The essence of social media is providing an avenue to connect with customers online. As a business owner, you will have the opportunity to present the features and benefits of the products that you are offering.
Your readers, in turn, will have the chance to review, purchase, or complain. At some point, you will experience a dissatisfied online customer who will complain about bad service or a broken promise.
It is your job to take this opportunity to convert an irate client to a satisfied and returning customer.
Here are some tips to consider:
Step One: Be Aware
You cannot address an issue that you do not know about. Listen to the concerns of your customers by allowing them to leave comments on your website. Keep watch of the activity on your Facebook page. Make sure to keep a regular check on Twitter hash tags or replies related to your business. Read forums and review sites that cater to the nature of your business. Knowing about the negative comments and feedback about your products and services in the soonest possible time will help avert a potentially disastrous outcome.
Step Two: Respond Immediately
Immediate action is required when dealing with customer complaints. The longer you take to make a statement, the harder it becomes to resolve the situation. On occasion, you will need intensive research and background checks before you can provide an acceptable explanation. In such situations, you can simply leave a message explaining the actions you need to take and a turn around time for a response.
Some offensive comments are not worth the response. If the criticism is made out of spite or bigotry, then it may be best to simply delete the post. Your other customers will ignore rude or discriminatory remarks especially if made without basis. Instead, you should focus on working on action items that are within your control.
Step Three: Connect With Your Customer
Avoid canned or scripted responses. Speak like an actual person and try to relate with how your customers must be feeling. Giving them a copy of your terms and conditions will only aggravate the situation. Acknowledge their concern and let them know that you understand what they are going through. Empathise with them and let them know that you will feel the same way if the situation happened to you. Reassure them and tell them that you will do everything in your power to resolve the situation.
Step Four: Make Things Right
A sincere apology may help appease an irate customer, but fixing the problem is the only way to win them over. Offer to make things right for the customer. Replace the broken product or give a refund for lost deliveries. You can also opt to provide discounts or freebies for future purchases. People make mistakes, but what is important is how we correct those errors.
Step Five: Do Not Get Emotional
As the business owner, you need to be the voice of reason. Customers are expected to complain, but business owners who get into an argument with their clients are seen in a bad light. Even if you know you are right, you need to be patient enough to clearly explain the logistics to the customer. Getting into a fight with them will not resolve the situation.
Step Six: Get Their Involvement
A negative comment is a great opportunity for learning and improvement. If a customer complains about a certain feature, ask him what changes need to be made to improve the product. Make them feel that their input is valuable. If you consider their suggestions, make sure to involve them during product testing or the product launch.
Step Seven: Make Sure the Discussion is Visible
It is tempting to keep the conversation offline, but providing solutions in plain sight will let the world know that you are serious about providing excellent service. You also make other people aware that you are constantly working on improving your products. If you provide a clear solution for a specific issue, there will be no need for other customers to send in similar complaints.
Unhappy customers will always be a part of your business. There will always be something to complain about. Dissatisfied customers tend to spread the word around so it is essential to change their mind about your company. Use the negative feedback to your advantage and turn a bad situation into a learning opportunity.