Tips for Coping with Difficult Clients

Difficult customers are the worst deal with, aren’t they?  I can’t write about this topic without sharing with you one of my worst client interactions experienced over my 15 years of corporate sales.

My “favorite” story is about the time I was visiting a client (Orthopaedic Surgeon) in his office after months of calling to get this precious appointment.  Our company had been trying to get this particular surgeon to work with us for a very long time and I was the “star” that got the appointment – lucky me.  My manager at the time felt this was so important he’d better come along on the visit.  We were escorted into the Dr.’s office and as the door shut behind us – before we’d even sat down – the Dr. looked at his watch and said “You have exactly 5 minutes.”  We had prepared this wonderful, elaborate pitch to tell him all about the attributes of our products and company that in no way shape or form could fit into 5 min.  So we sat, and my manager started talking about all the good things we offered. Literally, in the middle of one of his sentences the Dr. stood up and exclaimed “You’ve burned your time!” The words still ring in my head.

Oh, I have a trunk full of these gems. 

Difficult customers or clients are a part of doing business, and dealing well with the situation when it arises will not only give you peace of mind, but if you deal with the situation professionally it can often turn your most difficult customers into you most loyal!  True.

Step 1: Listen carefully with the intention of understanding from their point of view what has upset them – even if you don’t agree or don’t see it their way. Practice active listening by repeating back to them what you hear them saying, impartially and without judgment.  Listen for the real concern.

Step 2: Ask if there is anything else so that you can be as clear as possible before you respond.  It gives them a chance to let off steam and calm down and gives you a chance to step back and decide on the best response.  Note: If the client is being abusive or you feel threatened, acknowledge it and let them know that your intention is to hear them out and resolve the issue, but you won’t accept their aggressive behavior.  You can choose to contact them later if appropriate.

Step 3: Respond to their concern/complaint.  Let them know that you heard them and that you value their feedback.  Even if you don’t agree with what they’re saying, there is likely something of value to you in the point they’re raising.  Let them know how what they’re telling you is of value to you.  Thank them for taking the time to bring it up.

The biggest no-no is to get into an argument with your clients.  As service providers we count on referrals and we all know that bad press travels fast.  Acting with integrity and professionalism in the face of adversity will leave a better impression that being right and making your client wrong.