- Agree with them. You aren’t agreeing that they are RIGHT, you are only agreeing that it is a frustrating situation. Suggestion – “You’re right! That’s sounds so frustrating.”
- Apologize – Obvious, but many people miss this one. “I’m so sorry the (situation/product/service) isn’t what you thought it would be.
- Empathize – Easily the MOST important step. “I would be frustrated too. This is how we want any of our customers to feel. Please let me help you.”
- Offer Options – Offer two options for the customer to choose from. This will give them the feeling that they now have some say and control in the resolution. Be sure they feel comfortable with the option they select. “Do you feel comfortable with this? It’s important to me that you feel good about working with us.”
- Follow Up – After a few days, the next time you work with that customer, or whatever time period makes logical sense based on your business and relationship with the client, circle back with them and ask how the situation is now. Ask if they are happy with the solution to the issue and if there is anything else that can be done to help them. This is a critical step that most companies just don’t do.
By following each of these steps, it lets the customer know that you truly do value their business and the experience you deliver. Remember, people do business with the companies who treat them as humans, not those who process them through their systems and hide behind policies.