How to Handle a Complaint
How to Handle a Complaint
It is important that all your staff are trained in handling customer complaints.
Here is the six-step method to use when handling a complaint:
1. Listen without interruption.
2. Empathise with their feelings.
3. Question them to isolate the facts from the feelings.
4. Answer the factual objection to the best of your knowledge, complying with company policy and the law.
5. Confirm understanding.
6. Change the subject.
Six-Step System for Handling Objections
Step one: Listen without interruption - Hear them out
Listen to the person without interruption.
Let them "Get things off their chest".
Step two: Reflect their position back to them
Restate their position and reflect back their emotions.
Memorise and use the phrase, "I understand you feel [description] and I want to help, so would you let me ask you a few questions?"
Empathise how they are feeling.
You must show empathy without necessarily showing any agreement.
Step three: Question down
Now you need to ask questions to discover the underlying facts.
You need to separate facts from the feelings, facts from the opinions, facts from accusations.
Your task is to narrow the objection to the "one most important thing".
You need to isolate the objection.
Step four: Answer their point to the best of your knowledge
Give them the best answer that the facts, your knowledge and your organisation will allow.
They must understand what your answer is. (Be clear).
They must understand the reasons for your answer. (Be rational).
Step five: Confirm agreement / understanding
Ensure that the person agrees with your answer.
People will either agree with you or not.
If they don't agree, or understand, return to step one.
And take them once more around the cycle.
If when they do agree, then move to step six.
Step six: Change the subject (or close the conversation)
The moment you have an agreement, change the subject.
Ask a reflex question.
A reflex question is a question they can answer easily and has the effect of changing the subject.
You need to develop three or four reflex questions that you can ask, whenever you need to change the focus of a conversation off the current topic.
Start with the phrase, "By the way, just for my notes what ...
- Is your direct line phone number?"
- Do you have a middle name or initial?"
- What is your work postcode?"
Once you have an agreement on the minor objection, change the subject.
Do not keep talking about a problem after you have resolved it.
Further reading: Delivering Effective Customer Service (Blog).
About the Author: Chris Farmer
Chris Farmer is the founder of the Corporate Coach Group and has many years’ experience in training leaders and managers, in both the public and private sectors, to achieve their organisational goals, especially during tough economic times. He is also well aware of the disciplines and problems associated with running a business.
Over the years, Chris has designed and delivered thousands of training programmes and has coached and motivated many management teams, groups and individuals. His training programmes are both structured and clear, designed to help delegates organise their thinking and, wherever necessary, to improve their techniques and skills.
Blogs by Email
Do you want to receive an email whenever we post a new blog? The blogs contain article 5-10 minutes long - ideal for reading during your coffee break!
Further Reading in Conflict Management and Handling Difficult People
-
Fixing Bad Relationships at Work
When faced with resistance at work, it is important to remain clear, rational and positive. When you express negative emotions verbally, it is counterproductive. Avoid venting frustrations onto others by maintaining composure and positivity.
Read Article > -
How to Manage Bullying in the Workplace
If your job is to manage people, then it is highly likely that you will have to handle alleged bullying incidents. Here are some guidance notes on how to manage bullying.
Read Article > -
Dispute Resolution
People disagree. But, whatever the cause of a disagreement, a manager must learn how to handle it professionally, before it escalates into conflict and interferes with the business. Here are five common strategies for resolving disputes.
Read Article > -
Top Ten Conflict Management Techniques
Your organisation needs people to cooperate. However, inevitably people disagree, which can lead to conflict situations. It is important to learn conflict management techniques, since conflicts are costly and disruptive.
Read Article > -
How to Deal with Lazy People at Work
Working with a lazy person is not only frustrating, it can also mean that you have to take on their work as well as your own. Follow these key points to get them to do their share of the work.
Read Article >
Looking for Conflict Management Training?
If you're looking to develop your Conflict Management and Handling Difficult People Skills, you may find this Conflict Management Training Course beneficial:
Open Training Course Pricing and Availability
Next Open Course Starts in 5 days, Online - Teams, places available