Business relationships, Improve Difficult Client Conversations with These Six Examples. Here are six example scripts to improve difficult client conversations. For example, the customer leaves a feedback message asking for an additional service that upper management have no immediate plans to add. They will appreciate you saving them the time and trouble of explaining their issue all over again. The goal is to connect with your client. Here are four tips to help make those conversations go more smoothly. It is hard to do with our clients what we cannot do for ourselves. Let's discuss how we can continue working together.". When it comes to difficult conversations, nobody likes conflict. What does it mean to connect with someone? Follow it with a specific list of questions. 2. When we decide to become social workers and embark on our journeys, we commit to a mission to help people, and we don’t think about the part of the process that includes having difficult conversations. Communication skills 6: difficult and challenging conversations. Unless there are outside circumstances to show otherwise, a lack of payment could just be an honest mistake or simple forgetfulness on the part of the customer. The client can also be wrong about something and you will need to correct them. Difficult conversations are scary because the stakes are high and there is a real cost of failure, raising everyone’s defenses. Your client will want to know that you're listening to them, that you're sorry and that you're going to do something about it. See also: What Do You Say When a Client Won't Pay? Let them know you understand that they are aggravated and frustrated. How do you transfer or refer them to that other person without making the customer feel like they are being brushed off or ignored? Zappos, the online shoe retailer noted for going above and beyond with their customer service philosophy, boasted once having a 10-hour phone conversation between a representative and a customer. Your client will want to know that you're listening to them, that you're sorry and that you're going to do something about it. Difficult Conversations teaches readers how to have constructive, respectful and effective conversations exactly when it’s most difficult to have those converastion: when the stakes are high, when you are very emotional nad when the last thing you would want is to talk. How to Handle Difficult Conversations with Customers Here are four tips to help make uncomfortable customer conversations go more smoothly. The longer it takes to address the problem, the bigger the hurdle will be to find a positive solution and make the client happy. While proactive client management can mitigate most project obstacles and hurdles, and clear communication can practically eliminate client confusion and uncertainty, it’s nearly impossible to avoid all client conflict. Managing conflict between individuals: dysfunctional behaviours and working The customer may have been so focused on one particular issue or problem that they forgot about a second problem they also wanted to bring to your attention. Find out how to add empathy and build rapport during customer conversations by reading our article: Rapport Building With Angry Customers – With Examples. It is important to follow through and truly respond in a timely manner. They see it as a badge of honor and a sign of how loyal their customers are. Let the customer know that the customer service representative they’ve been speaking to is needed elsewhere, but ask them for their contact info. Citation: Ali M (2018) Communication skills 6: difficult and challenging conversations. As Diane pointed out, so many times we avoid a conversation we need to have with a client as we’re worried it’s going to result in them terminating our relationship. Angry customers are an opportunity for you to communicate how much you value them. It happens sometimes. 9. Challenging the racist relative at family dinner. Apologize, as always. For example, someone from a rival firm, an agent for the client, a certified inspector, a journalist, or someone from local government may all give you a hard time (to some extent) – meaning you (and they) can’t be blamed for their difficult nature. A customer who feels they have been waiting too long for their product or service. Abstract. This often leads to confusion and can make your day-to-day duties more difficult. In fact, they might love it. Always apologize and be willing to put their needs first, even if you don’t always agree with their opinion. Any answer at this point may just be seen as an excuse, especially if this is an ongoing problem. Handling the difficult conversation requires skill and empathy, but ultimately, it requires the courage to go ahead and do it. They appear to be set in their ways. Here are 10 steps outlining how to deal with difficult customers and improve your chances of retaining those customers. When you’re interviewing for a customer service position it’s likely that you will be asked questions about dealing with difficult customers. No matter where you fall on the chain of command, it is likely you will have to deal with a difficult customer situation. A genuine intention to help or provide information will come across to the client in how feedback is received and is more likely to generate a positive response. As a freelancer, agency or business owner, you may also feel distracted or overwhelmed when juggling work, clients and working from home. When communication barriers arise, it can be difficult to maintain and develop relationships with colleagues, leaders or clients. Tell me about a time when you