How Can You Effectively Handle Customer Complaints?

Customers with a grudge are like a nightmare you can’t wake up from when you’re looking to sell off your business. They’re there, always looking to discredit you, and it makes it that much harder to find a buyer. How can you effectively handle customer complaints so that the problem doesn't snowball?

The customer complaint is such a delicate balancing act. If you’re too lax with them, if you don’t address their concerns, they can get angry and angry customers tend to take to social media accounts and blogging sites to vent said anger. If a potential buyer sees that, you can forget selling them your business.

However if you’re too attentive to the customer then it can be just a harmful to your business model. The customer can be too demanding and that uses up valuable time and resources that you could use to increase your profitability in other areas. So how can you avoid either conclusion?

Customer Care: A Balancing Act

It really is a balancing act and there are some steps you can take so that customer complaints don’t hit your ability to sell your business. Start by training up your staff. Let them know what to expect from customer complaints and how you would like to handle it. Run some workshops so they can get a feel for the experience.

It’s also important that you empower your staff. It’s all a self-confidence game and you need to think of it like you would parenting. Kids don’t respect weak parents who let them get their own way – they also don’t respect parents who have to shout to claw back their authority. Complainers work in the same way. Empower your staff so that they deal with customer complaints calmly and collectedly.

The next point to make is clarity. You've always got ask customers to clarify the points they are making. Mistakes are most often made when the staff member and the customer get their wires cross, and this sets the customer off. It’s such an easy problem to address as well, just encourage your staff to ask for clarification on anything they are unsure about.

The final way to effectively handle customer complaints is to make sure that your staff know how to speak to customers. Here are some tips to pass on to your staff so that they minimise the risk of offending customers:

• Be Polite: Be polite at all times, nothing makes a customer angry like an impolite staff member; it makes it look as though you don’t care about their complaint
• Be Respectful: Your staff are representing you, they are professionals and they need to act as professionals. Using slang term, address customers by nicknames, that sort of thing, implies that your staff neither respect the customer or the company they work for. It makes you look unprofessional.
• Be Nice: It may seem insignificant, but it really isn't. Warmth attracts warmth. If your member of staff is nice to talk to, if they’re open and professionally friendly, the customer is a lot more likely to feel as though they can behave in a cooperative manner to address the problem at hand.