In business having a customer complaint is a common experience, because you can’t please everybody all the time. Regardless of how hard you try, there will be mistakes or you may be faced with a customer who just likes to complain. Depending on how it is managed every customer complaint can end in one of two ways, you will either get an angry customer, or a happy customer. The aim is to minimise the number of complaints and to ensure that the same complaint does not keep happening repeatedly.

What is important is that companies acknowledge these complaints and make sure they are dealt with in a timely and effective manner. Failing to do so may result in a bad reputation for the business, as it shows the customer you don’t care. All businesses must place customer satisfaction first and develop a system for handling customer complaints, in order for long term success.

It is a good idea to set up an in house complaints procedure that can be quickly implemented anytime a complaint is received, and the staff dealing with customers should be properly trained. Make sure that proper records are kept of all customer complaints and their final solutions. Also, with social media becoming increasingly important for unhappy customers to voice their dissatisfaction, it is a good idea to monitor your social channels regularly so you can intervene quickly. Here are some useful tips for dealing with unhappy customers.

Handling The Complaint In A Neutral Way

The first step is to take the complaint in a neutral way. When people complain they are often emotionally charged up, so it is important to let them voice their complaint without responding emotionally. You must remain calm at all times even if the customer becomes angry. You may have a had a similar complaint before, but to the customer it is unique to them, so pay attention to them and listen to their problem in full. Try to place yourself in their shoes and empathise rather than becoming defensive. If the customer is blaming a particular member of staff, get them away from the customer, because it will be easier for the customer to calm down if they aren’t present. Make sure the appropriate staff member handles the complaint because customers hate being passed around from person to person.

Giving An Apology

The next step is to apologise. Once the customer has aired their complaint, you must give them a sincere apology regardless of your opinion on the matter, with no excuses. Let them know you understand what has happened and ask them what outcome they are seeking. Try to keep them informed as you tackle the issue, so they don’t feel ignored. All complaints regardless of how small, should be dealt with quickly as possible so the customer feels that they are a priority.

Resolving The Problem

The final step is to resolve the problem, this can come in many forms ranging from refunds to compensation. After resolving the issue it is a good idea to contact the customer at a later date to see if they were happy with the outcome.

Sometimes it is not possible to avoid customer complaints, but it is possible to prevent a disgruntled customer from spreading negative comments about your business, by handling the complaint properly.

By taking care of complaints effectively you can improve your company reputation while at the same time retaining your customers. Customers will know that if anything goes wrong with their order, you will take care of it. This will make your business stand out as a customer friendly one, which may in turn lead to referrals from happy customers.

For a business, complaints can provide a great opportunity to learn more about your customer, and to use that information to improve their customer experience. You also have the chance to turn the complaining customer into a loyal customer. Dealing with customer complaints can be challenging, and there will be times that nothing can be done to satisfy an unhappy customer.