In today’s market, 58 percent of Americans would leave a company over bad customer service, while a significant 93 percent are likely to stick around and make repeat purchases when they’re treated well. This highlights the crucial role of de-escalation — the skill of calming tense situations. It’s more than just a technique; it’s key to building strong relationships with customers.

The goal of this article? To arm you with actionable de-escalation tips, ensuring every customer interaction is both constructive and cordial.

Understanding the Angry Customer

At the heart of an unhappy customer is a series of unmet expectations.

Picture this: Sarah orders a gift online for her son’s birthday, expecting it to arrive in three days as promised. Instead, a week goes by, and there’s still no package. She calls customer service only to be placed on hold for an extended period. Frustration brews. In Sarah’s case, both a product issue (delayed delivery) and a communication hiccup (extended wait time) spiraled into a perfect storm of dissatisfaction.

This is just one example of countless scenarios. Some customers might feel misled by a product’s advertising, while others may be upset about a faulty product or service. Sometimes, it’s the confusion surrounding a bill or an unexpected charge. At other times, it might just be a minor oversight or miscommunication that takes a situation from calm to chaotic.

The Psychology of Anger

Anger is a natural response to perceived threats. It’s a way for our brain to say, “Hey, something’s not right here.” The customer’s ‘threat’ might be a challenge to their sense of fairness or value.

For instance, when customers feel they’ve paid for a service that wasn’t delivered as expected, their sense of fairness is challenged.

“I did my part, so why isn’t the company doing theirs?”

This imbalance — this feeling of being short-changed — leads to anger.

Moreover, the setting can heighten emotions. Anonymity, for example, can embolden people. This is often why we see more heated exchanges online or over the phone than in face-to-face interactions.

The Ripple Effects of Not Addressing Anger

Now, let’s touch on the ‘so what?’ factor. Suppose you’ve got an angry customer, and the situation isn’t handled with care. What then? Well, the costs can be multifaceted.

On the surface, there’s the immediate business at stake. An unresolved complaint might mean a refund, a returned product, or a canceled service.

But that’s just the tip of the iceberg. Today’s consumers are incredibly connected. A single negative review or a shared bad experience on social media can quickly snowball, reaching potential customers and influencing their perception of your brand. Remember, a staggering 95 percent of shoppers read reviews before making a purchase.

What’s more, an unhappy customer might tell their friends, family, or colleagues about their negative experience. This sets off a chain reaction of lost opportunities. Over time, repeated mishandlings tarnish a brand’s reputation, and it becomes challenging to regain consumer trust.

The Principles of De-escalation

When it comes to de-escalating a heated situation, a few key tenets can make all the difference. Let’s unpack these.

Active Listening

Ever felt that rush of frustration when you’re talking and it’s clear the other person is just waiting for their turn to speak? Customers feel that too.

Active listening means truly hearing what the other person is saying rather than formulating your response or defense. It’s about giving the customer your undivided attention. That means ditching distractions, avoiding interruptions, and showing through your responses that you’re genuinely engaged. A simple “I understand where you’re coming from” can work wonders.

Empathy

Here’s the truth: People just want to be understood. That’s where empathy shines. It’s not just about recognizing the customer’s feelings but genuinely feeling a pinch of their pain. It’s that authentic “Oh, I’d be upset too if that happened to me” sentiment.

When customers sense that you truly grasp their feelings, their walls of defense tend to drop, making way for more constructive conversations.

Patience

We live in an age of instant gratification. But some things, especially resolutions, can’t be microwaved. Sometimes, they need the slow simmer of patience.

Whether it’s taking the time to unearth the root cause of an issue, waiting for the right department’s input, or just allowing the customer to vent, patience is key.

Setting Ego Aside

And now, a somewhat challenging part — setting your ego aside. It’s natural to become defensive, especially if the criticism feels unwarranted or misdirected.

