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Communication Strategies to Deal with Unhappy Customers!

April 11, 2020 CRM, Featured
Communication Strategies to Deal with Unhappy Customers!

You can turn communication strategies into workable actions to benefit your customers and enhance your business.

The customers are king and they are sitting at the driving seat of your business so that it is essential to build a long-lasting relationship with your customers. 

Companies must understand and respect the needs of customers. 

It will help your company to experience improved customer loyalty so that the rate of repeat purchases increases in your company. An active customer-centric culture entails placing the customers at the heart of your organization.

In this article, I am going to discuss communication strategies so that you can deal with unhappy customers.

Creating Communication Strategies

Crafting and developing a customer-centric profile requires some communication strategies. A customer-centric company provides a positive customer experience. 

Customers enjoy it when you add extra values for them before and after the sale. It helps to build stronger customer loyalty and enhanced business growth. 

When creating customer-centric communication strategies, it is crucial to understand the structure of the customers and their needs. Meeting those needs entails effective strategies to generate active customer-centric communication. 

Placing customers at the epicenter of your business activities requires understanding your customers, creating customer focus leadership, designing the experience, empowering the frontline, and gathering customer feedback for necessary improvement. 

Building up your company activities with the customers in mind provides improved operations and business growth. 

It helps your business to gather numerous data to understand your customers, their purchase patterns, purchase power, and enhanced customer experience. 

All these can inspire your company to develop new products and services to meet more customers’ needs.  

It is helpful to build customer-centric communication strategies as a culture. It will put employees on their toes to focus on customers’ needs.

Some communication strategies’ messages may be designed to emphasize the importance of customers as the center of a company’s activities. 

Badges carrying such messages as “Customer First,” “Customer is Prime,” or “Think Customer” can be designed and worn by all employees and executives. 

These types of messages impress the customer-centric culture in the mind of everyone.

Such reminding messages can be streamed across corridors, floors, and tables. They can be placed on computers, smartphones, and entrance doorposts. This strategy is a great way to communicate customer-centric messages. 

Place customer-centric messages fliers at strategic places around the office where employees and customers can spot them. 

This strategy gives customers a sense of importance each time they sight them. 

It is a way to enhance customers’ repeat purchase and loyalty. 

The use of souvenirs is one of the customer-centric communication strategies.  

How To Deal With Unhappy Customers

There are many types of customers; they are either pleasant, complicated, or weird. 

Some customers may occasionally get angry, rude, irritated, frustrated, unhappy, or utterly confused. Most of the time, most of the customers’ anger is unjustifiably misplaced. 

Because you are in business, you must pacify any unhappy customer. How you respond, what you say, and how you say it can make you lose or retain the customer and other customers through him. 

Your response can either save or escalate the situation. A customer may explode into an angry tirade because of your business fails to meet a target or for any other reasons.   

Your first task is to show empathy and reason with the customer. You may be lucky to win the customer’s immediate attention and understanding at this initial attempt. 

But don’t bet on this all the time. Some situations can turn messy. In such cases, you need better customer service skills to deal with unhappy customers. 

Consider using the following skills to win back an aggrieved customer and secure his confidence in your operations.

1) Reset Your Mindset: 

The proper mindset is one of the crucial parts of communication strategies. When a customer appears with anger or frustration, your immediate reaction should be to reset your mindset. 

Put on the customer service personnel mindset. As you listen to the customer, don’t start a pressing defense. 

First, listen and give full attention to the customer’s current situation. Never prejudge the customers by apportioning the fault to them.

Don’t start absolving your business from the situation. Put your mind entirely at solving the problem. Attempts to place the blame on the customer may backfire. You may lose the customer forever. 

Always understand that your initial task is that of a customer service person. You need to win rather than lose the customer, irrespective of the situation.

2) Don’t take it personally:

Don’t see the customer’s anger as a personal attack. It is a reaction against a faulty system, product, or service. Resist your feelings from taking over your customer service mindset. It will help you to focus on the customer’s challenges.

3) Don’t React First, Listen Attentively:

Remember that your customer wants to air his grievances and wants to be heard. Give him or her that opportunities. Any attempt to cut them short from expressing their views will be viewed as a sign of insensitivity to their predicaments. 

Remember that your conversation must be neutral. 

A statement such as “Kindly tell me what the issue is,” “Please can you tell me what happened,” go a long way to soothe customer’s nerves. 

It makes them feel like talking with a listening and concerned partner. Don’t jump to conclusions over the problem and avoid any form of distractions during the dialogue. 

4) Apologise sincerely:

An apology is an excellent tool in communication strategies. No matter the nature of the customer’s complaint, justified or not, offer a genuine apology on behalf of your company. 

Statements like “I’m sorry for putting you through this, we shall have things fixed right for you” will calm the customer’s nerves. 

It is always better to accompany an apology with a backing assurance. Check the two parts in the above statement: (1) apology followed by (2) an assurance.

5) Don’t Disagree, Right Away:

You have the right to protect your company’s integrity but not by ignoring the concerns of the customers. So don’t disagree with the claims of the customers until you are 100% sure of the exact position of their issues.

If you find out that the customers were wrong, don’t slam it on their faces. Find a subtle way to explain what has gone wrong or what they did wrong.

6) Let Them Lead to a Solution:

The critical point of communication strategies is creating a situation that automatically leads the solution by the customers. 

Let the customer’s dialogue and your subtle proving lead you to solve the problem. 

In some cases, the customer is either not doing the right thing or not using the manual correctly. 

You should allow the customer enough time to give a step-by-step of how he arrived at the present state.

7) Evaluate their Expectations:

You need to pay active attention to the customers’ dialogue. It will allow you to understand what precisely the expectations are. 

Do they want a replacement, cancellation of purchase, or more precise guidance? 

Take the time to analyze and evaluate their expectations and compare them to your company’s policy. Explain this in a friendly and gentle manner. 


In conclusion, communication strategies are only the ways to reach the satisfaction level of your customers.

So, put a filter on your emotions and create customer-centric communication strategies.

You must listen to your customers and observe them so that they will connect with you.

Similarly, you should never react first and never disagree until you get the exact point of that issue.

Be calm and let them lead to the solution themselves.

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