How do you respond to customer service problems effectively?

You respond to customer effectively by following the below given principle's

1. Talk politely and calmly to customers
2. Maintain a nice tone.
3. Listen and listen well to the customer
4. Understand the issue ask questions to get clarity
5. Assure the customer that you will resolve the issue.
6. Solve at your end if possible in a short time frame.
7. Otherwise escalate it to the concerned personnel.
8. Provide the customer with a time frame in which you will be providing the resolution and stick to it.
9. call up the customer with the resolution and explain the resolution clearly and close the call.
10. In case if a key account maintain a good relationship with the customer by regularly interacting with him and developing rapport.

       The key is customers always look for individual's who are  truthful and deliver what is promised to them. Maintain your integrity always and do not apologize without a cause.

Try to see the issue from the customers angle and then talk to him; you will see a difference in your approach.

Most of all be positive and optimistic in your approach and you will resolve all the issues raised to you to an extent.

Responding to customers' problems effectively you should:

1. Listen carefully to the customer ti understand the problem.

2. Specify the problem source.

3. Search and find the best solution(s)

4. Contact others (e.g. manager) if needed to fix the problem

5. Apologize from the customer and follow up

Show them how much you pay attention to their problems in details and consider taking actions in front of them.

In my opinion I have always been taught that nomatter the situation, at that moment the customer is always right.

ü  Feel Good About Your Self- Show the Customer That; You Know and You Can Help. - Self-Confidence 

üPractice Habits Of Courtesy -  Don’t Make the Customer Feel Like you are Doing Him a Favor, in the Time You Have to Do What You Done

üUse Positive Communication

-          How May I Help You Mr. /Ms.

-          Please Have a Seat.

-          I am Here To Help Just Give Me Time.

-          I will Do My Best.

üListen & Ask Questions

-          Let the Customer Finish All His/hers Queries.

-          Try Not To Ask The Patients To Stop.

-          You Have The Right To Ask Questions For Clarifications.

-          Don’t Ignore The Customer.

üPerform Professionally

-          Choose Your Words Carefully.

-          The Word which is in Your Mouth Belongs to You, Make Sure What You Are Going to Say before You Say It.

-          Always Use Mr./Ms./Madam /Ma’am/Sir.

-          Keep In Your Mind Customers Are Not Your Friends.

üFocus in The Problem

-          Let the Customer Feel You Are the One Who is going to solve His/ Her Problem.

-          People Get Irritated When They Don’t Immediately Get What They Need.

üTake the Responsibility & Apologize

-          An Apology Makes The Angry Customer Feel Heard And Understood.

-          We Need To Apologize To Customer Regardless Of Fault.

-          Of Course, The Apology Needs To Be Carefully Worded.

-          Arguing With Customer Like You Add Fuel to the Fire.

üOffer Solution or Alternatives

üThank the Customer For Bringing the Problem to Your Attention