Handle Angry And Rude Customers

How Should You Handle an Irate Customer

Handling angry and rude customers is a challenging task faced by majority of the organisations and the customer care representatives or advisors. A customer can be rude and angry only if he or she not satisfied by the company or its products and services. The problems can be anything. Sometimes customers get confused and things differently this can be a cause of anger. There are times when customer gets rude and angry when his or her problem is not well addressed. The point to state is the customer contacted multiple customer care representatives and all gone in vain this makes the customer more frustrated and angry to yell out.

Situations are not the same and keep changing always but an effective customer care representative or advisor can follow certain steps to handle rude and angry customers on a live chat.

The only difference between handling a rude customer on a telephone and face-to-face is in a telephonic conversation you can hear the customer but cannot see physically but handling face-to-face requires more training as it is live interaction where you can feel, hear and see the customer which in turn out to be more frustrating if not handled by care. Whereas the entire scenario changes when you are handling customers over a live chat. Your written words in the chat conversation matters a lot.

Customer Service Angry Customer Tips

How to Handle Angry and Rude Customers On a Live Chat

How to Handle Angry and Rude Customers on Live Chat

Here are certain things you have to follow and keep in mind to make an effective chat conversation with smooth flow even when chatting with rude customers.

1. Remain calm and relaxed

Remaining calm and relaxing doesn’t mean that you stop responding to the customer or slowly responding. It states that you have to understand the customer and not taking the anger of customer personally. This will help you to calm your mind and help you to think and answer your customer appropriately. If you’re not calm and relaxed than the conversation would be more frustrating without any results.

2. Be positive on your chats

Whether you’re handling angry customers or handling normal customers your chat tone should be positive and you should able to end the chat positively using quality positive phrases. Your positive phrases should not sound scripted to the customers. If you’re not positive even a normal customer turns to be rude by your chat behaviour.

3. Put yourself on customer shoes

Imagine the customer problem scenario and think you being the customer facing this same issue. This will help you to maintain a great rappo with the customers.

4. Reply quickly

Respond quickly to the angry and irate customers. As if you respond slowly they think that you are not the caring them or busy handling other chats. This could turn out to be bad situation.

5. Understand the customer problem

Try to understand the customers by asking open-ended questions to find the root cause of the problem. This will help you to render faster solutions and helps to save time.

6. Address the customer using the name

When you address the customer using the name it sounds that you’re really caring. At the beginning and at the end of the chat it is advisable to use customers name. It is not a good practice to use customers name on chat for each and every line that you type it may frustrate the customer more.

7. Avoid using scripted lines

There are certain scripted lines for opening the chat and closing the chat which can be used but it is highly recommended to avoid these lines for angry and rude customers which can make the customer sound robotic.

8. Avoid using sorry

It is not that sorry should not be used on a chat but using it once is enough. When the customer presents a problem in the chat acknowledged the problem first and then tell sorry. And don’t carry on your conversation with the sorry note. Use positive words and phrases in your chat which doesn’t sound scripted.

9. Escalation

The customer will mostly use the word complaint and escalation for higher authority on an angry chats. Avoid telling the customer that I am here to help you, I cannot escalate sentences. Instead tell them surely I will, certainly I do, I have escalated the issue etc phrases. This will come down the customer to a certain extent. Try to arrange escalation for your manager or team lead or for higher level escalation depending upon the scenario and provide some kind of reference to the customer that the problem has been escalated and we will revert back to you over your e-mail or call back for appropriate solution.

10. Explain the customer

Check out the valid cause or the root cause of the problem and explained to the customer in a polite way which makes sense.

11. Polite on chats

Always be polite on each and every chat that you handle as we don’t know what the customer is thinking about. So always be careful on any chat that you handle.

12. Better communication

There should be a proper flow of communication between the customer and you which will help you to end the chat with proper understanding. Two-way communication should exist. It is not that the customer only speaking and you responding as hmm hmm this creates one-way communication and make the customer more irate.

13. Avoid spelling and grammatical mistakes

In this kind of angry and rude scenarios at times you commit spelling and grammatical mistakes. So be calm and handle the chat carefully. Also it is better for you to avoid grammatical mistakes because in future if the chat may be escalated to the higher authority they will monitor all your chats and it looks odd without proper sentence and grammatical mistakes.

14. Avoid transfer of chats

You might think the chat is not meant for the right department. Then avoid transfer the chats without proper understanding the customer. At times when the customer is rude and angry they yell something differently you may think it belongs to a different department. So carefully read and understand the situation than refer your team lead to transfer the chat.

15. Providing better solution

Once you understand the problem effectively than provide a solution which will help the customer to not contact you back again. It means one solution to stop problem. The solution should be accepted by the customer.

16. Alternate solution

If you’re not able to provide the best solution than their can be a means to provide alternate solution with apology which can be accepted or escalate the issue.

17. Personally

Don’t take customer anger personally as customer is not angry on you but is angry because of the products or services rendered by the company.

18. Your mistake or other representatives mistake

If it is your mistake you should be ready to commit your mistake with an apology and solve the matter. At times it might be not your mistake it will be the mistake of your colleague or any other representative working in the same company address it with token of apology providing better or alternate solution.

19. Providing important facts

In certain chats you should provide the customer with phone numbers, e-mail address, screenshots etc to the customers for better understanding in terms of issues being escalated.

20. Don’t allow the customer to take the conversation

Don’t get a moment where customer can take over in the chat. Play carefully with your customer. The chat should always be in favor of you and not your customer. Use certain phrases to maintain a rappo instead of telling sorry and empathy all the time.

21. Customers opinion at the end

You have to ask the customer after providing the solution and when the customer has accepted a solution. Ask your customers did I help you to solve your problem? or similar kind of questions where you can try to understand the mindset of customer whether he or she is satisfied or not.

22. Avoid selling

On angry and rude chats avoid selling products of pushing sales even after the customer satisfied with your solution. The customer may think the advice doesn’t care about the problem and is only interested in doing his own work.

23. Feedback and survey form

Do not send feedback and survey form to the customer in angry chats as it may lead to low ratings. Instead you can send feedback e-mail link of your company where the customer can write to. This is how you can maintain your customer ratings.

24. Situation based on higher authority

There might be a situation where the customer don’t want to hear anything from you and demand to chat with only manager or higher authority. In these times you can transfer your chat instead of taking the chat by yourself which will make the chat more worse.

25. Saving the Live chat for future usage

You to save this kind of chats on your notepad so that you can get well versed in handling and maintaining angry and rude customers. So next time you’ll be more careful.

26. Attend proper training and handling of escalation

Ask your manager or superiors for training you on escalation desk and providing you with proper phrases where you can pitch in to the customer in an effective way to increase your progress.

27. Writing proper notes when live chat is ended so that every next advisor must know what has happened. If the issue is escalation write in notes of the Advisor feedback the escalation reference number.

Tips to Handle Angry and Rude Customers On a Live Chat

These are the ways in which you can master your customers with great zeal and happiness which will help you to grow in the organisation for better positions and effective customer handler.

I hope this article has helped you to control your angry and rude chats in a positive way by providing exact and alternate solutions.

Share your experiences about to angry customers in the comment box if you have faced any. If you find this article helpful do share it among your colleagues and subscribe to our blog for more updates.

 

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Mohammed Azeemulla M S

The mastermind behind ShareDelete is Mohammed Azeemulla M S. A professional blogger from India Bangalore. Who have also developed some of the simple and easy android applications in the play store which you can go ahead and download by searching my name in the play store. You can contact me directly through azeem@sharedelete.com

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