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How to Deal With Customers: The Ultimate Guide

If you’ve ever worked in customer service, then you know how difficult it can be to deal with customers. Whether they’re angry, upset, or just plain anxious, it’s never an easy task. But don’t worry – we’ve got your back! Here are three tips from experts on how to deal with customers.

How to Deal With Customers

There are different kinds of customers: Angry, unhappy, unsatisfied, difficult customers etc. As a business person, its important to know how to deal with customers effectively. When dealing with an unhappy or angry client, it is important to stay professional and calm. By doing so, you may be able to diffuse the situation and turn it into an opportunity to improve your relationship with the client.

We can actually end up with an improved relationship with our clientele than we had before.

When it comes to angry or difficult customers, the best approach is to try and smooth things over. This can be done by using specific tips and techniques that will help to leave the customer feeling satisfied. By doing this, you may even end up with a better relationship with the client than before.

How to Deal With Difficult Customers

Dealing with difficult customers is scary, but doing so is crucial to your company’s growth.

Being able to resolve conflicts is an important aspect of providing good customer support.

Difficult conversations present an opportunity to build stronger customer relationships. By handling conflict resolution in a professional manner, you can turn a negative situation into a positive one.

If a customer is rude or abusive, it’s okay to hang up.

You should strive to learn from your angriest or most unhappy customers because they can provide you with the most valuable insights. However, you should only avoid these individuals if it’s absolutely necessary.

The first thing to do is to remain calm, focused, and patient.

Empathize with their situation. Empathy is key when diffusing frustrating customer experiences. Most customers just want to be heard; lending an ear can help them calm down.

Try to see things from the customer’s perspective, and really listen to what they’re saying. You might even want to request a phone or video call so that you can offer screen-sharing assistance.

Listen to what your customers are saying and try to understand their problem. If appropriate, you can request a face-to-face meeting or a video call where you can share computer screens.

When customers fly off the handle for seemingly small problems, then their frustration is probably about something else.

Perhaps your customer has had several issues using your product. Or maybe they told their friends and coworkers about your company and were disappointed.

Perhaps it’s not you, your product, or your company. They could be having a bad day and taking it out on you.

But make sure you’re always doing everything you can to make your customers happy and satisfied. So, when something goes wrong, be sure to apologize for it.

When dealing with difficult customers, it’s important to be solution-oriented. This means that you should focus on finding a way to solve the problem at hand, rather than getting caught up in the details of the situation. By being solution-oriented, you’ll be able to diffuses the situation and come up with a resolution that everyone can be happy with.

– Follow-up Some issues require collaboration with teammates or other departments. Once the problem is solved, be sure to follow up with your customer.

Even if it’s just a follow-up call or email, checking in with them after they’ve had a frustrating customer experience shows that you’re committed to their satisfaction. This small gesture can go a long way in maintaining a good relationship with your customers.

One way to try and make up for a frustrating customer experience is to offer some sort of apology, like store credit, a coupon, or a discount. This can go a long way in cases where the customer’s requests cannot be met.

It’s important to set boundaries with difficult customers. You don’t have to put up with abusive behavior, and you have the right to end the conversation if it becomes too heated. Be assertive In customer service, being assertive means standing up for yourself and your company while still being respectful.

It’s important to be clear about what you can and can’t do, and to make sure the customer understands your position. Don’t take it personally Difficult customers are often angry or upset about something that has nothing to do with you. It’s important not to take their anger or frustration personally.

Remember that they are not attacking you as a person, but rather expressing their dissatisfaction with a product or service. Stay calm and professional It can be difficult to stay calm when dealing with a difficult customer, but it’s important to remain professional at all times. This means keeping your emotions in check and not getting defensive or argumentative. Instead, focus on finding a resolution to the problem.

Some customers are rude and disrespectful. They could be racists, misogynists, or bullies.

You should not stand for this. Not only is it not right for you to be treated that way, but it will also encourage them as they will feel rewarded for their behavior.

If a customer is being abusive or threatening, you can let them know that you will not respond to any further inquiries until they change their behavior. This way, they will have to become less abusive or threatening in order to get help.

If this is not a one-time occurrence and this customer has bullied you or your colleague before, you should report it to your boss. They will be able to decide whether or not to cut off this client’s services.

If a single problematic customer is causing many employees to suffer, the company can choose to sever ties with that customer.

If you have a policy in place that you need to stick to, share it with the customer. This will help them understand where you are coming from and why you can’t do what they are asking. Empathize with the customer Try to see things from the customer’s perspective.

They may be upset because they feel like they are not being heard or because they don’t understand your policies. Explain your decision Once you have empathized with the customer, explain your decision in a way that is respectful and helpful. This will help them understand why you made the decision and how it will affect them.

Offer alternatives If there are alternative solutions that you can offer, be sure to share them with the customer. This will show that you are trying to be helpful and find a solution that works for both of you.

Learn how to manage stress, anger, and negotiate better with difficult clients.

If you are a new support agent, or a customer facing employee, you will eventually encounter a difficult client.

