When a customer is unhappy, it is very important to let the customer know that they are understood and cared for. Listen to the customer and respond with empathy as a way to recognize their feelings and the information they are providing. To show empathy, you must:
• Acknowledge the customer’s feelings;
• Take note of the information on file;
• Let the customer know that they are being heard;
• Let the customer know that you understand why they feel the way they do.
What to do:
• Give the person sufficient time to get their point across
• Use short and sincere responses
• Use a neutral tone of voice
• Try to properly understand the needs expressed by the other person
• Use paraphrasing, reflecting and language that is appropriate for showing that you understand
What not to do:
• Do not give advice
• Do not interrupt the person
• Do not pretend that you understand
• Do not use clichés as responses
• Do not use a condescending tone of voice
• Do not jump to conclusions
• Do not only say “I understand”