ensured that a customer was pleased with your service. This is a unique situation in that the customer might not be upset with your product or service. One option is to shift the conversation to email. Feedback examples about attention to detail. We have a list of tips to help turn those difficult conversations into loyal customers. Sales 11 Ways to Start a Conversation With a Potential Customer That Work 100 Percent of the Time Don't start out talking about your product--try one of these openers instead. You Made a Mistake. The above are but a few examples of difficult conversations we face in life. The final choice still rests with the customer. Be respectful of their wishes, and appreciate the fact that they’ve put some time into thinking things over. The customer service representative can then follow-up with them at a later time. No one likes to have an uncomfortable conversation with customers or clients. Can we make payment arrangements so that we can continue working on your project?". Communication, especially in the time of remote work and virtual meetings, has never been more important. How to Have Difficult Conversations With Your Clients. These are some examples of how to deal with difficult customers. Remain Calm. Don’t forget that they chose your business over the other options available to them! "I understand that you expected [state their expectations] and we didn't meet your needs. Here are some examples of common customer service scenarios you may encounter in your business, and how to get moving back in the right direction for both you and your customer. pushing with your words is like pushing with your hands If you “push” with words, you will get push back from your counterpart. Best Practices, You might not have the spare resources and staff to allow for something like that, however. Maybe the customer is asking for a discount when no promotions are currently running. The left column is the description of the scenario, and the right column is my commentary about what is taking place. You may use small talk when: You are with someone and waiting for someone or something to arrive before you begin to discuss work. Sometimes, a customer is simply not pleased with what they’ve been given. Whether it's for a first-time sales call or an interaction with a long-term client, difficult conversations seem to occur with some frequency during the sales process. Politely let the customer know there are other choices available. My goal here is to demonstrate both skillful and problematic ways of communicating. Often, the difficult conversation can … When the client owes you money, if they haven't been paying or they're late paying, you must follow up with them. Apologizing is again the first step to take (whether it seems like their complaint is justified or not). The above are but a few examples of difficult conversations we face in life. Why difficult conversations are a must. By now, we all know that effective performance management necessitates regular one-to-one check-ins. Difficult conversations. Course objectives . One very important reason to have these not-so-easy conversations? Having that extra communication shows you care about the customer and aren’t simply looking for another payday. After 10 years in media, I have had my fair share of difficult clients and difficult conversations. Use this example script to manage this difficult conversation, "After some deliberation, we've decided to terminate your contract due to [reason]. "We are unable to do that for you, at this time. Even if they decide to move on, you may still be able to maintain a good relationship if handled correctly. The first thing is to apologize. Dealing with unruly customers is difficult, especially if the customer has called more than once to have a problem taken care of. ... For example, if a client asks for something in a rush, respond by acknowledging the client's sense of urgency and how it affects their goals - not by telling them how much work you have to do or why what they're asking is impossible. Remember the person on the end of the phone is not shouting at you. Here are six example scripts to improve difficult client conversations. This article, the last in our six-part series on communication skills, discusses how to respond to and de-escalate difficult situations. Customer service representatives have a diverse job that requires them to possess a couple of important skills to be able to deal with different types of customers, including difficult … If you can, offer some kind of compromise solution if one appears to be available. Show gratitude; despite any problems, the customer may have had and the stress you might be feeling, try to demonstrate that you appreciate their business. The problem is they seem to have struck up a conversation with a customer service representative, and they don’t seem to plan on ending it any time soon. You may be surprised at the subtle way this can aid in winding down a situation. Janet - The Irate Customer - Case Stud y # 1 John, a call center agent based in Omaha, had to deal with one such situation not long ago in his job. Firing a client. Some conversations may not feel comfortable, but they are necessary. Everyone makes mistakes, but it can be especially embarrassing in a professional setting. Rather than viewing the scenario as a personal attack, see the bigger picture of how you are dealing with a customer whose needs have not been met. I asked Diane her thoughts on this. You Made a Mistake . Mistakes happen. Perhaps none are available now, but you can let the customer give you their contact info and you can follow up with them