Customer Service – An Emotional Experience

WRITTEN March 16, 2012 Author: Rich Atkins

It is ironic that in some Customer Service scenarios, the problem may end up NOT being solved, yet, the customer will continue to do business with the provider.

In other cases, the problem may be solved, and still despite the positive outcome, the customer exits.

Why is this?

The answer to this question lies in how the customer was treated.

If your customer service agent solves your problem (the “logical fix”) and yet does not make you feel valued, there will be no emotional connection. At that point, the service will only be a commodity to you, and you’ll seek the lowest price.

Think about it, why would people pay more for a commodity that they know they can get elsewhere, cheaper?

If, on the other hand, you know you are welcome, valued, and cared for–even if your logical problem is not resolved, we can build and keep rapport by treating you appropriately, acknowledging you and what you’re facing, and then showing empathy for your situation.

Build the customer service skills of your staff with a few simple methods to keep in mind with dealing with a customer.

ASK

Find ways to elicit information without confrontation. This may be done by asking questions rather than making a confrontational statement, such as:

Can you give me more information? (instead of I don’t understand you.)
Are you sure? (instead of You’re lying.)
Is this correct? (Instead of You’re wrong / You made a mistake.)

LISTEN

This means focusing on the words, body language, and overall message of the customer.

Listening requires practice. The chief block to listening is self-centeredness (including being distracted by thinking about what you’re going to say next).

Paraphrasing is a must-have in the world of customer service skills. It is a way of acknowledging that you heard the other person by restating or rewording what s/he said. When paraphrasing, start with a transitional phrase, such as, “Let me make sure that I understand your point. Do you mean…?”

SOLVE

Provide the logical fix for the customer—solve the problem, if you can. Make it right. Correct the error. Repair what’s broken. And if you have the authority, go that extra step and give something as a gift to the customer to make up for the inconvenience.

ACKNOWLEDGE – SHOW EMPATHY

Empathy: the action of understanding, being aware of, being sensitive to, and vicariously experiencing the feelings, thoughts, and experience of another of either the past or present without having the feelings, thoughts, and experience fully communicated in an objectively explicit manner.

Provide your customer with an emotional fix, when you can. Let them know that you understand (show empathy). Improve their customer experience by taking the time to build some rapport with an expression of genuine empathy. Assure them that you are listening and that you understand their concerns.

So, perhaps a slight change to your perception for Customer Service – an emotional experience may not be what you expected, but it will be remembered by your customer. These kind actions go a long way toward building good will—and repeat business.

This information is from the Improving Communications IMPROVING CUSTOMER SERVICE skills class. If you’re looking for ways to improve your communication skills, register for one of our PUBLIC CLASSES.

Other Resources:

Customer Service is an Emotional Experience – Science Daily

5 Key Lessons About Emotions and Customer Experience

An Emotional Connection with Customers is Key to Customer Support

Image by Gino Crescoli from Pixabay