We have all been on the other end of a horrendous, perhaps even downright disastrous phone call or email with a customer service representative that is just plain untrained. We’re willing to bet that at least one of 8 words, or a derivative tone that one of those 8 words produces, were conveyed that left you with the feeling of being unheard.
It’s not uncommon, but it can (and should) be avoided — especially when its your own support staff committing the faux pas. Here’s our shortlist of words that are guilty of severe harm and worthy of making our blacklist of words and phrases to never use in your customer interactions.
This one really needs no explanation, but nothing says “I’m unwilling to help you” better than this one.
2. “Rules,” “Protocol” or “Policy”
Any of these ridiculous words mean the same – “We have this wall in place so that I can’t or won’t help you.”
Sure there are certainly guidelines to follow, there are even situations that warrant hard and fast rules. Regardless, the customer does not need to feel that those rules were there to punish them personally!
We just abhor this word. Tell us “It’s a bit tough, but I can assure you that I will do my best to work with you.”
Anything but NO!
No other naming formality sends you to the bus of condescending “know-it-alls” than addressing someone this way. This is unfortunate because, personally, some of us like to address people this way as a form of respect. The problem is less about what is said and more about what is implied. There are too many grey areas and it would be best to avoid them if you are unsure.
We have actually heard representatives say this one. “You are wrong.” Or, how about “You are wrong, Sir or Ma’am”… must we continue? Remember the mantra “the customer is always right?” It stands true.
There’s very little worse than telling a customer what is and is not part of your job description. Don’t do it. We certainly know that it is not the job of the customer to know this. A simple, “I will work with so and so to get this matter handled” will suffice.
It’s probably hard to imagine, but we have been on the receiving end of “that’s unreasonable.” Even if you sell ice cream and someone asks you to “throw in” sneakers… Ok, that’s probably unreasonable…BUT the point is that your tone can deliver a message of “work-with-it-ness” in a way that your customers leads themselves to that realization or discovery without you even saying it at all!
8. “I’m losing ____ on this…”
Yes, this is not a word, but it deserves a spot on the list. No customer wants to hear a passive aggressive rant about how much your company is losing on the deal or “I will make an exception to the rule, just for you.” Again, this one’s about tone and not so much about letting a customer know that something will be tough. See #’s 2,3 and 7.
It’s not always easy identifying how words or tone may sometimes pull from the same box of taboo while dealing with your customers. And at the end of the day, implementing standardized Agent Scripts is an ideal way to avoid this in the long-term. We hope this list has given you or your team some things to keep in mind during key communications!
Ready to streamline your customer service efforts? Get started.