How to Deal with Angry Customers:
9 Efficient Tips

In any business, angry customers are an integral part of providing service. So, it is important to solve their concerns promptly and effectively to maintain positive relationships. Of course, it takes time and effort, but ignoring and misunderstanding can have a negative impact on your reputation and discourage new prospects. That’s why, we are going to explore efficient ways to prevent all harmful troubles and get more satisfied clients.

1. Carefully Listen to Your Customers

We always think that we listen to our customers carefully, but when a case comes to the point, it turns out not so. So, let’s define what it means to listen carefully. First of all, you pay full attention to what the speaker is saying, not just with your ears, but with your mind and heart as well. Secondly, it involves full presence in the conversation, focusing on the speaker’s words, as well as, tone.

How to Become Effective in Listening

  • Avoid interruptions of your customers: it is a key point of any conversation. You need to understand all the pain in order to give professional feedback. Also, try not to insert words to finish the sentence faster. Unfortunately, it will cause more frustration because of the incompleteness of the client’s thoughts.
  • Use linking words: like “Of course”, “Obviously”, “Undoubtedly” etc. As a result, you will be able to keep lively conversation without interruptions.
  • Ask suggestive questions: create a more interactive and dynamic dialogue, making a deeper understanding of the subject matter. A customer will take into consideration that you are interested in solving the issue.
  • Don’t forget to take notes: it will help you to avoid misunderstandings. So, write down each detail, and a customer won’t be forced to repeat his pain one more time. The Nectar Desk Form Feature allows you to make notes during your communication. So, you do not need to look for a notebook.
  • Analyze and repeat: keep in mind the key issue, paraphrase, and repeat to confirm your understanding of the situation. You can use phrases like: “If I’m understanding you correctly…” or “So if I’m understanding you properly…” and continue with some words (don’t retell literally). With the help of Nectar Desk Call Recording, you can analyze your interactions and make them better.

2. Stay Calm in Troubles with Angry Customers

It is a huge challenge to stay calm in a situation with angry customers. Because a person expresses his emotions and you want to behave in the same way. But, it is necessary to remember about business ethics and that we do not know the lives of others. Perhaps, this customer has a lot of problems and cannot cope with them, so you find yourself as a psychologist who must listen and understand. Also, it is significant to understand, that only when you are calm, then you are able to calm down another one.

How to Stay Calm and Concentrated

  • Maintain a Professional Tone: speak calmly and professionally, regardless of the customer’s tone. This not only sets a positive example but can also influence the customer to adopt a restraining behavior.
  • Practice Your Script: almost all companies have a script that allows you to freely communicate with the client, having hints. They also contain prepared dialogues for solving problem situations and how to avoid customers’ anger. Therefore, this is a reliable way to stay calm and have ready answers to frequent customer requests.
  • Ask Your Supervisor to Help: with the help of Nectar Desk Call Monitoring your supervisor can listen to your conversation and give some tips in such situations.

3. Apologize Sincerely to Angry Customers

Apologizing sincerely is a significant point of effective communication, particularly when addressing customer concerns or resolving conflicts. So, a genuine and heartfelt apology demonstrates empathy and a desire to recognize any inconvenience or frustration. Additionally, the sincerity of an apology is often reflected in the words chosen, the tone of voice, and the overall behavior. 

How to Apologize Sincerely

  • Use the Customer’s Name: personalize the apology by addressing the customer by their name. This adds a human touch and emphasizes that you are focused on their individual experience.
  • Be Accurate: identify the issue or mistake and provide specific details about how it will be addressed or resolved.
  • Avoid Excuses: it’s important to provide context, as well as, focus on the resolution rather than the reasons for the issue.

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4. Take Responsibility for Angry Customers

When you take responsibility, you demonstrate accountability and a willingness to learn from your experiences. This quality is the most important in customer service, where openness and honesty are valued. Also, taking responsibility contributes to a positive work environment. Besides, it helps to build trusting relationships with colleagues and clients alike. Therefore, it not only helps personal growth but also lays the basis for effective problem-solving and collaboration. 

How to Take Responsibility

  • Acknowledge Mistakes: recognize and admit when you’ve made a mistake without making excuses or blaming others.
  • Desire to Improvement: outline specific steps you will take to solve the situation and prevent similar issues in the future.
  • Communicate Effectively: open, honest communication is crucial in demonstrating accountability and a willingness to make things right.
  • Accept the Consequences: be prepared to face the consequences of your actions or decisions, whether positive or negative.

5. Don’t Take Everything Personally

When you deal with angry customers, it’s vital not to take everything personally. Recognize that their frustration often comes from a specific issue or situation. Therefore, it may not be a direct reflection of you as an individual. Instead of negative feelings, maintain a professional distance and focus on understanding and addressing the customer’s concerns. By separating yourself emotionally from the situation, you can approach the interaction objectively and work towards a solution without being personally affected. Remember, remaining calm in the face of customer frustration is key to providing effective assistance and resolving issues positively.

How not to Take Everything Personally

  • Maintain Emotional Distance: develop professional thinking that allows you to separate your emotions from the customer’s frustration.
  • Remember It’s Business, Not Personal: remind yourself that the customer is expressing dissatisfaction with a product, service, or situation, not with you as an individual. 
  • Practice Empathy: put yourself in the customer’s shoes and try to understand their point of view.
  • Develop a Support System: establish a support network within your team to share your feelings during challenging interactions.
  • Take Breaks When Needed: if a customer interaction becomes particularly intense, consider taking a short break to regroup and refocus. 

