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How to Receive Great Customer Service

Rather than blaming a representative or a corporate culture when discussions with a company don’t go the customer’s way, perhaps there are specific things the customer can do to encourage representatives to help. Money Magazine polled its readers and talked to experts to determine the best tactics for receiving the best customer service from companies. Many shared specific strategies they’ve employed that have led to success, whether the goal was to pay less for cable service, avoid fees or upgrade with an airline, or receive repair on a product out of its warranty period.

Be nice. Most of the stories I’ve read about receiving poor customer service could have been avoided if the customer wasn’t confrontational from the start. Direct confrontation rarely produces any result. I’ve been on the receiving end of confrontational attitudes. If someone threatens me or is verbally abusive, there is no possibility of me going out of my way to help that person. I can see why a customer service representative would not be motivated to help anyone who didn’t approach the situation calmly. Money Magazine suggests using flattery to encourage a representative to help. If you’re likable, it is more probable that someone would want to help you.

TelephoneHint you will leave. Not every company is interested in keeping every customer. Bank of America’s proposal to enact $5 monthly debit card fees made this clear: some customers are expendable. While the bank eventually reversed its position after public outrage, the damage to reputation was done. Most companies, however, do not want to lose customers.

If you hint that you have other options available, some companies will transfer you to a different representative whose only goal is to keep you, and these employees often have the authority to negotiate with you. This is how cable television companies and internet service providers seem to operate. If you can get to the retention department, and sometimes you can get there just by asking, you can cut your cable bill and perhaps receive some free extras.

Don’t give up. While some companies are flexible with their policies, they make you work for it. Low-level customer service representatives often can’t make decisions on their own, but they do serve to wear customers down so they give up before they get in touch with someone else at the company, a supervisor for example, who is more likely to be authorized to negotiate with you or provide the service you’re looking for. Even by increasing your hold time from one minute to two minutes before you reach the first level of customer service, companies count on callers to give up before they speak to one person.

If you’re patient and persistent, and you insist on talking to someone who has the authority to work with you, you will be in a better position to receive satisfaction.

Use social media. More companies have presences on Twitter and Facebook, and they’re looking to do good publicly. For example, every time I’ve mentioned Comcast on Twitter in any sort of negative manner, I immediately receive a response from a company representative who actively monitors discussions for opportunities to help. When you take your issue public, a company is motivated to address your issue in the hopes that you will retract your statement or rave about how the company went out of its way to rectify the situation.

Critical blog posts or videos, when they gain attention, can be public relations nightmares for companies. A few years ago, United mishandled and broke a passenger’s guitar. The passenger recorded a video and song titled United Breaks Guitars, and it went viral. He received an offer from United to pay for the guitars — as well as an offer from a guitar company for two new guitars for a new video.

Know what you’re entitled to. First-line customer service representatives may not know all the details of your agreement, but if you do, you can suggest solutions that fall within the terms. When you’re approaching a company looking for resolution to an issue, ask for something specific that the representative can do. Most customers, if they ask for something specific, are unaware of the options available, and a customer service representative might not be aware. If he or she is aware, the representative might not volunteer the information. By knowing what options are available according to the policy, you have an advantage.

Offer a “complaint sandwich.” This is a psychological manipulation tactic, and it works. If you start your discussion with a positive comment, move to a discussion of the issue you’d like to resolve, and end again with a positive comment, you’re more likely to receive the results you want. In my experience, this strategy is called praise-suggestion-praise. You could start a discussion by saying how much you love being a customer of the company. It’s important to be sincere and genuine, and to quickly get to the core of the matter so you don’t waste the representative’s time. After explaining your issue, offer praise again, thanking the representative and remaining positive that the two parties can agree about a resolution.

Contact the executives. One tactic that has shown to work is the “executive email carpet bomb.” Email addresses of the CEO and other important executives are often easy to find. If a general search of the internet offers no results, you might be able to use the SEC’s own tools or Google Finance’s corporate listings to find the right email addresses. Send an effective complaint letter to all the executives on your list to increase your probability of getting a quick resolution.

