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Don’t Create the Second Complaint - 12/2/25


Maria was upset.  Rightfully so.  The product delivery was delayed, she couldn’t get anybody on the phone, and nobody would reply to her e-mails.  So, she went down to the store, and she found a customer service representative. After the initial greeting, the employee listened to Maria’s complaint.  While Maria Read more

Refresh on the Reasons to Appreciate the Customer - 11/25/25


This is a great time of year to give thanks, not just because it’s Thanksgiving week in the United States, but also because – with 2025 coming to a close - it gives us the opportunity to do some reflecting on the recent past. The idea of reflecting on reasons Read more

Confirm the Customer is Cleared for Takeoff - 11/18/25


An airplane pilot is told when they’re “cleared for takeoff” before they begin to accelerate down the runway.  The air traffic controller (ATC) has looked at everything in front of the pilot, on the runway and in the air space, and checked to ensure the pilot is good to Read more

Build Relationships with First-timers - 11/11/25


We’ve worked with one of our sports clients for over 10 years, and although the main focus of our work is research with their fan base, we also provide informal consulting advice and guidance whenever possible.  One approach we’ve talked about on and off for years is the need Read more

Last Impression Faux Pas - 11/4/25


Rightfully so, many customer service experts harp on the importance of the first impression.  It happens quickly, and it can impact the individual’s perception of you and the organization.  We even wrote a Tip of the Week on this years ago called First Impression Faux Pas. What many people tend Read more

Familying with Customers - 10/28/25


In our transactional society, it’s hard to think about customers in the long-term.  But if we want to be as successful as we can as an individual or as a business, we need to view customers through a relationship lens. What do we need to know about them to Read more

Avoid These Techniques - 10/21/25


We had a Customer Service Tip of the Week recently that addressed gaining control of the conversation.  One of the key points was that the focus should be on gaining control of conversations in various circumstances, but trying to avoid making it your goal to gain control of the Read more

View Quality through the Customer’s Eyes - 10/14/25


Geri had been dealing with backups in the downstairs plumbing system of her house on and off for the past year.  The most recent company that she called in to unclog the pipes stated that they could send a camera down the pipes and tell her exactly where the Read more

Be Supportive, Not Defensive - 10/7/25


[An employee on the phone with a customer…] Who told you that you didn’t have to submit that form? … Bob?  Oh brother!  You see Bob is our “special” co-worker.  He seems to always tell customers the wrong thing to do, and we’re having to clean up after him.  Read more

Some Customers LOVE Predictability - 9/30/25


I was facilitating focus groups of businesses that utilize local government services.  The phrase that popped up multiple times was “Time Is Money!”  What these municipal customers were conveying was that their time was valuable, and delays were wasting their time.  But the conversations were not just about how Read more

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What to do When You’re in the Middle – 1/24/23

Posted on January 24, 2023 in Customer Service Tip of the Week Please leave a comment

Bob and Sarah are arguing, and you’re in the middle.  Bob’s an employee, and Sarah is a customer, and they have a difference of opinion.  Somehow you’re involved even though you didn’t have anything to do with the interaction in question, the complaint being addressed.  You find yourself being the moderator, the mediator, the facilitator.

CSS does a tremendous amount of facilitation work, and it’s not just facilitating disagreements between customers and employees.  Usually it’s facilitation of groups where you have various stakeholders meeting, and they all have their own particular interest or position.

The key phrase we use when facilitating conversations like this is Healthy, Productive, and Effective.  You want Healthy conversation, where the discussion is about the issue or the goal, not the individuals involved.  Make sure people don’t make it personal or take it personal.

Productive means you try to stay on task.  Everybody understands up front what the goal is and how much time we have to discuss it, and those things that are not pertinent are identified and put on a “parking lot” for future reference.

Effective means starting with the end in mind and keeping a focus on that end.  The end is the goal.  It’s not the process to get to the goal.  People can get stuck in their specific solution or the process to get to that solution, but you just want them to think about the goal.  The more you can get them to focus on a common goal, the better chance you have of getting them there.  The more they fixate on their solution or their position or how they want to get there, the more difficult it’s going to be for you to be effective and for participants to get to their goal.