6. Follow up with Your Customers

Following up with customers after they have experienced troubles or frustrations is important for several reasons. First of all, it shows customers that their concerns are taken seriously, helping to rebuild lost trust and confidence in the business. Secondly, following up provides an opportunity to change the situation, potentially turning a negative experience into a positive one. Thirdly, demonstration of a proactive approach can increase business reputation. Because customers see your care and loyalty. As a result, you can solve the customers’ problems and improve their feedback. Besides, it will have an impact on your rating among other companies.

7. Take into Account Feedback

Use effective strategies to ensure customer satisfaction, loyalty, and positive brand perception. This comprehensive guide presents a range of proven customer service strategies designed to enhance customer experiences, drive business growth, and foster long-term customer relationships. 

Why Feedback is Important

  • Continuous Improvement: feedback provides valuable insights into areas that may require further attention or enhancement, enabling businesses to continually improve their products or services.
  • Customer Satisfaction: businesses can better understand customer needs and preferences, enhancing overall customer satisfaction.
  • Building Trust: actively listening to and acting on feedback demonstrates a customer-centric approach in your call center.
  • Problem Prevention: identify recurring issues and take proactive measures to prevent similar problems in the future.
  • Competitive Advantage: gain competitive benefits and differentiate themselves in the market.

8. Customer Service Phrases for Angry Customers

Interactions with angry customers demand a delicate balance of empathy, active listening, and a strategic choice of words. Therefore, efficient communication can transform challenging moments into opportunities for resolution and satisfaction. Let’s consider some phrases to reduce tension and stress.

Acknowledging Frustration:

  • I understand that this situation is deeply frustrating for you, and I want to assure you that we’re here to assist.”
  • “It’s clear that you’re upset about this issue, and I genuinely apologize for any inconvenience it has caused you.”

Expressing Empathy:

  • “I’m sincerely sorry to hear about your experience. Your feelings are important, and I appreciate your patience in sharing them with us.”
  • “Your concerns matter, and I empathize with the frustration you’re experiencing. Let’s work together to make things right.”

Apologizing Sincerely:

  • “I want to extend my sincere apologies for any inconvenience or frustration you’ve encountered. Please know that we take this matter seriously.”
  • “I’m truly sorry that you’ve had to go through this. Our team is dedicated to resolving the issue and ensuring a smoother experience moving forward.”

Assuring Action:

  • “I assure you that your concerns are being treated with the utmost urgency, and we are actively working to resolve this matter.”
  • “Please rest assured that we’ve prioritized investigating this issue and are taking immediate action to address it on your behalf.”

Offering Solutions:

  • “Let’s collaborate to find a solution that not only meets but exceeds your expectations. Your satisfaction is our top priority.”
  • “I’m here to help, and together, we can explore various solutions to ensure your needs are met and your experience is improved.”

Seeking Clarification:

  • “To better understand and address your concerns, could you please provide more details about the specific challenges you’ve encountered?”
  • “I want to ensure I have a comprehensive understanding of the situation. Could you kindly elaborate on the issues you’re facing?”

Providing Timelines:

  • “Recognizing the urgency, we’re diligently working to have this matter resolved by [specified timeframe]. Your patience during this process is greatly appreciated.”
  • “We’re committed to addressing this promptly, and I’ll personally keep you updated on our progress as we work towards a resolution.”

Expressing Gratitude:

  • “Thank you for bringing this to our attention. Your valuable feedback helps us identify areas for improvement and enhance our services.”
  • “Your patience is commendable, and I sincerely appreciate your understanding as we strive to resolve this matter to your satisfaction.”

Demonstrating Ownership:

  • “Taking full responsibility for this situation, we are dedicated to making things right and ensuring you have a positive experience with us.”
  • “I take complete ownership of this issue, and I am personally committed to finding a resolution that meets your expectations.”

Closing on a Positive Note:

  • “I’m confident that together, we can overcome this challenge and create a more positive experience. Thank you for your understanding and collaboration.”
  • “Your time is valuable, and I appreciate your patience. Rest assured, we are fully committed to ensuring a more positive and seamless experience moving forward.”

9. Stay in a Good Mood and Deliver Effective Solutions

Try to maintain a positive mindset to deliver effective solutions and customer service. The ability to stay in a good mood, even during challenging interactions, can significantly influence the customer’s experience. You will show warmth, empathy, and a genuine willingness to assist. Therefore promoting a more constructive and friendly atmosphere. It is a key point for the successful delivery of effective solutions. Moreover, a positive mindset enables you to focus on finding solutions rather than paying attention to the challenges. It allows you to view difficulties as opportunities for growth and improvement.

Wrapping up

Let’s sum up, angry customers are a challenge for any business, but you shouldn’t run away from problems. Therefore, try to find an approach to each client and find in this a chance for development. In addition, he learns to control himself, as well as, not to take everything personally. These qualities will help you in everyday communication with people.

Nectar Desk features can make your workflow more efficient and easier. You can avoid angry customers due to our Call Distribution, Call Barging, and Skill-based Routing. As a result, your customers will be able to receive quality service and you will be on the top among other businesses.

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