Customer Service Problems and Their Solutions

Top 7 Challenging Customer Service Problems and Their Solutions

Customer service is one of the most important aspects of a business. It’s also one of the most challenging, especially when you’re trying to satisfy your customers’ needs and expectations. In fact, customer service problems can be so common that they may go unnoticed or unaddressed for a long time. But once you recognize them as potential issues in your company’s operations—and take steps toward solving them—you’ll find yourself with happier customers and better results overall.

Here are the seven most problematic customer service business examples with proven solutions.

1. Unexpected Customer Requirements

The first challenge is that customers don’t always know what they want. This can be frustrating, but if you’re flexible, you’ll be able to meet their needs. 

  • A customer hired a contractor to build a pool at the back of his house. But as the project is more than halfway, the customer suddenly changed his mind and wanted to transfer the location to the side of his property.
  • A wedding planner whose customer changed the motif of her wedding. The event is for the next day.
  • One morning, a restaurant manager received a call from a customer. He wants to cancel his bulk order of 1,000 food packs scheduled for delivery in the afternoon of that day.

In all types of business, there will be customers with unpredictable and even unreasonable expectations. While it’s true we must keep our customers satisfied, it’s not sustainable to always keep up with their capriciousness. Aside from offering empathy, here’s a few customer service solutions for dealing with impulsive customers:

  • Discuss the problem first and then offer a reasonable solution
  • With much care and respect, tell the customer that their request is unacceptable.
  • Go for the extra mile, but within the company’s policies


2. Unclear, Inconsistent Expectations

When expectations are unclear, it can be difficult for the customer to know what they’re getting from you and how you expect them to interact with your company. This can lead to confusion, frustration, and even anger. This is why uncertain client expectations are among the top reasons why businesses lose customers

You need to create an environment where employees feel empowered to communicate clearly with customers so that everyone understands each other’s needs and expectations—and is able to work together effectively as a team.

One effective way to avoid unclear expectations is by using clear language when describing products or services (e.g., “We offer our new feature at no extra cost”). This will help avoid misunderstandings later down the road when there’s more pressure on both sides of communication channels such as email chains or social media posts than ever before.

Around 86% of consumers tend to believe negative reviews. So, it’s best that you let people know exactly what they’re getting into to prevent any unfounded, damaging recommendations about your business.


3. Changing and Unclear Communications

Communication is key to any successful customer service process. This can be especially true in the case of changing or unclear communications, which are often an issue for companies that have multiple lines of business.

When you don’t know what your customers want or need and when they’re not able to get answers from your company, it’s easy for them to feel abandoned and frustrated. And this will lead them away from coming back again later on down the line.

To avoid this problem, make sure that all communication is clear and concise so that everyone involved knows exactly what’s going on at all times. It’s also good to deploy technology tools like  help desk software that lets you automatically record transaction histories. This way, you know where your customer is coming from and clearly identify their needs. And because you know their preferences, you can confidently offer personalized customer service for each transaction.


4. Unrealistic Expectations That Can Result in Poor Service Quality

A common mistake that causes poor customer service quality is when the customer has unrealistic expectations for their experience, which can lead to frustration on both sides of the table. For example: if you’re trying to get a refund on an overpriced product, but your request is denied because it was never communicated clearly in the first place (or perhaps even at all), then you’ll feel like your request was ignored or dismissed by someone who doesn’t care about your needs at all.

The same thing happens when people expect a certain type of treatment from employees. It’s easy for business owners and managers who’ve never experienced problems themselves before. They don’t know what it feels like when things don’t go smoothly with customers’ requests or concerns.

This means that they often make poor decisions based on assumptions rather than facts about how certain situations play out in reality. To stop operating based on speculations, you need to deploy relevant customer relationship solutions. Select one from the top CRM tools list to ensure you stay ahead of the curve and keep your customers happy.


5. Poor Communication with Suppliers

A recent Grammarly study found that US businesses lose $1.2 trillion a year due to ineffective communication.

A vital part of customer service businesses must use is supplier communication. Suppliers can help you solve customer problems, understand their needs and expectations, and address any concerns they may have about your product or service. Without great supplier communication, your customer service team won’t be able to do its job effectively—and that could mean lost revenue for both sides.

Suppliers will also play an important role when it comes time to resolving issues with unhappy customers who aren’t satisfied with their purchase or experience. If there’s an issue with a product delivered by one of your suppliers (or if something isn’t working right), having open lines of communication between you and them will help keep everyone calm until everything gets sorted out.


6. Multiple Departments Working Independently

This is a common problem in customer service and it’s important to have a clear chain of command in your customer service organizational structure. Each department should be working towards the same goals, so if you don’t know what each department does or how it fits into the overall picture, then there is no way for you to know if your team is doing its job correctly or not.

A good way around this problem is by having an understanding of how each department works together with other departments within your company (and even outside).


7. Communication Between Management Levels Is Weak or Incomplete

The management of a company should be able to communicate with the employees in order to understand their needs and make them aware of changes that are being made. The problem occurs when there is no communication between management levels, either because it’s not a one way street or if there is no consistency between them. 

For example, if you’re an employee at your company who wants to talk about something specific with another level of management (e.g., HR), then you may have trouble getting your message across because no one listens. It also helps to check resource management solutions like these elapseit reviews to integrate systems and simplify processes.


Customer Experience

Every Customer Service Problem has a Solution

The first step in preventing a problem is setting clear expectations and communicating them to customers. When you set expectations, it shows that you understand what your customers are looking for and that there is a plan for meeting their needs. That’s why it’s important for businesses to communicate clearly with their clients about how they can improve their experience with a product or service—and make sure those expectations are communicated clearly in writing.

The above problems and customer solution examples are but a few of the many challenges every business will encounter. These challenging situations often lead to frustrated customers who blame their experience entirely on something outside of their control. And so when faced with these kinds of problems, it’s important not only to identify them but also make sure they get fixed as soon as possible.

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