Ah, unhappy customer, that mysterious creature who seems to appear from the shadows every time you need a quiet day at work. You know them well, don’t you? 👀
They’re a bit like the unwanted guests at a surprise party you never planned after all…
But, don’t worry, you’re certainly not the only one in this adventure! So, instead of running away, learn to handle them with grace and humour because yes, humour can be a secret weapon against customer dissatisfaction. 🔪
So buckle up and get ready to dive into the thrilling 🫀 world of dealing with an unhappy customer
Because after all, if life gives you lemons, why not turn them into sparkling lemonade? Anyway, let’s get on with it
Why respond to an unhappy customer?
You’re probably thinking but, why respond to an unhappy customer? 🤔
Well, first of all it shows that you care about their concerns and satisfaction. Because yes, by dealing with their problems and complaints, you can prevent their dissatisfaction from escalating and spreading like the plague to other potential customers. 😱
What’s more, if you manage to respond cleanly to an unhappy customer, this can be an opportunity to rebuild trust and strengthen the customer relationship. 🔗
Finally, responding to an unhappy customer is a way of getting valuable feedback on your products or services. Think of it this way, their criticisms can reveal problems you might not have noticed before, allowing you to improve your offering and thus better meet your customers’ needs in the future. 🌠
At the end of the day (I’m not talking bank account), responding to an annoyed customer is essential for managing your company’s reputation. 🦋
What are the drivers of customer dissatisfaction?
In reality, the factors behind dissatisfaction can vary depending on the type of product or service, individual customer expectations or even the company’s sector
However, just for your benefit, here are a few common factors: 👇🏼
- Poor quality of the product or service ➡️ main reason for customer dissatisfaction, as customers expect their purchases to meet their needs and work properly.
- Poor customer service ➡️ slow response, inefficiency, lack of empathy, lack of professionalism.
- Communication problems ➡️ unclear, contradictory or inconsistent communication from the company, such as advertising errors, broken promises or misleading information.
- Excessive prices ➡️ Prices that are too high for the perceived quality can cause irritation.
- Failure to meet deadlines ➡️ delays in delivery, failure to meet agreed deadlines.
- Little personalisation ➡️ Lack of personalisation in interactions and offers can lead to dissatisfaction.
Example of dialogue from a dissatisfied customer
Here is an example of a complaint from one of our unhappy customers
“Dear Technical Support,I would like to express my deep dissatisfaction with our recent experience with your CRM software. As a long-standing customer of your company, I expected continuous improvements and reliable service, but my patience has reached its limitOver the past few months I have experienced recurring problems, including significant platform slowdowns, data synchronisation errors and an unfriendly user interface. These problems have had a direct impact on our efficiency and our relationship with our customersI was also frustrated by the slowness of technical support in resolving these problems. The response times are unacceptable, and we have not received any lasting solutions to our concernsAs a loyal customer, I expect you to take these issues seriously and take immediate action to resolve them. We’ve invested time and money in your software, and it’s time we saw some concrete resultsI urge you to take immediate action to improve our experience with your CRM software and to restore our confidence in your company
Sincerely.”
How to deal with customer dissatisfaction in 6 steps?
Faced with the inevitable painful challenges of customer satisfaction, it’s essential for businesses to know how to navigate the deep and sometimes choppy waters of dissatisfaction
Thanks to our superb Head of Customer Experience at Waalaxy 👽, aka Mickaël Prous, find out how to deliver an unforgettable customer experience. 💟
Are you ready? Good timing, we’re here, so let’s get started! ⬇️
💟 A little bonus: in the course of this checklist, we’ve slipped in a few screenshots of our Waalaxy customers’ sweet nothings after our support team, aka our superheroes, have sorted out their problems. You’ll see, it’s cute 🥹
1) Fast, personalised response
First and foremost, a fast, personalised response. We advise you to minimise the time between each message exchange (less ➖ than 5 minutes on a chat and less ➖ than 1 hour by email). ⏰
For a personalised touch, don’t hesitate to use annotated screenshots of the user interface, which will not only save you time, but will also allow you to put yourself in the user’s shoes, and they really like that. 👀
Finally, don’t hesitate to create an ultra-complete pre-recorded answer as soon as a question comes up 3 times!
