronized effort across different departments to tackle churn effectively, ensuring:

  • Coordinated Efforts: Seamless communication between sales, marketing, and customer service ensures that everyone is aware of at-risk customers and the strategies in place to retain them. Automating this communication is even better, ensuring the relevant parties are informed as soon as possible about customers at risk of churning.

  • Consistent Experience: It ensures that the customer experience is consistent across all touchpoints, reinforcing the customer's value to the company and addressing any issues promptly and effectively. 

RevOps is not just about integrating data—it’s about using that data to make smarter, quicker decisions that can preemptively address customer churn. By identifying at-risk customers early through predictive analytics and ensuring a coordinated, data-informed response across all customer-facing departments, businesses can significantly enhance their ability to retain customers and improve overall satisfaction.

Reduce Churn & Increase Renewal Revenue

Now that we understand what churn is, let’s look at some strategies to reduce churn and in turn, increase revenue coming from renewals as it is significantly cheaper to renew an existing customer than to win a completely new customer. 

Personalized Engagement

Effective personalization goes beyond just addressing a customer by name. It involves understanding and responding to the individual customer’s journey and preferences.

  • Data-Driven Personalization: Utilize the data collected from various customer touchpoints to tailor communications. For example, if a customer frequently purchases a particular type of product, send them information or offers related to that interest.

  • Segmentation: Divide customers into groups based on their behaviors, preferences, and purchase history. Tailored messages can then be designed for each segment, increasing relevance and engagement. For instance, customers who have just made their first purchase might receive tips on how to make the most of their purchase, while long-term customers might receive loyalty rewards.

  • Dynamic Content: Incorporate dynamic content in emails or on your website that changes based on the customer’s past interactions with your brand. If a customer looked at laptops but didn’t make a purchase, you could display similar models or special deals on laptops during their next visit.

Value Reinforcement

Consistently reminding customers of the value your product or service provides is crucial in retaining them. Here's how you can reinforce value effectively:

  • Educational Content: Create and share content that helps customers get more value from your product. For example, instructional videos, tips, and best practices tailored to their usage patterns.

  • Highlight Enhancements: Regularly update customers on new features or enhancements that improve the product's value. Communicating these changes effectively can renew interest and satisfaction in the service.

  • Success Stories and Testimonials: Share customer success stories and testimonials that relate to various use cases of your product. Seeing real-life examples of how your product has helped others can strengthen a customer's belief in the value of their purchase.

  • Usage Scenarios: Present new ways to use your product that the customer might not have considered. This can be particularly effective for complex products or services that customers may not fully understand or utilize.

Customer Success Initiatives

A proactive customer success program is essential in ensuring that customers achieve their desired outcomes, which in turn reduces churn.

  • Goal-Oriented Support: Align customer support with customer goals. For instance, if a customer’s goal is to integrate your software with their existing systems, provide clear, step-by-step guidance and dedicated support for that process.

  • Regular Check-Ins: Schedule regular check-ins with customers to discuss their experiences, address any concerns, and provide personalized advice on how they can better achieve their goals with your product.

  • Feedback Loop: Implement a systematic way to collect and act on customer feedback. This not only helps in improving the product but also shows customers that their input is valued and taken seriously.

  • Onboarding and Education: Ensure that new customers understand how to use your product from the start. A robust onboarding process can include personalized training sessions, detailed resource libraries, and direct access to customer support.

Create Internal Champions

Churn can be significantly reduced if users at your customer are empowered to use the platform. Let’s look at both Salesforce and Hubspot as examples. They both have significant online resources to help users get skilled up to a point where some users become superusers or champions for the tool within their organization. 

Having users positively reinforcing the value that your tool provides is so important to reduce churn. When the key users are getting value from a tool, it makes it nearly impossible for management to not renew. 

Internal Strategies To Reduce Churn

There are other ways to reduce churn and they can often be implemented quickly and with less resources than some of the other methods listed above. 

Empowering your employees to address customer issues themselves can make a significant impact on your churn rates and overall customer satisfaction. Think about any interaction you’ve had with an organization, it’s always preferable when you don’t have to be passed around to numerous customer service agents when you want a problem resolved. By creating a similar experience for your customers you can keep more customers happier with less overhead. 

 Here’s how businesses can empower their employees to effectively reduce churn:

  • Training and Development: Invest in regular training sessions that not only educate employees on the products and services but also train them on recognizing signs of customer dissatisfaction and churn risks. For example, a training module could include scenarios where employees learn to identify subtle signs of customer disengagement.

  • Decision-Making Autonomy: Grant employees at all levels a certain degree of autonomy to make decisions that directly impact customer satisfaction. This could be as simple as allowing customer service representatives to offer discounts or freebies to dissatisfied customers without needing managerial approval.

  • Recognize and Reward: Implement a recognition system that rewards employees for successfully identifying churn risks and saving at-risk customers. Rewards can be linked to customer feedback, retention metrics, or both, incentivizing proactive customer retention efforts.

  • Tools and Resources: Provide employees with the necessary tools and technologies that enable them to perform their roles effectively. This includes access to customer data analytics, CRM systems, and communication tools that allow for timely and personalized customer interactions.

Continuous Feedback Loop

Another way to reduce churn and increase revenue from renewals is by employing a continuous feedback loop that helps to inform your product roadmap and innovation. By creating new tools and functions within your product or service you can offer these as add-ons, upgrades or simply new products altogether, thus increasing your revenue from existing customers. 

Here’s how to implement and benefit from this loop:

  • Regular Collection of Feedback: Establish mechanisms for collecting feedback regularly from all stakeholders, including customers, employees, and partners. This could be through surveys, suggestion boxes, regular meetings, or direct requests for input.

  • Analysis and Action: Analyze the feedback to identify common themes or recurrent issues. It’s crucial to not only collect feedback but to act on it, showing stakeholders that their input leads to tangible changes.

  • Feedback Integration into Strategies: Integrate insights from the feedback directly into retention strategies. For instance, if feedback indicates that customers feel the onboarding process is too complicated, simplify it and communicate the changes back to the customers.

  • Close the Loop: Inform stakeholders about how their feedback has been used to make improvements. This not only completes the feedback loop but also enhances engagement and buy-in from all parties involved.


Understanding and addressing customer churn is essential for sustaining and growing your business. By meticulously analyzing churn and implementing focused strategies, you can enhance customer satisfaction, reduce turnover, and ultimately drive profitability. 

Remember, every customer retained is a testament to the strength of your service and the effectiveness of your operational strategies.

Are you ready to take control of customer churn? 

Our expertise in unified customer data analysis, predictive analytics, and cross-functional strategy implementation can help you transform data into actionable insights.

Let's collaborate to refine your retention strategies and keep your customers satisfied and engaged. 

Book a call today to see how we can tailor our solutions to meet your specific needs and start making a difference in your churn rates today.


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