Since everyone reacts differently to stress, find out how you personally handle stress and work on improving those areas. Additionally, focus on developing the skills mentioned above that are common to most people.

Some clients may get upset, some may break down, and some may become unresponsive. It’s helpful to think about your reaction to this so you aren’t taken by surprise.

Frustration is not limited to customers.

If you find yourself going in circles with a customer and no solution in sight, it may be time to excuse yourself from the case. Rather than faking niceness, explain to your customer that you are giving this issue to your manager or someone else because you want what’s best for them.

Tell the customer that you are passing the issue on to your supervisor or another person because you want to make sure they get the best service possible.


There are five main types of customer: Disgruntled customers, loyal customers, satisfied, curious and demanding customers.

Common Customer Complaints (and How to Solve Them)

When customers complain, it’s usually because there’s something wrong. Even if you think you did everything right, you should still always listen to customer complaints.

Lets look at some of the most common problems customers face and how to resolve them.

Product is out of stock or on backorder

We understand how frustrating it can be to wait for a product that never seems to come in stock. We appreciate your patience and assure you that we are doing everything we can to restock the item as soon as possible.

We understand that our customers may be anxious about a product they are waiting for, and we appreciate their patience. We will let them know as soon as possible when we have a restock of the item.

We understand that you are anxious to receive the product you ordered and we appreciate your patience. We will let you know as soon as possible when we have a restock date for the item. Thank you for your understanding.

Make sure to follow through with your promise!

If you’re using Shopify to run your business, a great way to keep your customers updated on stock levels is to ask them to subscribe for notifications. Apps like Notifications make it easy to let customers know about changes in stock, individual purchases, and more.

Lack of follow-through

If you’ve made a promise to your customer and don’t follow through, they may reach out to you via call or email. It’s important to respond to their inquiries in a timely manner. If you ignore their messages, they may become angry.

If you ignore a customer’s message or email, they may become angry. To avoid this, try to respond to messages and emails promptly.

No matter how diligent you are, there is always the potential for something to be forgotten. As we are all only human, it is inevitable that mistakes will happen from time to time. The best way to avoid this issue is by staying on top of your correspondence and being prompt in your responses.

If this happens to you, it’s important to own up to your mistake and apologize. Lying will only make the situation worse, so be honest and try to resolve the issue as soon as possible.

Don’t procrastinate on addressing the issue. Once you’ve taken care of it, follow up with them in a few days to make sure the problem has been resolved.

Customer Service Issues

It can be frustrating for customers when representatives don’t know much about your products, if employees seem uninterested, or if customers are ignored.

If you are a business owner, you and your employees should be experts on the products or services you offer.

When customers have questions that can’t be answered or if they can’t find someone to answer their questions, you might have a problem. Let’s see if we can help you solve it.

Make sure all of your employees are trained and informed about your products, services, and policies. If a customer does complain, you can reassure them that our customer service teams are well trained.

It’s helpful to provide the employee with additional information, such as product specs, about the item in question. It’s also beneficial to address these types of issues directly with them.

Broken or defective product

When a customer is unhappy with a product, they may blame the manufacturer, but they often still blame the retailer.

If you’re having trouble using the product, it might be due to a misunderstanding or lack of knowledge.

You can deal with this by exchanging or returning the defective item. Find out exactly what the customer wants, then provide them with that with the selected product or service.

If a customer is having trouble understanding how to use the product, you can provide them with an explanatory video. This can help them understand how the product functions and how it should be used.

How to deal with customers

Be proactive

There are a number of different ways for customers to provide feedback.

Even if you don’t hear complaints directly from customers, you can still find reviews and complaints online. By addressing these issues, you can show your customers that you’re committed to providing the best possible customer experience.

If left unaddressed, complaints can grow and become much larger issues. Therefore, it is crucial to be proactive in addressing them as soon as possible.

Some social media platforms to keep an eye out for:

There are many platforms you can keep tabs on to get an idea of how your business is doing. Google My Business, Yelp, Glassdoor, Trustpilot, Angie’s List, and Consumer Affairs are all great places to start.

Remember that it’s okay to stand up for yourself

The customer is not always right. If a situation gets out of hand and the customer is being belligerent or threatening you with bodily harm, you have every right to have them removed from the premises or discontinue conversation with them.

Just because you may be in the right, doesn’t mean you have to tolerate being insulted or threatened by a customer.

Handling customer complaints can be difficult, but if you remain professional and keep a positive attitude, you are more likely to come to a resolution that will satisfy both you and the customer. In some cases, you may even end up with a lifelong customer!

To effectively resolve customer complaints, follow these ten steps: stay calm, listen, be kind, acknowledge the issue, apologize and thank them, ask questions, make it speedy, document their responses, follow up, and come out from behind the screen.


Now you know how to deal with customers effectively! Just remember to stay calm, listen to their concerns or complaints, and don’t take anything personally. With a little practice, you’ll have excellent customer service skills and be able to handle any customer situation that comes your way.