Test it out, you’ll thank us. 😏
2) Active listening for an unhappy customer
The second step in this checklist is active listening. Let me explain. Don’t hesitate to rephrase questions when in doubt, don’t give an immediate answer, it avoids losing information
Here, as a gift 🎁 , are some important and not insignificant steps to put active listening into practice when dealing with a dissatisfied customer. ⬇️
🥇 Rephrase questions when in doubt
If a customer expresses their dissatisfaction to you in a vague way, don’t immediately delete the conversation. Instead, take the time to rephrase their questions or concerns to ensure you correctly understand what they wish to communicate. 💬
🥈 Confirm what the user wants to do
Don’t hesitate to clarify the customer ‘s intentions to avoid any misunderstandings. To do this, ask them to specify what they want to achieve or solve. This step helps to avoid certain problems and ensures that you are working towards the same goal as the customer. 😏
🥉 Ask for further details
To better understand the situation, encourage the customer to provide detailed information about their problem (like screens, it’s more meaningful 😉 ). To do this, you can ask open-ended questions that invite the customer to explain in more depth. For example, ask them to describe the circumstances or steps that led to the problem
🎖️ Encourage the user to provide videos or screenshots
This is what we said earlier. If the problem relates to a digital product or service, suggest that the customer provide visual evidence such as screenshots or videos. You can even recommend a simple, user-friendly tool to do this, such as free screen capture software. 🎥
3) Empathy and positivity for a difficult customer
We’re already halfway through this checklist and we’d advise you to follow this tip closely. 👀
Even if you sometimes come across an unhappy customer, we advise you to banish the use of negative phrasing, which could make the situation worse. 😱
Instead, don’t hesitate to put yourself in their shoes and recognise the user’s emotion with a method invented by our support team at Waalaxy, the CRAC method (we talk about it again in the frequently asked questions, below 😉)
An excellent question! You can use contextual smileys to liven things up, like
- ❌
- ✅
- 🔄
However, avoid more ordinary smileys such as
- 😃
- 😁
- 😊
Finally, don’t be afraid to use gifs with TV references for example from cartoons, like this one. 👇🏼
4) Clear and practical solutions
Here, we’re fed up with blah, blah, blah – what we want is the real thing! So don’t hesitate to provide a detailed answer to guide the user, with screenshots or even videos
What’s more, don’t forget to systematically explain the reasons for any action to be taken. As my dear SES teacher used to say to me all the time (kisses if you’re passing by), I assert, I express, I illustrate! 💡
Finally, you should always anticipate the user’s need and thus provide elements of answers in order to minimise the chances of follow-up. 🔄
5) In-depth knowledge
If you want to be able to provide a more than adequate response to your customer, you owe it to yourself to have impeccable customer service and train them for total autonomy. Well, let’s put it this way: make them experts! 😈
To do this, we advise you to set up a guide, a knowledge base available internally that is fed by all the teams
Finally, you could quite easily set up a customer service QA system where each person ensures the good quality of their responses and those of their colleagues. 💚
6) Follow-up and feedback
Last but not least, follow-up! 😇
Don’t hesitate to keep the user informed of the progress in solving their problem. That way, they’ll feel confident and privileged
Get your first customers this week
Take advantage of the power of Waalaxy to generate leads every day. Start prospecting for free, today.
How do you respond to an unhappy customer?
Well, now that you know more about how to engage with a customer and deal with their dissatisfaction, check out our sample responses to answer them properly and with a smile. 😇
Examples of how to respond to an unhappy customer
To help you, we’ve put together 3 sample responses to a customer chat, a customer email and a negative review on Google
Take notes, and off you go! ⬇️
1) Response to a dissatisfied customer in a chat room
Here’s the customer’s message
Customer: “I’m really unhappy with the delivery of my order. It arrived late, and on top of that, the packaging was damaged.”
