5 Ideas To Deal With Difficult People

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5 Ideas to Deal with
Difficult People

A Personal Assistant should have adequate skills and ideas to deal with difficult people. Understanding that when dealing with an upset customer, you must first deal with their feelings is the key to good customer service.

Upset customers are liable to have strong feelings when you, your product or service lets them down, and they will probably want to "dump" these feelings on you. Initially, don't spend all your time concentrating on solving the problem, focus on soothing their feelings. Here are 5 action ideas to deal with difficult people, that will help you to focus on their emotional needs.

1. Don't let them get to you - Stay out of it emotionally and concentrate on listening non-defensively and actively. Customers may make disparaging and emotional remarks - don't rise to the bait.

2. Listen - listen - listen - Look and sound like you are listening. The customer wants to know that you care and that you are interested in their problem.

3. Stop saying sorry - Sorry is an overused word, everyone says it when something goes wrong, so it has lost its value. How often have you heard: "Sorry about that, give me the details and I'll sort it out for you". It's far better to say: "I apologise for .....". And if you really need to use the sorry word, make sure to include it as part of a full sentence, such as: "I'm sorry you haven't received the information as promised, Mr Smith". (It's also good practise to use the customer's name in a difficult situation.)

4. Empathize - When looking for ideas to deal with difficult people, use empathy. It's an effective way to deal with the customers feelings. Empathy isn't about agreeing; it's about acceptance of what the customer is saying and feeling. The message you want to relay is: "I understand how you feel". Obviously this has to be a genuine response. The customer will know if you are being insincere, and will feel patronised. Examples of empathetic responses include: "I can understand that you're angry". "I see what you mean".

5. Build rapport - Sometimes it's useful to add another phrase to an empathetic response, to include yourself in the picture, such as: "I can understand how you feel, I don't like it when I'm kept waiting either". This has the effect of putting yourself in the customer's shoes, and it helps to build rapport.

It's unlikely that the customer will say: "Why don't you do something about it then". The majority of people won't respond this way when they realise you are empathizing with them. If they do, don't be put off, continue empathising and tell the customer what you intend to do about the situation. Say: "I'll report this to the manager", or "I'll do my best to ensure it does not happen again".

Go to How to Write a Business Apology

Go to How to Organise Your Boss

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