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Be thankfulfor customers who complain. You still have the opportunity to make them happy.
90. Dear Customer:Thank you for notifying us of your complaint. We strive to provide you withthe best possible service, and when you feel that it fails to meet yourexpectations, it’s important for us to know.We’re sorry that you received service that prompted you to contact us with acomplaint, and we regret any inconvenience or frustration that yourexperience has caused you. To ensure that our staff conducts itself in amanner that reflects the high regard that we have for our customers, we’venotified the proper department of your complaint.Your patronage is important to us, and we hope that you’ll continue to give usopportunities to serve you.Thank you again for bringing these matters to our attention.Sincerely,
Be thankfulfor customers who complain. You still have the opportunity to make them happy.
- 8. Treat every customeras though they were your favorite celebrity, hero, friend, neighboror your grandma.
- Imagine that each customeris wearing a sign that says “Make me feel important.”
- That’s Interesting…
- That’s Interesting… #1 Tell Me More
- That’s Interesting… #2Why would you Do That?
- That’s Interesting… #3Why would you Say That?
- That’s Interesting… #4Why would you Ask Me That?
- 21. • Go into computer mode. − Don’t take the Bait
- 22. • Go into computer mode. − Don’t take the Bait − Speak generally, without Emotion
- 23. • Go into computer mode. − Don’t take the Bait − Speak generally, without Emotion − Be an Automated Response System
- 24. • Go into computer mode. − “People get irritated when they don’t immediately get the help they need.”
- 25. • Go into computer mode. − “People get irritated when they don’t immediately get the help they need.” − “It’s very annoying to experience a delay in service response.”
- 26. • Go into computer mode. − “People get irritated when they don’t immediately get the help they need.” − “It’s very annoying to experience a delay in service response.” − “Nothing is more distressing than feeling like you’re being passed around when all you want is help.”
- 27. • Go into computer mode. − “Have I don’t something to personally upset you?” − "There is no need to yell or be loud to get my attention; I promise to give you that.“ − "I really want to help you, but your foul language is getting in the way."
- 33. Get Some Space
- 34. • Get Some Space − “Why don’t you come in my office where it’s quiet and I can focus on what you’re saying.”
- 35. • Get Some Space − “Why don’t you come in my office where it’s quiet and I can focus on what you’re saying.” − “Let’s step over here where it’s quieter and I can hear you better.”
- 36. • Get Some Space − “Why don’t you come in my office where it’s quiet and I can focus on what you’re saying.” − “Let’s step over here where it’s quieter and I can hear you better.” − “Why don’t we step outside so you can have some privacy?”
- 71. Don’t throw your co-workers under the Bus.
- 72. Don’t throw your coworkers under the bus. Leading: “Which part of the bill did they get wrong?”
- 73. Don’t throw your coworkers under the bus. Leading: “Which part of the bill did they get wrong?” Neutral: “Which part of the bill concerns you?”
- 74. Don’t throw your coworkers under the bus. Leading: “Which part of the bill did they get wrong?” Neutral: “Which part of the bill concerns you?” Leading: “How did he insult you?”
- 75. Don’t throw your coworkers under the bus. Leading: “Which part of the bill did they get wrong?” Neutral: “Which part of the bill concerns you?” Leading: “How did he insult you?” Neutral: “What did he say to you?”
- 76. Then Don’t Waste a Breath.
- “I can explain that to you.”
- “I believe I can help.”
- “Let’s walk through the Rules & Regulations together.”
- “Why don’t you ask me questions, and I’ll help you understand.”
- 81. Be There to Help.
- 82. Be there to Help.- “The employee’s manager will talk to him and ensure this situation doesn’t recur.”
- 83. Be there to Help.- “The employee’s manager will talk to him and ensure this situation doesn’t recur.”- “We’ll make a note on your record and ensure that this doesn’t happen again.”
- 84. Be there to Help.- “The employee’s manager will talk to him and ensure this situation doesn’t recur.”- “We’ll make a note on your record and ensure that this doesn’t happen again.”- “Our truck will be at your home first thing in the morning.”
- 85. Offer Solutions.
- 86. Offer Solutions. When you can’t repair the problem as soon as your customers want, play up the positive side of what you’re doing.
90. Dear Customer:Thank you for notifying us of your complaint. We strive to provide you withthe best possible service, and when you feel that it fails to meet yourexpectations, it’s important for us to know.We’re sorry that you received service that prompted you to contact us with acomplaint, and we regret any inconvenience or frustration that yourexperience has caused you. To ensure that our staff conducts itself in amanner that reflects the high regard that we have for our customers, we’venotified the proper department of your complaint.Your patronage is important to us, and we hope that you’ll continue to give usopportunities to serve you.Thank you again for bringing these matters to our attention.Sincerely,
LAST•Listen•Apologize•Solve•Thank
- 6. Listen- “I know you’re upset; I’m here to help you.”
- -“I understand what you mean.”
- ”-“I see what you’re saying.”
- -“That’s an interesting point.”
- 100. Listen Phrases to Avoid
- 101. Listen Phrases to Avoid- “I don’t want to argue with you.”
- 102. Listen Phrases to Avoid- “I don’t want to argue with you.”- “Let’s discuss this peacefully.”
- 103. Listen Phrases to Avoid- “I don’t want to argue with you.”- “Let’s discuss this peacefully.”- “I’m sure we can come to an agreement quickly if…”
- ApologizeBe careful not to over-apologize. You risk making the situation worse than it is, alienating customers even more and possibly setting yourself up for a lawsuit.
- 118. SolveShow why the problem occurred, whether ornot the complaint was valid.
- “You have the same name as one of our other customers, and our system confused the two.”
- “We never received your address change form, and your coupons/notice went to the wrong address.”
- “This never happened before so we couldn’t anticipate it.”
- 22. SolveDiscuss Objective Evidence- “According to your Bylaws, you can only...”
- 123. SolveDiscuss Objective Evidence- “According to your Bylaws, you can only...”- “The Rules & Regulations require that we take those steps to avoid....”
- 124. SolveDiscuss Objective Evidence- “According to your Bylaws, you can only...”- “The Rules & Regulations require that we take those steps to avoid....”- “Our customers indicated that they would prefer if we…”
- 125. SolveDiscuss Objective Evidence- “According to your Bylaws, you can only...”- “The Rules & Regulations require that we take those steps to avoid....”- “Our customers indicated that they would prefer if we…”- “I understand your point; however, the Bylaws require that I…”
- 26. SolveForward-Looking Phrases- “Every situation has downsides, I agree. Now tell me what you think we can do about them.”
- “We’ll address each of those issues when they come up.”
- “We’ve addressed each of those drawbacks in previous projects, so we have plenty of solutions we can apply.”