Bad Romance: 10 Phrases Never to Say to Your Customers

Your brand’s image isn’t defined by your logo. Your message isn’t controlled by your latest carefully crafted ad campaign. Your reputation isn’t wrapped up in your website.

In today’s age of social media, each and every one of your customers holds a megaphone, and he who holds the megaphone controls the message.

As a result, every single interaction your customers have with your brand shapes not only the way they perceive your company and its values but how they share and spread that perception to others in their circles.

So in this world where every word-of-mouth message has the potential to be amplified hundreds or even thousands of times over, what can you do to protect your brand’s good name?

Of course, when times are good and everyone’s happy, it’s not too hard to provide a positive experience. But what about when things go wrong? What do you do when you’ve got a disappointed, frustrated, irate or even irrational customer on your hands? That’s when your problem-solving savvy is really put to the test.

In situations like these, it’s critical to ensure that every employee at every level of your company is thoroughly trained in tactics for transforming a conflict or complaint into a positive experience.

Here are 10 phrases you must absolutely, positively never ever say to a customer when your brand’s reputation is on the line:

That's our policy...

You care about your policies, but you know who doesn’t? Your customers. All they care about is getting their problem fixed.

Using policy as the justification for why you can't achieve this goal will fall flat every time. Of course you can’t let your customer walk all over you and it is sometimes necessary to draw a line, but you have little to risk by finding ways to work within those policies to offer an innovative solution.

There's nothing I can do...

This statement will make any customer’s blood boil. When you say “There’s nothing I can do,” what they hear is “You and your business don’t matter to us.” You might as well throw in the towel and walk away.

There's always something that can be done, even if it requires a little creativity and compromise. Make sure to give your employees leeway to improvise when necessary. A minor concession costs nothing compared to the impact of an angry customer blasting you on Twitter.

What you need to do is...

When customers call, they’re looking to you to fix their problem, not to be told how to fix it themselves.

Of course, there are some situations where it’s appropriate and even necessary to walk a customer through the steps required to solve a problem. Just be sure to choose your words carefully. The difference between saying “What you need to do” and “Let’s try this” is conveying the sense that you’re on their side and that you’re committed to working together hand-in-hand until their issue has been resolved.

I'm new at this...

Again, nobody cares. You might as well tell a customer that they should hang up, call back and hope to have better luck in reaching someone more competent.

Rather than exposing your weakness, simply bring in someone with more expertise and experience to help navigate this sticky situation. Your customer will appreciate the hands-on team approach, and you’ll benefit from learning from a pro.

No...

Ouch! Never, ever drop the "no" bomb. If you don’t make a concerted effort to solve the problem at hand, you can kiss that customer – and every other existing or prospective customer who will listen to their tale of woe – goodbye.

I don't believe...

I'm not sure...

We don't...

Take your pick, but these are all thinly veiled ways of saying “no,” which we’ve already established is the not the right answer. Save your breath and spend your time and energy looking for ways to be helpful and find viable alternatives.

There’s no one else here you can talk to...

Unless you are literally a one-man operation, customers know you're lying when they hear this statement. There's always someone higher up that can step in.

Telling someone there's nobody else they can talk to is tantamount to saying, "You’re not worth our time." This isn’t going to diffuse their anger and will likely send them packing, irate enough to leave horrible reviews all over the Web.

I don't know how to help you with that...

This phrase is problematic even when the best of intentions are meant by the employee offering support.

Sometimes a customer will ask tough questions. Instead of saying you don't know what to do, take a proactive role in connecting them with the correct resource within the company who can handle their problem.

That's not my job...

Wrong. No matter who you are or what your job title is, keeping your customers happy is your number one responsibility. Just do it.

I hate my job...

This company sucks...

These types of statements tend to surface when both the customer and the employee are in a state of emotional upset. It’s the equivalent of telling a customer that they're not going to find any help here.

Bad-mouthing the company is never the right answer, no matter what the situation. It can do immeasurable damage, and in reality, even the angriest customer doesn’t really want commiseration.

They don't care about your opinion. They’ve taken the time to give you a chance to make it right, and they want a solution.

If you find yourself reaching a breaking point where you feel the need to make statements like this, take a step back and clear your head. You may not feel that you’re getting the support you need from your company, but customers don't need to hear this. If necessary, ask if you can put them on hold momentarily while you "search for the solution." Then take some deep breaths, get help and do whatever you need to do to rejoin the conversation with a positive attitude.

{Nothing...}

Silence is the absolute worst thing a customer can hear from you.

If it’s necessary to put a caller on hold, don't keep them waiting long. Even better, get their information and tell them you’ll call them back (and then make sure you do – promptly!).

If they’re asking tough questions or getting frustrated, responding with silence will only add fuel to their fire. But that doesn’t mean you must have the right answer on the tip of your tongue, either.

