7 Things You Should Never Say to Customers on a Support Call

By Matt Goldman

Customer service is not for the faint of heart. In fact, research has revealed that almost 100% of the time, customer service representatives on support calls need to deal with angry and unhappy customers. A single inappropriate word from the agent could snowball into an avalanche of negativity that could have far-reaching implications for the company involved. Of course, that does not mean that agents should simply try to humor or placate the customer. Apologizing repeatedly or promising a quick fix–especially one that doesn’t work–will only worsen the situation.

Every word a call center representative utters must be weighed carefully no matter what the situation might be. Studies have revealed that almost 70% of customers stop supporting a company if they feel they’ve been treated indifferently – even those that match the company’s ideal customer profile. Should bad customer service be coupled with high customer acquisition cost, the business is likely to implode.

Here are seven phrases and words to avoid on the phone during a support call:

1. You are Wrong

According to fan experience expert Ruby Newell-Legner, it takes 12 positive experiences to make up for one unresolved bad experience. Telling a client that he is just plain wrong is perhaps the worst thing that a customer service rep can say. It is akin to questioning the customer’s capabilities and perspective. It would be a tall order to convince him to stay after that blunder.

Even if a customer is truly wrong, customer service language should always be kept respectful and diplomatic. The best response would be to encourage him to explain what he has been doing, and then emphatically walk him through the right method step-by-step.

2. That’s not something I can help you with

The main reason why customers call the support line is to get help in solving a problem. Saying that there is nothing the agent can do to help defeats the purpose and will just make the customer feel as if he wasted several minutes of his life.

Customer service representatives always have to offer some form of assistance to the client, even if it is just offering to listen and understand his or her concerns. If the customer is asking a technical question and it is already beyond the agent’s understanding, the agent should first explain that he is not an expert, and then recommend someone within the organization who will be able to solve the problem. Another option is to forward the concern to the rep’s superior.

3. That’s our policy

Talking about company policy is like saying, “There’s nothing more we can do. Either you take it or leave it.” It closes the conversation when, in fact, customer service is all about opening the communication lines so that both parties will see eye to eye. Plus, customers simply don’t care about company policy; don’t make it their problem.

What the customer is interested in is how the situation can be resolved satisfactorily. Instead of saying that the request is against company policy, call center representatives should Go to the full article.

Source:: Business2Community