Incorporating an effective complaint involves a fine art. If you have faced a customer-service problem, you can solve it effectively by filing a complaint. Consider the following points:
Reach this point in an active and humble way. Contrary to popular opinion, it is the happy people who end customer service winners. It does not mean that it is strange. It just means that you should be a person whose people want to help.
Make one complaint at a time. Calling ten things and closing them that require quick solutions is a guaranteed way for people to tune you up. Only one problem can be solved at a time, so after you have a customer service in your favor, you better understand follow-up calls and you have a contact person with whom other issues are resolved.
Do not lie or exaggerate. Overstating a problem is usually very clear for customer-service personnel because they deal with similar issues day to day. Once you lie, you do not get too far because they start asking questions. A better strategy is to express the real feeling of urgency: “I’m going out of town.” “I really feel myself helpless in this situation.” “I really need your help.” Expect an encouraging response in return.
Coherence. You want to be a person whose people want to help. If he wants, then the other side has resources. A sincere, submissive, direct request for help, when expressly expressed, you should bring the desired results. It really is in the long-term interest of the other party to give you satisfaction.
The introduction of negativity usually does not help. Keep things light, friendly and calm. Just address the issues.
Follow up. When a solution is agreed, give it to the other side to implement it, and then to verify that it has happened. If they have been sincere and helped you, you will be happy to talk to you again to give you the good news of your problem. If this has not happened, then log into further discussion for the resolution.
Ask for help for your needs. Do not just think that they know what you want. Sometimes it has to be spelled out. Offer your own solution, or give them a description. They can understand the factors that you are not aware of.
Document your call. Take note of whom and whom you talked about, and what you discussed. While working with more than one representative, this will make things easier for you. Most customer-service workers will gladly give you their name, phone number, and even an e-mail address.
Be mature. Communicate professionally. In return you will be treated professionally.
Expect the results. You want positive things in your conversation with customer-service representatives. Their job is to help, so long as you give them no reason, you have the right to expect positive results.
Where there is a warrant, admire there. While following, admire and thank you if you think that they are eligible. A simple “thank you” – like a smile – decides a long way and does not cost you anything. It encourages the other side to help you too.
Let the person helping you do their work. There is usually a process to follow. Learn about that process, know the deadline, and allow others to follow through. Recalling soon can lead to bad feelings and bad consequences. If the proper time has passed without hearing them, then you can call on your part to encourage them to double again.
Be reasonable. Do not ask for a steak dinner to replace your burnt burgers. It is advisable to inquire about proper and practical. The outline of most companies will be adjusted in it.
Talk to “yes” people. Avoid “no” people. A “yes” person is one who has power and ability – even leaning – to say “yes”. A “no” person is someone whose job is to say that he is “no” and can not give “yes” if he wants.
Just ask if you have the ability and authority to solve your problem. If not, ask for the person who does.
You will find that the real “yes” people are the most difficult people to reach in any organization. Companies generally have financial interest in saying “no”. Do not give up trying to get names and contact information for these “yes” people and learn the best way to reach them.
Look at a sunset. If all others fail, then go out and watch the sunset and restore some inner peace. The looser state of mind sets a long way in solving problems.