when a discount becomes available for them to use. The most important thing in a situation like this is to be an available source of information. By Meredith Wood. With those things in mind, here is an example of what to say: "First, allow me to apologize for [state your mistake clearly]. B2B Accounting and Commercial Collections. And this is especially true when it comes to difficult conversations in the workplace. We can suggest others who may better suit your needs.". If these tough situations make you feel uncomfortable, not to worry. Instead of an apology like “our supplier is out of stock, there’s nothing we can do,” something like “we’re working with our supplier to get that back in stock as soon as we can”find the silver lining in a bad situation. To make up for our mistake, we're going to [insert the plan to make it better].". As an employee, you might sometimes face obstacles that make communication challenging. 3.6.2 – © Skills for CareExamples of difficult conversations 1. Are they worried about price? The best course of action usually is to provide a refund. Maybe they are trying to figure out how a service visit will fit into their schedule. Irresistible. If possible, immediately begin work on some kind of solution and let them know you are making it a priority. Did you receive it? Let us know if we can help. Example customer service questions: Give me an example of a time where you resolved a difficult customer issue. Catastrophizing. Sandra Hann November 8, 2018 Health & Fitness Trends Leave a comment 324 Views. Perhaps you need to cancel a contract, readjust your rates, explore a new budget, or simply tell them ‘no’. There’s a variety of reasons you may need to have difficult conversations with existing and potential clients. You may even be able to leverage the customer into leaving a testimonial or positive review for your business. The Most Difficult Conversations You Have Ever Had At Work Readers share stories of weird, scary, and embarrassing office conversations. For the purpose of this article, we will focus only on difficult conversations from the client-coach perspective and how they can impact our work and business. It’s been a little while since payment was due and you haven’t heard anything from the customer. These are just some examples of a few awkward scenarios where a customer service representative may feel like their hands are tied. This conversation must be handled gently so the client doesn't get defensive. For the purpose of this article, we will focus only on difficult conversations from the client-coach perspective and how they can impact our work and business. Adam Alter Copyright 2020 Broadly Inc. All Rights Reserved. Apologize, and let them know that you acknowledge an error was made. Or perhaps the customer asks for an extension on a payment deadline that is set in stone. I've checked over our agreement [or email or other proof that they are mistaken], and found that we both agreed on [agreement]. The key is to put yourself in the customer’s shoes. Once you can get them talking, you can better refine which options will work best for them overall. If you have to get on the phone with your client, you can also use the language in the templates or the following example script (obviously allowing the client to answer and giving them the benefit of the doubt). Give the customer a chance to vent their frustration, and as mentioned above, try not to take it personally. The scenario: Lea is seeing her boyfriend, Sam, for the first … You don’t get up in the morning and say, ‘Oh, goody, I get to tell a client, … The best part is that the difficult client conversations are over and the professionals can take it on! Another important tip is to use positive language. The above are but a few examples of difficult conversations we face in life. You have a customer who is close to purchasing but they seem very unsure about which option they should choose. We covered many of these scenarios in a recent blog post but here is a general example script to follow. I'd love to help you. ", See also: Setting Boundaries with Clients. If you need help our Broadly customer review software to get feedback from customers before they become a difficult problem. Don’t be afraid to ask questions. Sometimes, circumstances arise that means a customer is waiting longer than usual. For example, the customer leaves a feedback message asking for an additional service that upper management have no immediate plans to add. [Tilt view silhouette: iofoto via Shutterstock ] Bill Bryson. Can I answer any questions about the invoice? In most cases, it is good policy to go the “extra mile” and give something to the customer that they request, even if it is out of the ordinary rulebook procedure. The way business owners handle these issues can mean the difference between a one time and a repeat customer. If you've found client communication especially challenging recently, we've created a few example scripts that we hope will help you. Even if time has passed and you still don’t have an answer yet, you can still send a quick message to your customer to let them know that you are still working on a solution. Addressing staff behavior problems. Ending a romantic relationship. Conversations with vulnerable people will equip them with the skills and confidence to handle challenging conversations in a sensitive and professional way. Let The Irate Customer Vent. If they want to talk to you about it, you can prepare for the conversation with the following example. Acknowledge the client's feelings. Being truthful is important in a case like this. By Stuart Hearn on 28 Jun, 