Our cat, Rafi, just jumped into my lap and insisted on being petted. Dumb me, I finally realized that I needed to take a break from working, and spend some time petting him- giving and receiving love. This led to getting a wonderful hug and kiss from my wife. Sometimes, the distractions in our work are actually our best medicine.
Similarly, I want to give you a medicine for dealing with upset customers. (A customer can be a paying client, or your boss, or an employee, or anyone you deal with.) And why an upset customer can be the best thing that happens to you all day. This started because I had to deal with MCI, who did their “best,” and left a bad taste in my mouth.
Well, to make a long story short, they clearly made a mistake, and the result was that I was left without voicemail on my business line for nearly two weeks. What’s worse is that this happened four hours before I was to leave town for 10 days.
I was not pleased. In fact, my initial phone calls to MCI customer service were not terribly polite, and I was in an uproar. My business, as does yours, depends on me being in touch with people, and I was angry and upset.
After many phone calls, and many discussions, we found a solution- my wife bought an answering machine to use until they could get voice mail up on my phone, and they “worked on it.” Oh, and a $21 credit. So much for their “exceptional customer service.”
When you face someone who is upset with your services or product, what is really going on? Well, the first thing that is going on is strong emotions, and, if you’re anything like me, this can scare or upset the heck out of you. If someone is coming on strong with a lot of anger, sadness, or fear, or, most likely, a combination of all three, it’s disturbing. It triggers our “fight or flight” instinct.
“Service,” isn’t really what it’s about at this point. What it is really about is “caring.”
First, caring for yourself, and then caring for the person who is upset. Just let go of trying to solve anything at this point, you won’t be able to anyway. First you deal with all of the emotions that are in the picture- your own emotions and their emotions. This is a huge opportunity for you to shine, to show up as a human being with someone.
I wish someone at MCI had just said, with feeling, “Wow- I’d be upset too, in your situation. Just hearing you talk makes me concerned about your business.” It’s not a line, it’s the truth about seeing me where I am, and being vulnerable about where they are.
If I had heard that, I would have probably calmed down, knowing that someone was truly connected to me. From there, a solution could be found, even if they were powerless to do anything about the voicemail, as it turned out they were. They were at the whim of Qwest, the local carrier, who didn’t have a lot of incentive to accelerate the process for them, considering Qwest just lost me as a customer to MCI.
But here’s the key, and why an upset customer can be your best profit all day. A lot of research into customer loyalty shows that strong customer allegiance is built more by bad situations handled well, than by never having had a bad situation. In a relationship, you can only learn to trust the other person when the relationship is put to the test. If everything is always roses, how do you know they will really stand by you when things fall apart?
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Exercise: How to care for an upset customer
1) As the interaction happens, how are YOU feeling? Even if they are talking a mile a minute, upset, angry, and crying, FIRST take stock of your own reaction. Are you angry? Defensive? Scared? Be honest. Let yourself feel that emotion while they are talking.
You have to do this first. If you try to “listen,” or do any other “good communication” exercise before dealing with your own emotion, you will just be throwing fear, anger, or whatever it is you are trying to ignore at your customer. At that point, no matter what you say, or how well you pick your words, you will escalate the situation.
2) Start the Remembrance. For those unfamiliar with this, it is to repeat the Name of the Divine, whatever you use to call to the Highest Light, and saying it into your heart. Not with the idea of fixing anything, or healing anything, or seeing anything. It’s just remembering that there is something more than just you in the mix. If anyone has questions about the remembrance, please ask me. It’s fairly simple, but there are easy places that people sometimes get stuck.
3) Now, start to identify how they are feeling- angry, sad, scared?
4) At your first convenient opportunity, let them know that you get how they feel, share with them a little bit of how you are feeling in relation to their situation.
5) Here you either repeat back to them what you heard of the details of their situation, or, if you were too busy dealing with your own emotions, ask them to tell you again the details of what happened, and repeat it back to them to make sure you both are on the same page.
6) Here are some central points once you know the details of what went wrong, and you have cared for all the emotions.
* Be in a conversation with them, not just telling them what you want to do.
* If you made a mistake, apologize, and clean it up. “You’re right- I messed up. I feel bad about that, that’s not how we like to do business. I will refund you the full purchase price, and I will send you the item without charge.”
* Ask what solution they would want. “Given the situation as it is, what would you like to see happen from here?”
* If you can, provide the solution they want. If you can’t, tell them what you can do to fix the situation- “I know you missed that teleconference call because I didn’t get you the number. I can’t redo the conference call for you, but I can either refund you the cost of the teleconference, or I can give you a one-on-one session, at no additional charge, to go over the topics and answer your questions.”
Remember: Being present with your emotions and their emotions before trying to fix anything, and then really giving as much as feels good to you to give can turn a bad situation into a customer, and referral source, for life. Plus, you get the added benefit of having done the right thing, and feeling like your business is a place anyone can feel at home in, no matter what happens.
