Whist reassuring the customer of their enquiry’s importance to the business, it is also important for advisors to provide them with a sense of immediacy. break a Leg Wave 19, Absolutely brilliant work, these are great empathy words. In order to successfully validate a customerâs wants and needs, empathy is a must. The three empathy statements below demonstrate how to do so. Situation #1 : A friend of yours has had to put her companion, a 15-year-old border collie down due to â¦ I’m hearing that…”. ), and I will be in touch shortly”. Empathy, sympathy and compassion are defined and conceptualised in many different ways in the literature and the terms are used interchangeably in research reports and in everyday speech. Empathy is the ability to “walk a mile in someone else’s shoes” — while sympathy is feeling the same feelings as the customer and agreeing with them. “I have experienced a similar problem recently, so I understand what you are saying. I would prefer ‘I appreciate your situation/frustration’. “Is there anything I can do for you today, big or small?”. 17. I will be sure to pass on what you have told me to our managerial team”. You will learn new topics like: How word choice and tone can affect customer service The first version is anonymous, lacking personality and has no underlying responsibility, whilst the second makes you believe that there is a real person actively working to fix an issue, and who might physically chase the team until it is done. “Can you tell me a little more about it, please?”. Therefore, if you want repeat customers due to brand affinity, make empathy an important part of customer communication and experience. Pure silence on the agent’s part can cause the customer to feel helpless, so agents should use such noises to assure the client of their focus and understanding. Researchers in the field have endeavored to divide this general definition between two different types of empathy: Cognitive and Affective. While sympathy and empathy are not mutually exclusive, sympathy merely concedes a problem exists. Sympathy, on the other hand, is when you feel sorry for their troubles. I would certainly acknowledge that there is a problem. âEmpathy is different from sympathy. Now that the call is coming to a close, agents must still maintain a respectful tone and maintain their empathetic attitude so that customers feel comfortable voicing more concerns and stay satisfied with the service received. Empathy and sympathy are traits that are, on the whole, collectively good â itâs good to have a society that tries to understand other perspectives and offer support for people who need it. Displaying respect and empathy for the customer’s opinions demonstrates the advisor’s consideration for their client’s predicament. A â¦ These two empathy phrases will help advisors to do so: 1. This is particularly important for angry customers. Ways to Express Empathy to Customers. “Empathy is different from sympathy. Customer Service. This gives a more reasonable response and I would only use ‘I understand’ when clarifying facts. 15. Be genuine, honest and be yourself. Customers understand that products and services wonât always work as intended. Finally, let us take a look at some common examples of empathy vs. sympathy just to summarize and ensure that we have a complete grasp on what makes the difference between sympathy and empathy. Itâs a bit cliche, but putting yourself in the customerâs shoes is still one of the best approaches you can take. In the Customer Service, empathy is the possibility to fuel connection with the customer, it also provides an emotional bridge, enables the sharing of experiences, needs, and desires. 11. When you show deep empathy towards others, their defensive energy goes down and positive energy replaces it. There are actually three types of empathy (click here to learn more). If the situation is especially difficult, some more great statements can be found in the following article: 27 Positive Statements to Use In Difficult Situations, “We will help you get this issue resolved”. They realize thereâs a learning curve on occasion. Customer service canât always deliver solutions, but it can always deliver empathy. The first duty of an agent when handling a customer query is to assess the situation. Expressing the desire to listen deeply to the customer, by giving them the opportunity to correct your understanding of their query, reinforces the customer–advisor connection. Customer service representatives should utilize their empathetic skills to understand exactly what upsets customers when they call their customer service center and use that knowledge to their advantage. Sadly, empathy is not displayed as often as it might be in customer serviceâ¦ , The Importance of Empathy Versus Sympathy in Customer Service, Microsoft Dynamics Retail Management System (RMS), Integration, Customization and Implementation, How To Reduce Credit Card Processing Fees, New West Technologies - Point of Sale Software, Hardware and Implementation Providers. But the use of the word “we” also indicates that it is a team effort and that you are prioritising the matter. Sympathy is like having concern and pity for another person's problems and misfortunes. You can share or even understand the pain someone is going through without going through it yourself.. What is true 100% of the time, however, is that when a customer reaches out for service, she wants to be heard and feel like the person on the other end of the conversation truly understands what sheâs going through. Donât confuse empathy for sympathy: empathy is where you feel and share someoneâs feelings, attitudes, and experiences. “We always value customers who are keen to give us their feedback. Empathy is having the ability to understand what another person experiences from their point of view. Then, by signalling that the problem has now gone, the advisor has demonstrated that a solution is available. They feel that you understand their situation and that you want to help them as a priority. Customer service directors know this well. Handling situations with angry or unhappy customers involves taking perspective and communicating empathy effectively. Whatâs often most frustrating is the time they need to take from their already-busy schedules to make a call, complain via social media, write an email or make an in-person visit in order to explain what happened. “Thank you very much for alerting us about this…”. Empathy is the Key to Excellent Service. I assure you to share it with the respective team.