“Hello {{FirstName}}, I am very sorry to hear that you have had an unsatisfactory experience with the delivery of your order. 😔
I understand how frustrating this can be. Please allow me to resolve this issue for you as soon as possible. Could you please provide me with your order number so I can review the delivery details? 🔎
We will do everything we can to rectify this situation and ensure your future purchases go smoothly. 💪🏼
Thank you for your patience and for informing us of this problem. We are committed to improving our service
Best regards,
{{YourName}}
Waalaxy Customer Service”
2) Calm down an unhappy customer by e-mail:
Another case and another message from a customer
“I can’t believe how terrible your service has been. I’ve had a really unpleasant experience with your company.”
Our response
“Dear {{FirstName}},
I would like to start by sincerely apologising for the unpleasant experience you have had with our company. Customer satisfaction is very important to us and it is clear that we have not met your expectations on this occasion. I understand how frustrating this can be and would like to assure you that we take your feedback very seriously. ☺️
We would like to know more about what happened so that we can resolve this situation satisfactorily. Could you please share more details about your experience or the specific problems you encountered? This will help us to better understand and take steps to avoid this happening again in the future. 💟
Thank you for your feedback and for the opportunity to improve. We are working hard to rectify this situation and regain your trust
Yours faithfully
{{YourName}}
Waalaxy Customer Service”
3) How do I respond to a negative review on Google?
Finally, it’s important for you to understand that responding to a negative Google review is important in order to show that you take your customers ‘ concerns seriously and are therefore prepared to resolve them
Thank you for taking the time to share your feedback with us. We are sorry to hear that you have had an unsatisfactory experience with our company. Customer satisfaction is our top priority and we are committed to resolving any issues that may arise. 💪🏼
We would like to know more about your experience so that we can better understand what happened. Could you please contact us directly at [email address or telephone number] to discuss your concerns in more detail? We are here to help you and find a solution that works for you
Again, we sincerely apologise for any inconvenience you may have experienced, and look forward to providing you with a better experience in the future. 🫶🏼
Sincerely, {{YourName}} Waalaxy Customer Service ”
How about a quick recap?
You often have to deal with complaints and dissatisfied customers. In this article, we explained how to deal with unhappy and dissatisfied customers
During your exchanges, you need to understand how to manage the customer’s complaint depending on the type of customer, deal with complaints, sometimes carry out a commercial gesture, offer compensation depending on the nature of the request
If you want to build customer loyalty later on, we advise you to be sincere in your exchanges and handle the complaint with care, especially if you notice general dissatisfaction. 🦋
Frequently asked questions
Did you think we’d finished with you? Well, we’re not! Here are a few more questions we’ve received. ⬇️
How do you retain an unhappy customer?
Well, if you want to retain an unhappy customer, it’s essential to put in place effective customer complaint management
When faced with a wave 🌊 (this isn’t Australia) of customers expressing their dissatisfaction, customer services must be the right mediator to defuse the situation. Here, just for your benefit 👀 (promise, we’re not hitting on you), are 4 tips for handling customer complaints and dealing with complaints in a way that turns an unhappy customer into a satisfied, loyal one, while preserving the brand image: ⬇️
- Apologise if necessary: if the company has made a mistake, apologise sincerely. Customers appreciate transparency and accountability.
- Proactive resolution: look for solutions to solve the problem and improve the service. Involve the customer in the resolution process, consulting them on the steps to follow.
- Customer relationship management: use complaints handling as an opportunity to strengthen customer relationship management.
By managing an unhappy customer effectively and, above all, dealing with their complaints with empathy and diligence (we’re not talking about cars, focus…), you can not only resolve specific problems 🧪 but also turn a negative experience into an opportunity to strengthen customer loyalty and your company’s brand image
How do you talk to a dissatisfied customer?
Our support team has created a 3-step method inspired by FBI best practice, I call it the CRA method (we’re not talking about a Dofus class 🏹, stay focused for a moment longer)
- 🥇 Understand: identifies the emotion the client is experiencing.
- 🥈 Recognise: tell your customer what you think they’re feeling.
- 🥉 Act: solve their problem.
Our Head of Customer Experience explains it all in his LinkedIn post. 👈🏼
And that’s it, that’s now the end of our article talking about unhappy customers. See you soon. 🤍