In the world of customer service, many would argue that pure “scripts” are the antithesis of great service.
That is to say, customer service
should be a conversation rather than a cold, lifeless script.
However, given the variable nature of interacting with customers,
it’s easy to see how support champs can certainly benefit from some
forward thinking in dealing with tough scenarios.
This is where flexible responses—in lieu of pure scripts—can be quite useful. They allow reps to have
some
idea of what to say to customers in a tough situation, but also give
them the flexibility to adapt and add their own personality.
We know that great service benefits from
having good systems,
so below I’ll outline some of my favorite "field-tested" responses to
tough customer questions that you can use and adjust when you’re
providing support.
1. When You Don’t Know
You shouldn’t beat yourself up for not knowing an answer. After all, a
support rep’s responsibility is to have the tenacity to make things
right, not to be perfect (especially true if you’re new).
The mistake many support reps make, however, is in using the
knee-jerk “I don’t know” response, which doesn’t help the customer. The
customer may be sympathetic that you don’t know, but they’re not
interested in hearing about it.
Instead, try the following:
"Does the ‘Premium’ package come with ______? Great question, let me find that out for you right now!”
Placing the emphasis on the customer’s needs over your own situation
(“I don’t know, I’m new here…”) lets them know that it doesn’t matter
that you don’t know the answer, because you’re going to do whatever you
need to in order to find out for them.
2. When an Item Isn’t Available
No eCommerce store owner or support champion likes to tell a customer
that an item isn’t currently available, but there is a much better way
to go about it.
One of the most important skills in interacting with customers is the use of
positive language.
Here's an example: let's say a customer contacts you with interest in
a particular product, but that product happens to be backordered until
next month.
- Without positive language: I can't get you that product until next month; it is back-ordered and unavailable at this time."
- With positive language:
"That product will actually be available next month. I can place the
order for you right now and make sure that it is sent to you as soon as
it reaches our warehouse!"
Positive languages eschews negative phrases (“I can’t…”) and instead
places emphasis on the solution, which is what the customer actually
cares about.
Try finding places in your response where a lot of negative language
is present (“We don’t do that”) and see where positive language can be
substituted.
3. When Transferring a Customer
There isn’t a single consumer out there who likes hearing, “Please
hold while we transfer you. Your call is very important to us.”
The problem is, sometimes you
do need to transfer
customers in order to better help them. The problem is that many
businesses don’t seek to help customers understand
why they are being transferred.
Here’s a typical unappealing response some reps use to transfer people:
"Sir/ma’am, my apologies, but I’m going to have to transfer your call to Department XYZ.”
Annoying! As a customer, my gut reaction is to think that the wheel
of misfortune has begun, and that I’m going to get passed around and
treated like another hassle.
Imagine using this language instead:
"Hello Mr./Mrs. _____! Let’s get this problem resolved for
you. I’m going to transfer you to our _____ specialist who is the
best-suited person to answer your question.”
Hearing that I’m being sent to the resident expert and knowing that
the rep who is sending me has my problem in mind is much more reassuring
than the vague “Sorry, you’re getting transferred,” response that most
companies use.
Few customers will jump for joy because of a transferred call (no
matter how you handle it), but it’s better to assure them that the
action was taken in their favor, in order to solve their current
problem.
4. Feature Requests That Won’t Work
Customers can often have
some valuable insights
on how your product is used and how it could be improved, but your
product’s vision is your responsibility, thus the final call is left to
you.
If it is very obvious that a feature request a customer has sent in
won’t make the cut, you have to be able to tell them so. Saying, “We’ll
take a look!” gives false hope that can end up with a customer checking
in weeks later, only to be disappointed again.
The truth is, you don’t need to be worried about a mass exodus of customers just because you
regularly say “no” to many product features.
As someone who regularly answers feedback requests for
Help Scout, here is the language that I often use to tell customers a feature just isn’t the right fit:
"Hey ______, I really appreciate you taking the time to
share your thoughts with us. As of this time however, [Feature X] isn’t
the perfect fit, and we have no immediate plans to implement it. We do
have some other exciting features on our plate, and should anything
change about your request, we’ll make sure you are the first to know."
If you’re using a
simple feedback system
like Trello to keep track of past requests, adding an email is easy, so
if your stance on a certain feature does change in the future, it
becomes a simple process to notify customers via email.
5. Favors that Cannot Be Done
"Can’t you bend the rules just this once?!”
To be frank, most requests from customers are very reasonable, and every effort should be made to make them happy.
Bob Farrell describes this as “
giving them the pickle,”
a phrase which refers to a letter he received from an unhappy customer
who wasn’t able to get an extra pickle for his hamburger.
We call these “
frugal wows,”
but the idea is the same—a small request fulfilled can often leave a
very positive impact on a customer, which is why it's almost always
worth it to just 'give them the pickle.'
But what about requests that you truly cannot say 'Yes' to? I can
give you a very candid story of when this really mattered to me: I was
checking in to a very tiny beach hotel with a few of my friends, one of
whom had a severe allergy to cats. I vividly remember watching this
older couple at the desk while we were checking in, pleading with the
employee to let their cat stay (the policy was “No Pets”).
"Please let Mr. Sprinkles stay!”