The next time you find yourself in the middle of an argument or a meeting between Bob and Sarah, identify a common goal up front.  Try not to get people focused on their position.  Make the conversation about the goal and not about the personalities involved.  Identify the time constraints, and professionally move the tangents to the parking lot.

Facilitate effectively when you find yourself in the middle.

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Is the Customer Issue an Organizational Issue? – 1/17/23

Posted on January 17, 2023 in Customer Service Tip of the Week Please leave a comment

Customer retention is vital.  Most of next year’s customers are going to be those who are this year’s customers. So, the more you lose today, the fewer you will have tomorrow.  Organizations conduct research, data mine, or bring in consultants to help identify those customers who may be most at-risk of being lost.

But every individual in an organization can help identify at-risk customers.  Let’s ask some questions: When is a complaint a sign of risk?  When is an issue a sign of risk?  When is a lack of activity a sign of risk?

Defining Risk

By Risk we mean…Risk of losing a customer.  Risk of having many customers having the same complaint or issue that your customer is experiencing.  Risk of customers not using your services, not engaging with your business, finding other ways to get their needs met.

As with most aspects of customer service and retention, frontline staff are often best-positioned to help the organization as a whole.

Finding Organizational Issues

If the complaint is about a highly-used process or some aspect of the product or service, that could be a bigger risk for the whole organization if other customers are using that same process, product, or service.  However, when a complaint is about an individual employee, that actually may not be a sign of risk for the whole company.  Maybe it’s a localized situation.

When the issue being discussed is about organizational communications or tools such as website functionality or inconsistency in information flow or content, that could be a risk to the whole organization.  However, if the issue is some characteristic of a transaction that’s unique to that person, that may have less likelihood to be a risk to the organization.

When the lack of activity is because the organization has not been reaching out to the customer, has not kept their relationship fresh, then that could be a risk to the whole organization.  However, when the lack of activity is due to some change in circumstances in the individual’s life, it may not be a sign of risk for the whole company.

Issues that you see one-on-one with your customer may or may not be symptoms of bigger issues for the whole organization, but it’s helpful to the company for you to occasionally take a step back and consider whether a concern for one customer could also impact the many.

Determine if the customer’s issue is an organizational issue.

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LEAD them Away from Anger – 3/24/20

Posted on March 24, 2020 in Customer Service Tip of the Week Please leave a comment

Last week we addressed keeping our personal sanity.  This week, let’s discuss dealing with customer insanity.  That may not be the best choice of words, but many customers are overreacting.  In last week’s Tip, we discussed dealing with emotions of anxiety and nervousness from customers, but many customers are also quicker to frustration or anger.

I witnessed this last week when picking up dinner curbside at a restaurant.  The employee was new (1 week on the job) and had never worked curbside before that day.  The restaurant had just closed for inside serving, so this was the first purely takeout day.  The staff had to be stressed.  There were 4 cars, the 1 employee working curbside, other cars were arriving, and service was understandably slow.

I couldn’t hear much of what the other customers said to the employee, but the facial expressions and body language conveyed impatience, frustration, and a little anger.  No empathy for the employee.  No understanding for the restaurant that had probably laid off most of their workforce the prior day.

While we – in customer service – need to have empathy for customers, we can’t assume they’ll have the same for us.  They may be triggered quickly, and they may be impatient and unload emotions on us.  So, this is a good time to refresh on our LEAD technique to defuse the angry customer:

  • Listen to the Customer – Let them vent; then start asking questions with options (such as a Yes/No variety or “Did it happen Tuesday or Wednesday?”) or seeking facts. Get them to think and respond objectively, factually.
  • Empathize with Their Situation – Convey your understanding of their situation and feelings. “I can understand how this could be frustrating.”
  • Accept Responsibility – Apologize if the company did something wrong such as “On behalf of the organization, I apologize.” If there’s really nothing to apologize for, at least say the magic words “I’m sorry,” even if all you’re doing is empathizing.  Offer “I’m sorry you’re in that situation.” or “I’m sorry that it happened.”
  • Deliver on the Remedy – Then, transition to a solution. “Let’s see what we can do about this for you.”

 

LEAD them away from anger to a solution.

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