Starting with genuine empathy is a great way to diffuse the situation. Even a simple, "Yes, sir, I can see why you are upset. Let me see what I can do to help you out," will buy you some time to organize your thoughts and collect your composure so that you can confidently work toward a mutually agreeable solution.

10 One-of-a-Kind E-commerce Websites That Put Ordinary Sites to Shame

This collection of creative e-commerce websites includes those that take a unique approach to creating a storefront, and each are discussed in light of what makes their creative designs work so well.

Hopefully, you too can find some inspiration in the collection below to help you in your own e-commerce website designs. Which of these made a big impression on you?

Mom and Popcorn

This vintage website is a very unique experience in that it jumps off the page and makes you forget what decade you are really in. Although not the typical clean cut design of most popular e-commerce sites, it remains easy to use and bursts with creativity. It is very easy to find what you are looking for and the prices are prominent. You don't have to click around aimlessly to figure out what to do next. Five stars for Mom & Popcorn!

The Affair

The Affair is a UK based, offbeat clothing company that makes no apologies; neither for its darkness and morbid atmosphere, nor for its unique shopping design. Although simple and uncluttered, it is anything but standard. For one thing it has a discreet but impossible to miss shopping cart link in the corner. When an item is added to the cart, there is an animation of the selected item dropping into the shopping cart. This is a great touch because so often people click several times to be sure their selection was made and end up with too much in the cart at the end. With The Affair's unique concept, there is no confusion. Another useful feature is that each product's thumbnail offers a 360 degree view so you can examine it from all angles. It's these details that make all the difference.

Storenvy

Storenvy is ingenious, both in concept and in execution. It takes social networking, Etsy, and Pinterest and combines them all into one with an interface as easy to use as Blogspot. It allows users to create their own store to sell stuff, or to buy by browsing hundreds of items from different sellers at once. It is able to pack a lot of information and products into a small space without getting cluttered or confusing. It comes with a built-in store creation wizard to make it super easy to get out there and sell your goodies. I only wish I had thought of it first!

Saddleback

Saddleback is a beautifully and meticulously designed website that sells all types of leather products. Every element of the site contributes to its design, which is a breath of fresh air from other designs that can be weighty and cluttered, even if nice looking. The attention to detail is what makes this rich site still completely practical and usable. One particularly nice touch is that it includes a list of the sites of their business rivals, making it easy to see that Saddleback is the complete package.

Heartbreaker Fashion

Heartbreaker has a pleasant design with a good use of patterns and textures, which is what makes it different from other creative e-commerce websites. The trend has been to avoid patterns because they can distract shoppers from the product. When done right, however, it can really enhance the store front. Heartbreaker also has a handy shopping cart box in the footer of the site as well as the top. Even though it breaks the mold, it is still very user friendly, and even stronger for it.

Oi Polloi

Oi Polloi is a retro site that sells clothes and footwear. It is surprising to find that it does not have a shopping cart immediately available - only once an item is selected does a shopping cart (here called a "Basket") descend as an overlay to the site, showing exactly what you bought, what size, and how much it is, as well as a subtotal. So there is not a separate page for the checkout, which is quite efficient in my opinion. Never be afraid to reinvent the wheel!

A Modern Eden

A Modern Eden sells prints, decals, and stuffed animals with strange angular designs. It makes use of trendy colors, and where normally the bright green background would be tacky or distracting, in this usage it is not only appropriate but adds greatly to the fun and feel of the site. The ribbon highlighting the shopping basket icon is a very nice touch as well.

Patrick Ervell

Patrik Ervell sells fashionable men's clothing with a really cool twist. Where expensive men's clothes can often appear stiff or uncomfortable, this site helps guys envision themselves wearing the clothing, with use of live moving models with every product! Normally this is a huge no-no. Animations can quickly become a very bad idea, especially if there is more than one moving item per page. But Patrik Ervell accomplishes it beautifully, with a sterile white background and simple, concise text only interspersed where necessary.

Marie Catrib's

Marie Catrib's uses vivid pastel colors; friendly, bold text; and interesting dotted lines and patterns to make the pastry and bread products come alive. Some unique elements include the ability to search by vegan or gluten-free, a toggle button to hide half the website to focus on browsing, most information in the footer, and having ALL the offered products on the home page of the site. Simple, easy to use, and captivating.

Brand Neusense

Brand Neusense breaks a lot of rules by being too crowded, having too many colors, and incorporating too many animations - yet, somehow it all works. First of all, the models look like real people, not - for lack of a better word - models. Even more so, though, this creative e-commerce website stands out because the homepage focuses more on the various brands it sells and on ads than it does on its product. It is designed thoughtfully for its target market, and that's all you can ask of a web designer.

So whether you have an upcoming creative e-commerce website design project coming up or you need to revamp your e-commerce site design, use the examples above in your decisions. Doing your research and noting what others do right (or wrong) is one of the best ways to create a website that puts ordinary to shame.