However, the golden rule of de-escalation is understanding that it’s rarely about you as an individual. Instead, it’s about a situation, an unmet expectation, or a product glitch. Focus on the problem at hand and don’t take things personally. That way, you pave the way for solution-oriented dialogue rather than a blame game.

Five Actionable De-escalation Techniques

Here are five real-world techniques you can add to your de-escalation toolkit. They aren’t just about diffusing a situation. They aim to transform potential conflicts into opportunities for positive engagement and lasting customer loyalty.

1. Stay Calm

When faced with an angry customer, your natural instinct might be to match their energy. Resist that urge. By maintaining a composed demeanor, you set the tone for the entire conversation.

Here are a few tips to keep you grounded:

  • Deep Breathing: It’s not just for yoga. Taking slow, deep breaths can help to center you, especially if you feel your own frustration rising.
  • Staying Seated: If you’re in a face-to-face setting, remain seated. Standing up can be perceived as a threat or as escalating the situation.
  • Soft Tone: Keep your voice gentle and even. The calmer you sound, the more likely the customer will mirror your tone over time.

2. Reflect and Validate

People want to feel heard. Reflecting and validating can be your tools to bridge the gap between frustration and understanding.

Echo a customer’s sentiments (e.g., “I hear that you’re upset because…”) and validate their feelings (“It’s completely understandable you feel this way…”). You’ll be well on your way to building rapport and trust.

3. Ask Open-ended Questions

Avoiding yes or no questions can change the game. By asking open-ended questions like “Can you tell me more about that?” or “How would you like to see this resolved?”, you give the customer space to express themselves.

This provides more context and allows the customer to feel involved in the solution process.

4. Tactical Pauses

In the thick of a heated conversation, silence can be golden. It might feel counterintuitive, but allowing moments of silence can give you and the customer time to reflect and cool down.

It also emphasizes that you’re giving weight to their words, digesting what they’ve said, and thinking about the best way forward.

5. Offer Solutions

At the end of the day, an angry customer typically wants a resolution. But rather than dictating a solution, involve them in the process.

Ask questions like “How can we make this right for you?” or propose a couple of potential solutions and ask for their feedback. When customers feel like they have a say in the outcome, they’re more likely to feel satisfied with the resolution.

Three Things to Avoid

Here’s a quick rundown of a few traps to steer clear of:

  1. Inflammatory Language: Words hold power, and certain phrases or tones can act like kindling on an already blazing fire. Avoiding phrases like “You need to calm down” or “That’s not our fault” can help prevent exacerbating an already tense situation. Instead, lean towards neutral language that doesn’t assign blame or diminish the customer’s feelings.
  2. The Perils of Interrupting: It’s tempting to jump in, especially if you feel you have the answer. But interrupting a customer, especially one who’s already upset, can make them feel disregarded. Allow them the space to voice their concerns fully before responding. Often, just the act of being heard can defuse much of their frustration.
  3. Overpromising: While it’s tempting to say anything to appease an upset customer, making promises you can’t keep is a recipe for future dissatisfaction. If you promise a resolution within 24 hours but know it takes 72, you’re setting yourself (and the customer) up for disappointment. It’s always better to set realistic expectations and, if possible, to exceed them rather than to fall short.

Leveraging Technology to Elevate Customer Service

In our tech-driven era, harnessing the power of technology can significantly enhance our de-escalation efforts. By utilizing CRM systems, customer service representatives can swiftly access a customer’s history, gaining insights into past interactions, purchases, and concerns.

Meanwhile, live answering services or outsourced customer support can ensure customers receive prompt responses, minimizing wait times and subsequent frustration.

From Conflict to Connection

The significance of effective de-escalation in customer service is undeniable. By mastering the techniques shared here, businesses can enjoy a trifecta of benefits:

  • Unwavering customer loyalty
  • A motivated and enduring staff
  • A brand reputation that shines bright in the market

Interested in taking your customer service game up another notch? Reach out to us to explore how outsourcing your customer care can be the game-changer you’ve been searching for.

By Last Updated: October 10, 2023Categories: Blog7.5 min read