Have you ever received great customer service? What approaches were successful for you?

Photo: asgw
Money Magazine

Published or updated December 15, 2011.

About the author

Luke Landes is the founder of shizennougyou. He has been blogging and writing for the internet since 1995 and has been building online communities since 1991. Find out more about Luke Landes and follow him on Twitter. View all articles by .

{ 12 comments… read them below or add one }

avatar 1 Anonymous

I always make sure that I’m calm before I approach someone about bad customer service. It is so true that you can’t go in guns blazing otherwise you’re probably not going to get much resolution.

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avatar 2 Anonymous

The most positive customer service experience I’ve had, lately, was with I had just purchased a large, rush order of business cards, and the next day, they posted a 30% discount on Facebook. I e-mailed customer service, asking if I might be able to get the discount retroactively, since I had just placed the order the day before. I received an e-mail from a rep stating that my credit card had been refunded the difference (I think it was around $20). The fastest, easiest and nicest response I’ve ever received!

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avatar 3 Anonymous

I used to work the crazy customer angle. Get angry and wait to be soothed but I found that starting out nice goes way farther. I have a friend that used Twitter as well to complain. It seems companies are way more responsive when there is a potential social media black mark.

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avatar 4 Ceecee

Having worked in customer service, I know that it does help to be polite, but firm. However, personally I’ve had to get demanding and almost nasty to get help in extreme situations. It is unfortunate, but it depends on the company. L.L Bean and Wegman’s have good service. The cable companies can be a bear to deal with.

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avatar 5 Anonymous

> Offer a “complaint sandwich.”

That is the same technique our speech & communications instructor taught us in college when it came to giving constructive criticism. The method works well to make a soft critique. I am not sure it is appropriate in all c2b (customer to business) interactions, but I guess you have to feel out the individual you are dealing with.

Anger is also an effective technique if you know how to use it and just the right amount to get across what you need. People sometimes state they are “frustrated”, but really aren’t you “angry”? LOL

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avatar 6 Anonymous

I usually get good customer service no matter what. I am extremely persistent and get what I want just about every time. Many times it requires much more effort than I think I should have to expend.

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avatar 7 shellye

For me, Facebook has been an effective tool to vent customer service complaints. I’ve done it three times now and each time the business in question has contacted me immediately to resolve the complaint. I chuckle when I think about how some businesses seem much more concerned with their Facebook image than with providing excellent customer service to everyone, all the time.

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avatar 8 lynn

Using manners and approaching this situation the same way you would a business deal can be effective.

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avatar 9 wylerassociate

be calm, be courteous & use social media. I also like that many companies have virtual live agents that you can chat with to receive great customer service.

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avatar 10 qixx

Never use the line “I spend $X here.” unless that amount is in the top couple % of spenders for that business. When working retail i would let anyone who said that walk away unhappy. Even if i had the power to do something for you and the company was in the wrong i’d do nothing for people that said that.

A more general statement is be humble. Trying to look important means nothing to most people in customer service.

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avatar 11 Anonymous

I’ve had very good luck emailing the customer service email addresses found on various web sites. I calmly explain the situation (problem with service, product didn’t perform as I expected it to, etc) and ask what can be done in the situation. With products that didn’t perform as expected, I often ask if I was using the product in a way that was unexpected. For example, when dealing with some LED lit frisbees with LEDs that quit working after a few months, I explained that I play Ultimate Frisbee with a bunch of teenagers about once a week and wondered if the product wasn’t quite made for the intense experience of the game including hard impacts with the ground on missed throws and such. Sometimes I ask if a different product would be more applicable to my situation. In most cases, not only do I get a very quick response (an on a Sunday in the case of the frisbees) but I usually get a replacement product, sometimes with an additional product to try out (Fox whistles was great about that) as well.

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avatar 12 Anonymous

Being polite has always gotten me farther with customer service, just like people being polite with me also gets them better service. People make mistakes; it’s how they deal with them that shows what kind of person/company they are.

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