Predicting and Preventing Customer Complaints

predicting preventing customer complaints

Customer complaints are almost inevitable when running a business. No matter how much care you put into looking after your customers, sometimes things beyond your control can have a negative effect on your service, which often leads to complaints.

Knowing what the most likely source of customer frustration will be can help you minimise or even avoid negative feedback from customers. Being proactive when it comes to your customer service means you can often identify a potential frustration before it affects your customers.

Here is a list of the most common customer complaints and how to avoid them.

Poor service

We’ve all experienced bad service from time to time. What makes it so frustrating is how often these issues are completely avoidable.

Try to create a culture of excellent service within your business. Make sure everyone in your team communicates clearly and frequently with clients. Teach them to take responsibility when something goes wrong, even if it’s not strictly their fault.

Lack of information

Customers usually need more information about your company or product before they can make a buying decision and not being able to easily find that information can be off-putting to them.

Wherever possible make sure that the following information is easily accessible:

  • Contact details
  • Location and directions
  • Prices
  • Opening times
  • Product catalogue or services on offer

Inventory issues

Whether you have an online shop or a physical store, not having something in stock can be frustrating to customers. Proper stock control is essential to avoid this kind of customer irritation.

For example, if you plan on having a special on an item, make sure you have plenty in stock. If an item proved particularly popular in the past, adjust your manufacturing or ordering amounts to compensate.

Website usability

User experience has become such an important aspect of web design because if the frustration experienced by users when a website doesn’t work as it should or information is hard to find.

Ensuring that your website is user-friendly and informative can prevent a lot of customer complaints further down the line. Make sure your website employs all the proper user experience design practices.

Bad communication

A lack of communication is extremely frustrating for clients especially when there has been some kind of issue or they’re waiting for feedback. If a customer contacts you via email or on your website and then doesn’t hear back from you, they’re likely to complain.

Make sure that emails and phone message are promptly attended to, preferably within 24 hours. The same applies if you have social media for your business. Make sure someone is monitoring these channels for messages from customers.

Hidden costs or fees

Additional service or delivery fees are often unavoidable but customers get irate when these costs aren’t communicated upfront. Discovering that a purchase is going to cost more than initially thought is bound to lead to complaints.

Make sure all costs are either included in your final product or service price or that additional costs are well communicated. Clearly state any delivery or service fees in your terms and conditions and make sure that the customer has acknowledged that they are aware of them.

The Workspace puts you first

At The Workspace, we are passionate about excellent customer service. We make sure to support our clients in any way we can. Our friendly and helpful staff are always on hand to assist at our coworking spaces and serviced offices.

If you have any queries about our services or if you’d like to book a tour of our world-class facilities, get in touch and one of our consultants will be happy to help.