(I don’t actually remember what they said, but you get the idea.)
If the front desk employee had given way to their request, he would
have (unknowingly) made our group upset, trading one potentially unhappy
customer for an even bigger problem.
I remember being really impressed with how he handled the situation, and I’ll paraphrase his response below:
"Mr. and Mrs. ______, as much as I like fulfilling our
customers’ requests, I’m afraid that the “No Pets” policy we have in
place is too important, as it deals with the safety and comfort of other
customers. Can I perhaps call around for locations where your cat might
be able to stay?"
A stellar response to a pretty wacky request (c’mon, most people should know you can’t bring a pet to a hotel). It can be tough
learning how to say no, but bending too much for a single request can result in an even worse situation.
Remember that a customer's perception of your service quality is
greatly affected by how attentive, thoughtful and sincere you are. In an
awkward scenario where you simply have to refuse a request, showcasing
your empathy and a willingness to find an alternative is one of the best
ways to lessen the sting of saying 'No'.
6. A Product is Defective
Having a purchase come up short is very disheartening from the
customer's perspective. I'm sure we've all ran into this scenario: after
finally convincing ourselves to pull the trigger on a purchase, we wait
with excitement until it’s delivered…only to have it arrive broken.
We all internally recognize that even great companies can’t build and
ship everything perfectly, but it’s just so frustrating to be the
person on the receiving end of a dud.
Showing
empathy to the customer’s situation thus
becomes very important, following with an immediate explanation of how
you’re going to fix the situation. Consider the following example:
"I’m so sorry about that, that’s very disappointing! There
might have been a slight mistake in the manufacturing process, or
perhaps it was damaged while being shipped. Can I send a new one out to
you right away?”
While long, it completes three important objectives: it empathizes
with the customer’s frustrating experience, it explains what the problem
might be (instead of having a customer assume, “we make crap
products”), and it offers a clear and immediate solution.
Depending on what you sell and how you conduct business, you might
also add, “or should I send you a full refund?” Either way, know that in
this situation it’s the ability to relate with a customer that counts.
7. Closing with a Customer
One of my
favorite tips in dealing with customers is to make sure that you
always
“close” a conversation. This has nothing to do with closing a sale, and
everything to do with making sure the conversation with a customer is
complete.
This is important because
as you’ll recall,
the average business only hears from 4% of its dissatisfied customers.
You needn’t add to that harrowing statistic by leaving people you’ve
helped with an unsolved dilemma.
Your willingness to ensure that a customer is leaving perfectly happy shows them three important things:
- You care about getting it right.
- You're willing to keep going until you get it right.
- The customer is the one who determines what “right” is.
Try ending your conversation with a phrase like the following:
"Excellent! I’m glad we were able to get that sorted out for
you. Before you go, was there anything else I could assist you with
today? I’m happy to help.”
Believe it or not, there are some people who might walk away with
another problem if they aren’t asked about it. Adding, “I’m happy to
help” is a very small gesture you can make that has a
big impact: it shows the customer that asking for another favor isn’t being a burden; in fact, you’d be happy to do it.
8. Severely Angry Customers
Support champions are often required to act like lightning rods: to
take the brunt of an emotional, angry customer despite the fact that it
is not their fault.
Sometimes this anger from customers is unjustified, and other times
they have a cause for their actions. Either way, it’s often quite hard
to win back a severely angry customer (even the best businesses can’t
make
everyone happy), but the smart folks at
Telephone Doctor have a great system called “ASAP” for dealing with these most difficult of customers:
- Apologize sincerely: “I’m sorry” is a mandatory
response in these situations, even if it isn’t your fault. Consider your
“I’m truly sorry about that” as a personal apology to the customer that
the experience wasn’t up to their expectations, not that you are to
blame.
- Sympathize: As you might have guessed, many times
angry customers are just as interested (if not more interested) in
hearing that someone empathizes with their situation over getting the
actual problem fixed. Even if you cannot understand a customer (“Why are
they so angry?”), you can imagine how you’d like to be treated if you
happened to be that upset. Even small phrases like, “I understand how
upsetting that must have been,” can have an impact on getting the
customer to realize that you’re on their team in this pursuit to make
things right.
- Accept responsibility: As the ambassador of your
company, you accept responsibility for the customer’s unhappiness.
Again, this doesn’t make you “at fault,” and it doesn’t give the
customer leeway to demand whatever they want, but it does give them
someone to talk to instead of being angry at a faceless company (i.e.,
“I’m very sorry that our product has been so disappointing thus far,
Mrs. _____, but if you stay on the line I’ll make sure that we get this
situation fixed for you.”).
- Prepare to help: With angry customers, the actual
'fix' tends to take up a small portion of the entire support process.
Placing a replacement order likely takes you very little time, but that
fix doesn’t address the underlying problem of the customer’s frustration
and unhappiness. These 'emotional' fixes are often the most important
element: refunding someone may take you 15 seconds, but did you make
sure enough time was spent trying to help them calm down and leave
happy?
It’s hard to come up with a perfect solution for a customer in this state, and know that even if you handle things perfectly,
some people simply cannot be appeased. Don’t let that stop you from making your best effort.
https://www.helpscout.net/blog/customer-service-scenarios/