TAKE EACH COMPLAINT SERIOUSLY
If you deal with a complaint in the wrong way, one unhappy customer may tell many more people about your poor service. On the other hand, if you deal with a complaint successfully, that customer will probably do business with you again. Remember that finding new customers is much more expensive than keeping current ones.
LISTEN TO YOUR CUSTOMERS AND SHOW THEM YOU UNDERSTAND WHAT THEY ARE FEELING
Listen carefully to your callers and let them get rid of their anger and frustration. Try to see things from their point of view and make sure you show them that you understand their problem.
ADMIT THAT A MISTAKE HAS BEEN MADE AND SAY SORRY
If the customer thinks something is a complaint, then it is, even if you think the problem is not important. If your company has really made a mistake, say so and apologize. Even if you think a mistake has not been made, show the customer that you understand the problem. Never tell the customer that the complaint is not important.
ACCEPT PERSONAL RESPONSIBILITY
Even if you are not directly responsible for the mistake, it is not important for the customer whose fault it really is. You are the face of your organization and it is your responsibility to solve the problem. If you are not able to do so yourself, find the person who can. Make sure you support the customer until the right person can help.
TAKE IMMEDIATE ACTION
Customers want their problems solved quickly. Acting fast shows customers that you take them and their problems seriously.
OFFER COMPENSATION
If possible, try to compensate customers for a mistake, e.g. by giving a small discount. Often the fact that you are giving some kind of compensation is more important than the compensation itself.
THANK THE CUSTOMERS FOR MAKING THE COMPLAINT
This may sound illogical, but complaints are the best feedback you can get. They show how you can improve your service and make your customers more satisfied.
(Adapted from Quick Training)
Mark the statements true (T) or false (F).
1. Companies solely deal with complaints in order not to lose customers.