Customer Service Tip of the Week | Customer Service Solutions, Inc.

Have you ever heard the saying:  Your poor planning is not my emergency.

I’ve heard it said often – not necessarily directly from one person to another.  More typical is that I hear it from the person having to drop everything and do something immediately because someone else didn’t think ahead or plan well enough.  Their poor (or lack of) planning led to an urgent need – which you now have to address.

Unfortunately, we in customer service are presented with this issue often.  Sometimes it’s from co-workers, but other times – usually – it’s from customers.

They got that e-mail reminder 3 times to do something before a deadline passes, the deadline passes, and now they freak out because they can’t return an item.  Because they can’t submit an application.  Because they lost a perk or benefit.  They freak out because they are in a bind – anxious, upset, angry.

So now it’s your emergency.

When it’s our emergency, that doesn’t mean we have to circumvent policy; some companies allow these late customers to do so, others don’t, and others take policy exceptions case-by-case.

You may not have control over how the policy is administered, but you do have some control in these situations.

It’s about your knowing alternatives.  What could the customer do, if not what they want in this timeframe?

It’s about your dealing with their emotions.  Empathize with the frustration; avoid blaming them for their error.

It’s about your educating them for the inevitable “next time.”  In a professional manner, provide tips to make the process more smooth and timely for them in the future.

When you’re in this situation with a customer, ensure you know how your organization handles these issues, these policy decisions about requests made after the deadline passes.  Then know the options you can offer, deal with the emotional component of the conversation, and educate them moving forward.

Don’t let their poor planning become your emergency.

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I’ve often said that empathy is the single most important characteristic of people who are great at customer service.  If empathy is essentially “to understand the other person,” it helps so much to have that ability in order to specifically help someone.  To talk to what’s unique about them.  To convey your knowledge of their situation or your ability to comprehend the emotions they must be feeling.

But how do you phrase your empathy to the customer in particular situations?  Here are three quick examples for you to consider and put into practice:

Acknowledging Inconvenience During a Refund Process:  A customer requests a refund and expresses annoyance about the delay in processing. The employee could say:  “I understand how inconvenient this delay must be for you. Your time is valuable, and I’ll prioritize making this process as smooth as possible moving forward.”

Understanding Frustration with a Delayed Order:  A customer calls upset about a late order.  In addition to providing the tracking information, the employee could respond:  “I can understand how frustrating it must be to wait for something you were expecting on time.  Let me look into this right away and see how we can resolve it for you.”

Calming a Customer Facing Technical Issues:  A customer is struggling to navigate an online portal and expresses irritation. The employee could say:  “I know how stressful it can be when technology doesn’t work the way we expect.  I’m here to guide you through this step-by-step so we can get it sorted out together.”

These examples show how empathy can involve acknowledging, understanding, and calming someone.  And every example has empathy, followed by a transition to the next step.

To be empathetic with the customer and also convey that understanding of them and their situation, add these everyday examples to your empathy toolkit.

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