Businesses often find themselves bombarded with comments in reference to their business, services and products. Most fear the dreaded negative comments or remarks that customers post on the internet for all to see. There are two ways to go about dealing with these comments, the right way and the wrong way. It would be easy to simply ignore, delete or lash out at the comment or customer, but the repercussions of these actions would be far more damaging than the negative comment itself. Here are some steps to help you properly and effectively manage negative comments.
Stop And Think
It may be instinct to react quickly, but it’s important to remember to stop, think about the comment and absorb what’s being said. This is when you should take a moment to understand where the comment is coming from and what the intent of the poster is.
Determine the type of criticism. Not all negative comments are the same, so it’s important to determine what type of criticism you are dealing with. Is the comment a legitimate complaint, a suggestion for improvement or an attack on your business for no valid reason? Does the customer just want to be heard or are they maliciously criticising? Identify what the comment’s target is before you decide on the appropriate plan of action.
Respond In A Timely Manner
When a customer takes the time out to express how they feel about your business, it’s only fair that you should return the favour. Not only should you always respond to comments, but you should do so promptly. Responding within an appropriate time frame lets the customer know that you care about their input and want to address the situation. This demonstrates that the customer’s feedback is important to your business. The only exception to the rule is when a comment is made without reason or solely made to be damaging (known as trolling or spam); these should be removed to avoid further confrontation.
Be Approachable For Further Conversation
It is important to reply to comments made on the platform they were originally posted on. This not only provides a direct connection, but looks good in the eyes of other customers who can see that you have addressed a fellow customer’s comments. An important lesson here is to always leave additional contact information so the customer can contact you personally to further discuss an issue. This way, if necessary, you can handle the issue in a more private and personal manner; away from the eyes of other online viewers.
Be Both Helpful And Apologetic
We have all heard the saying “the customer is always right” and at times like these, they are words to live by. You will gain respect and maintain a good reputation by apologizing for the situation or issue which ignited the negative comment. A sincere “We’re sorry” will not only defuse the situation, but will put the customer at ease knowing that you understand where they are coming from. Additionally, advise them that you will address the issue mentioned and will do your very best to find a solution (within reason) that suits both sides. They want to know that action is being taken.
Maintain Your Composure
Do not damage your reputation by lashing out at the customer who made the negative comment. Although these types of comments can be frustrating to deal with, always maintain control of your emotions and deal with the comment or customer accordingly. Inappropriate responses or actions will be much more damaging in the long run and will result in a loss of respect for the way in which you handle business. You do not want your tactless actions to reflect poorly on your business.
Value what customers have to say about you and your business. Even though negative comments can be hard to swallow, take it as a lesson learned or view it as constructive criticism. Don’t be quick to go on the defensive or react negatively; there is always something to be learned, and you should see it as an opportunity to work towards fixing any flaws. Always investigate what the customer has to say and try to improve upon the issue. Reassure the customer that you are doing everything in your power to address and fix the issue.
Not only should you address the negative comments posted by customers, but also show appreciation to those who have taken the time to leave you positive remarks or compliments. These types of comments are just as important to respond to as the bad ones so show some acknowledgment and gratitude towards them as well!