Yesterday, I grappled with several customer complaints. It is not always pleasant to be on the receiving end of complaining customers, and you really don’t know whether you want to be grateful or not since the complaints were ‘trivial’. You say thanks, it is so small, but then you say, wow, why did such a small matter blow up?
The point is many issues with regards to customer unhappiness are not really big. One complained because our account manager did not inform him about delays in delivery, and when he did, he was laying blame on our supplier (he was not taking responsibility). One complained that our sales did not get back to him as promised. Another was made to wait for 2 hours while our people were trying to resolve some issues without even an apology.
Small ones, but we tripped over stones, not boulders. And many small issues grow to be big ones if not handled properly.
Apologies - yes, that is one of the word, and I won’t know how many quarrels and needless friction could be averted if we are more wont to please, and showing it. No, it is not a sign of weakness to apologize - to apologize simply means that you care enough that there may be areas you are doing that is not boding well with the other person.
According to the Art of Apology, there are 3 Rs that you should remember. First is you should express REGRET. In short you should be apologetic. Second, is that you should express RESPONSIBILITY. Responsibility does not mean you are at fault. In one case, our account manager rubbed it in too strong that it was not our fault, but our suppliers. Yes, it was - but then taking responsibility means after all, the customer choose us, and we choose our suppliers, and they are doing business with us, so we are still responsible.
The last is REMEDY, you cannot just apologize and not offer a remedy! In most cases, a sincerely written apology letter, a small mug, or some small gift cheque to do the job.
In many cases, issues are not about the money worth. When you apologize, it does not necessarily mean you are wrong. It just shows that you are strong enough to be responsible, you are man enough to understand that whether advertently or inadvertently, you have caused inconvenience, and pain, and you are taking responsibility, and offering a small token of compennsation for such inconveniences.
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