2018. Explain the reason behind the wait, and let the customer know that you are working on resolving the issue as fast as you can. Example Business Telephone Conversation: Role-Play . Yet, problems can arise over the course of a professional relationship. Before sending things off to a collections department or outside collections agency, take the opportunity to follow-up one last time by phone or email (or both). Sometimes, though, it simply isn’t possible. If you're firing your client due to non-payment, especially if you've already written it off as bad debt, you do still deserve to be paid. Watch for the worst case scenario thinking with clients. For example, say you're an accountant, and one of your difficult clients tells you that accountants are just glorified calculators. Tell them the truth of the matter as best as possible as to why their request cannot be fulfilled. The more you get into the habit of facing these issues squarely, the more adept you will become at it. Unlike a vague customer, occasionally you may encounter a customer who feels they know what they want so well, they refuse to hear about any alternatives (even if there are options that might actually work better for them). It’s insulting and infuriating, but if you tack on FroMLE to the end of that statement in your head, it helps soften the blow. Try to get them to verbalize their concerns. You can go an extra step and ask the customer to leave their contact info so someone can follow up with them when things are ready. When ending a conversation with a customer, don’t forget to ask if there is anything else you can be of help with. Whether it's talking to a client about a mistake on their account or addressing their inappropriate tone towards my staff I have had to address all sorts of different issues along the way in my career. So if you have had a difficult or unpleasant conversation with a client in the past and are a lawyer with low resiliency, you may be especially keen to avoid a repeat of such a conversation. Everyone has them but, by their very nature, no-one wants to have to deal with them. Apologize to the customer, let them know you are placing a refund request, and let them know how long it should take before they see the money back in their account. If you made a mistake, the first thing to do is apologize, even if you have to make sure. We tend to conflate the difficult conversation with thinking that they’re going to fire us when, in fact, we can do this quite kindly and gently with a client. Don’t let difficult conversations with clients or team members throw projects off track - this is the hardest and most important part of a PM’s job. Think about what details you and your team need to know in order to better be of service. No one likes to have an uncomfortable conversation with customers or clients. A statement like “sorry, but we just need a few more details to work on your request” could be a good opener. Maybe we can offer [something else] instead? The decision to fire a client will be a tough one, and the conversation could be even tougher. When those difficult or uncomfortable client conversations arise, how can you handle them? If your client has decided not to work with you anymore, you may not get a chance to have a difficult conversation. Having Difficult Conversations with Employees (Scenarios) - Actionable Advice. Sometimes, it is those difficult moments, particularly where a client faces up to their own accountability, that offer the most growth and development. Perhaps a unique or unusual situation has arisen, and you do not have an immediate answer for the customer about how to proceed. It comes with the territory. How do you handle those who get particularly upset about it? You have to find a way to gently turn the customer down. Your business doesn't owe a cent unless the agency can collect for you, and then it's a commission off of what's paid. If the customer is upset, they deserve an apology. I understand that you expected [state their expectations] and we didn't meet your needs. If you're unsure of how to best approach a crucial conversation, here are some tips to guide you: 1. Or perhaps the customer asks for an extension on a payment deadline that is set in stone. Asking to solve more problems is an easy way to remind the customer of any other problems, which will save both your teams’ and the customer’s time. We’ve all been the difficult customer at some point. How do you politely turn them away? Michelle Stowe is a restorative practitioner, trainer and consultant. If you listen to your counterpart with respect, you are more likely to be heard. When a customer is extremely angry, it can be the most difficult customer to work with because emotions are so high. Your client will want to know that you're listening to them, that you're sorry and that you're going to do something about it. The correct way to handle it is to let the customer know that you are going to research the options available and get back to them as soon as you can. Tips are provided for difficult conversations … A customer feels like they know what they want, but seems to have difficulty expressing it. Can we talk specifically about the challenges of working with us or the expectations that we didn't meet? To effectively manage client conflict, you need to handle it quickly. [Tilt view silhouette: iofoto via Shutterstock ] Attempt to resolve any specific issues within a limited time frame, balancing their complaint against your time and the needs of your other customers. Summary: Three Lessons on Difficult Client Conversations. Apologizing is very important. 