Many of us have to deal with angry or unhappy clients as part of our roles, and it's never easy. But if we know what to say and, more importantly, how to say it, we may be able to save the situation. In fact, we can even end up with a better relationship with our client than we had before. Show
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In this article, we'll explore how to deal with angry or difficult customers. We'll highlight specific tips and techniques that you can use to smooth things over, so that you can leave them feeling satisfied. Click here to view a transcript of this video. Step One: Adjust Your MindsetOnce you're aware that your client is unhappy then your first priority is to put yourself into a customer service mindset. This means that you set aside any feelings you might have that the situation isn't your fault, or that your client has made a mistake, or that they are giving you unfair criticism. All that matters is that you realize that your customer or client is upset, and that it's up to you to solve the problem. Adjust your mindset so that you're giving 100 percent of your focus to your client, and to the current situation. Step Two: Listen ActivelyThe most important step in the whole of this process is listening actively to what your client or customer is saying – they want to be heard, and to air their grievances. Get the Free NewsletterLearn career skills every week, and get a bonus workbook 8 Ways to Build Great Relationships at Work, free! Read our Privacy Policy Start the dialogue with a neutral statement, such as, "Let's go over what happened," or "Please tell me why you're upset." This subtly creates a partnership between you and your client, and lets them know that you're ready to listen. Resist the temptation to try to solve the situation right away, or to jump to conclusions about what happened. Instead, let your client tell you their story. As they're talking, don't plan out what you're going to say when they're done – this isn't active listening! Also, don't allow anything to interrupt this conversation. Give your client all of your attention. Step Three: Repeat Their ConcernsOnce they've had time to explain why they're upset, repeat their concerns so you're sure that you're addressing the right issue. If you need to, ask questions to make sure that you've identified the problem correctly. Use calm, objective wording. For example, "As I understand it, you are, quite rightly, upset because we didn't deliver the samples that we promised you last week." Repeating the problem shows the customer you were listening, which can help lower anger and stress levels. More than this, it helps you agree on the problem that needs to be solved. Step Four: Be Empathic and ApologizeOnce you're sure that you understand your client's concerns, be empathic. Show that you understand why they're upset. And, make sure that your body language also communicates this understanding and empathy. For example, you could say, "I understand why you're upset. I would be too. I'm very sorry that we didn't get the samples to you on time, especially since it's caused these problems." Step Five: Present a SolutionNow you need to present a solution. There are two ways to do this. If you feel that you know what will make your client happy, tell them how you'd like to correct the situation. You could say, "I know you need these samples by tomorrow to show to your own customers. I will call our other clients to see if they have extras that they can spare, and, if they do, I'll drop them off at your offices no later than 5 p.m. this evening." If you're not sure you know what your client wants from you, or if they resist your proposed solution, then give them the power to resolve things. Ask them to identify what will make them happy. For instance, you could say, "If my solution doesn't work for you, I'd love to hear what will make you happy. If it's in my power I'll get it done, and if it's not possible, we can work on another solution together." Step Six: Take Action and Follow UpOnce you've both agreed on a solution, you need to take action immediately. Explain every step that you're going to take to fix the problem to your client If they contacted you by phone, make sure that they have your name and contact details. This gives them a feeling of control because they can get hold of you again if they need to. Once the situation has been resolved, follow up with your client over the next few days to make sure that they're happy with the resolution. Whenever you can, go above and beyond their expectations. For instance, you could send a gift certificate, give them a great discount on their next purchase, or send a hand-written apology. Step Seven: Use the FeedbackYour last step is to reduce the risk of the situation happening again. If you haven't already done so, identify how the problem started in the first place. Was there a bottleneck that slowed shipment? Did a sales rep forget to confirm an order? Find the root of the problem and make sure it's fixed immediately, then consider using Kaizen to continue improving your work practices. Also, ensure that you're managing complaints and feedback effectively, so that you can improve that way that you do things. Further Tips
Key PointsDealing with difficult customers can be challenging. But if you handle the situation well, you may even be able to improve your relationship, and create further opportunities. Make sure that you listen actively to their problems or complaints, and resist the urge to interrupt or solve the problem right away. Be empathic and understanding, and make sure that your body language communicates this. If you're not sure how to fix the situation, then ask your client what will make them happy. If it's in your power, then get it done as soon as possible. Follow up with your customer to make sure they were happy with how the situation was resolved. Which customer service attitude relates to putting yourself in someone else's shoes?What is empathy in customer service? Empathy is the ability to understand and share the feelings of another. It is the act of putting yourself in someone else's situation and seeing a problem from their point of view. Which type of customer is outside your organization and expects you to provide services or products?What is an external customer? External customers are the people that pay for and use the products or services your company offers. When brainstorming problems and designing solutions, these customers are who you're designing for. What is your primary tool for planning managing and tracking your own self development process?A key tool in this process is the Executive Development Plan (EDP). Which army development model consists of the operational institutional and self development domains?First, it is important to discuss the Army Leadership Development Model. The Army Leader Development Model includes three domains: the operational, institutional, and self- development domains. What is the primary tool for planning and tracking your selfA key tool in this process is the Executive Development Plan (EDP).
What is the Army civilian training evaluation and development system?The Civilian Education System (CES) is a progressive and sequential leader development program that provides multiple levels of Civilian development and enhanced educational opportunities for Army Civilians throughout their careers.
What is the acronym Smart used for CES?SMART stands for specific, measurable, achievable, relevant, and time-bound.
Which Army developmental model consists of the operational institutional and selfSSD bridges the operational and institutional domains of Army training for enlisted Soldiers and sets conditions for continuous growth and life-long learning.
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