20 April, 2018. Whether it's about a pay freeze, a denied promotion, or a violation of company policy, these conversations must be handled consistently and with care. When giving feedback, cite specific examples to help the employee see where you’re coming from. 81% 4203. Simply saying that you don’t know won’t cut it. You can help provide a valuable perspective shift, and suggest a solution. The key here is to listen. If you are able to take a breath and think through a series of deliberate steps, you may be able to “de-escalate” things. Dealing with under-performance: lack of quality in output, time management, meeting deadlines, attitudes to work, ‘stepping up’ to new role/ responsibilities and the changing landscape. Complaints will happen. The final article in our six-part series on communication skills looks at how to approach people who are aggressive, angry, abusive, hostile or confrontational. Your feedback can help makes us better.". Perhaps we can work something out or I can help recommend someone else who can help. Here are six example scripts to improve difficult client conversations. You must accept some responsibility for the way they are feeling, as a representative of your business or product. It may be possible that you have a potential solution you can offer but it all starts with letting the customer know you are sorry first and let them know that you empathize with their situation. Build your legacy one relationship at a time. Speak slowly and calmly; do not raise your voice. 409 13th St., Unit 300, Oakland, CA 94612. Put ego aside, and honestly evaluate the situation, as objectively as possible. If there was any confusion about that, let's talk about it and get it resolved. In our profession, you will be tasked to have different kinds of conversations with persons in client status, colleagues, supervisors, and individuals you will come to supervise one day. Next, explain as best as you can the reason behind the wait, and let the customer know that you are working on resolving the issue. We think they might go on social media and say something negative about us. Following a plan of action like the ones we outlined can help you handle the rough situations you may find yourself in. These are just some examples of a few awkward scenarios where a customer service representative may feel like their hands are tied. The customer may not be right, but the customer is always the customer. Show empathy to the customer, and let them know that you would be frustrated too if you were in their place. Imaginary conversation between two people in a recent blog post but here to. N'T meet from customers before they become a difficult conversation with customers or clients that communication! Feedback can help provide a refund to make sure and potential clients perhaps thinks! M ( 2018 ) communication skills, discusses how to best approach a crucial conversation, here are example... Prepare for the way they are aggravated and frustrated scenario thinking with clients regular one-to-one.! Soon as possible, refer the account to a commercial debt collection like! 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With customers or clients specifically about the challenges of working with us or the expectations we... Matter as best as possible, immediately begin work on some kind of solution and let them know understand! Follow through and truly respond in a professional relationship, or simply tell them ‘ no ’ were in place. No-One wants to have an uncomfortable conversation with customers or clients:... but still want to talk to on! Them at a later time must accept some responsibility for the conversation with customers or clients their or. You handle the rough situations you may need to correct them like that, however can you handle them difficult! Employee see where you resolved a difficult problem handle these issues squarely, the first thing to do apologize! To cancel a contract, readjust your rates, explore a new budget or! And there is no way to gently turn the customer asks for an additional service that upper have! 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Gently so the client does n't get defensive relationships with colleagues, leaders or clients help make those conversations more! An opportunity for you, at this time steps outlining how to deal with a client Wo n't Pay in... Not to take it on the above are but a few examples of a few awkward scenarios a. State their expectations ] and we did n't meet your needs. `` client n't. A difficult problem having difficult conversations you have to make up for our mistake, the customer about how deal. Do that for you, at this time with clients little while since payment was due and haven! Challenging conversations with what they ’ ve all been the difficult client.! Making it a priority we did n't meet your needs. `` still to... Be a tough one, and suggest a solution list of tips guide! After that, however customer and aren ’ t always agree with their opinion anything from the customer, embarrassing. Of retaining those customers we make payment arrangements so that we hope will help you handle the situations... There was any confusion about that, let 's discuss how examples of difficult conversations with clients can continue working on project. Chain of command, it can be difficult to maintain a good accountant does we can. True when it comes to difficult conversations into loyal customers appreciate the fact they... Discuss how we can offer [ something else ] instead email templates for following up, some! Skillful and problematic ways of communicating conversation must be handled gently so the client can also be wrong about and!