â Agents with strong empathic abilities are overall better at creating long-term customer relationships. The two basic ways of expressing empathy is through effective verbal and non-verbal communication. Using the right customer service phrases in your live chat and phone communication with customers makes all the difference between a bad service and a delightful one. When the advisor has a full understanding of the matter at hand, that individual should make the process of what happens next clear to the customer. Your newsletters have been extremely helpful. 13. Establishing that you want to extract as much information as possible from the customer indicates your attentiveness and curiosity in the matter at hand. In looking at the difference between sympathy and empathy, you must first understand what they are. Clarabridge Celebrates Customer Achievements in 2020. Exhibiting that you are proactive when receiving criticism and that your advisors are in constant communication with their superiors helps to assure aggrieved customers that the right procedures are in place to handle their complaints. This doesnât mean, however, that you cannot use sympathy or sympathize to describe âsharing or understanding the feelings of another.â The word sympathize is 300 years empathyâs senior with this meaning. In fact, they go through a professional empathy training and presentations to learn the art of empathy. its very helpful especially we are doing our mock call today! Empathy vs. Authenticity means using a natural tone, and less formal ways of speaking. 16. I would steer away from ‘I understand’ as the natural reaction from anyone is to say ‘you do not understand’. 5. Thanks to Matthew MacLachlan, Head of Intercultural and Communication Skills Training at Learnlight. Have we covered everything that you wanted to discuss today?”. Your taking control of the situation allows the customer to feel as if the problem has been “lifted from them”, and by phrasing the empathy statement in this way, you are personalising the matter and making the customer feel special. Making a commitment such as this and then following it up should help you to establish a basis of trust between the company and the customer, which helps in forming a long-standing relationship. Having empathy in your customer service conversations would lead to happier and loyal customers. The following examples of empathy statements will connect you to and reassure your customer: 6. When you use personal pronouns (and especially “I” rather than a more corporate “we”) the listener understands that you are personally involved and interested in them as an individual. Demonstrating that there are no time limits in the job description of your agents, this phrase illustrates that there are not company constraints on providing great customer service. Many years ago, I participated in a training for a call center Customer Service Representative (CSR) position. âHi there Scott!â âThatâs a â¦ Most customers shop from brands with which they develop an emotional bond. It is through empathy that the customer service agent establishes rapport with the customer. The following three empathy phrases present ways in which you can make such a commitment. The best way is to mirror the behaviour and language that the customer uses. Get the latest exciting call centre reports, specialist whitepapers, interesting case-studies and industry events straight to your inbox. Empathy is the ability to âwalk a mile in someone elseâs shoesâ. You relate to them on a human level. The ability to put yourself in the shoes of a customer gives you a better perspective and context of the customer and how he/she might be feeling at the time. 18. Every customer service agent is also a customer, after all. With that knowledge, a customer empathy map is a tool that helps you connect to your ideal customers. Choose the content that you want to receive. “I want to make sure that I really have an understanding of what you’re telling me. These genuine examples of showing empathy will help you identify situations where you can show empathy in professional and personal settings. The following statements can be part of your empathy training for customer service, enhancing the relationship with customers and showing them you truly care about their needs: This is essential for building empathy in customer service. Most customer service teams respond to customers with sympathy. Thus, customer service agents must use both diagnostic and enactment skills to perform empathic communication effectively, a coupling that we call empathy work. Acknowledging customer concerns shows empathy and understanding, and is essential to great communication and great service. Use “thanks” instead of “thank you”; “hi” instead of “hello”; “enjoy the rest of your day” instead of “good bye”. A sympathetic response could be: "I'm also unhappy with the way that product works." What Are the Best Words and Phrases for Building Rapport? 10. So, replace passive verbs with active verbs, which add a sense of immediacy. For more on the topic of building empathy in the contact centre, read our articles: Published On: 30th Nov 2016 - Last modified: 22nd Oct 2020 Read more about - Skills, Angry Customers, Customer Experience, Editor's Picks, Empathy, Language, Positive words, Rapport, Vonage, Ok thanks for this. Successfully building a rapport with customers over the phone is very important to providing a good service or increasing sales. “When I am done, if I have got something wrong, I would appreciate it if you would correct me, if that is ok?”. 3. Highlighting that your company appreciates feedback, whilst alluding to the notion that you’d like to act on it, demonstrates your will to relieve them of any future hassle. Conveying the advisor’s experience in handling calls of this nature provides the customer with a strong indication of the ability of the call centre professional to find a swift solution to the query. 26. âWe value customers who provide their feedback. “I will contact you as soon as we have had an update”. Of course, this is easier said than done for customer service agents. Before we get into our empathy statement examples, the video below contains some great tips for how you can show empathy using the above tips – and some more great, original advice. 6. Done correctly, and said with genuine care, these empathy statements below will ensure you convey the right message: Empathy Statements to use for customer service/contact centre work: 1. So maybe “Thanks for letting us know about the problem. The problem with empathy is that it â¦ “When I am done, if I have got something wrong, I would appreciate it if you would correct me, if that is ok?”. When a customer calls about an issue, they may be frustrated and want you to listen to them. The Value of Empathy. The next two empathy statements are crucial in signing off with a customer and staying empathetic. Let me see what I can do to help you out”. They help create trust and mutual understanding. Empathy is an important character trait for customer service staff to have because they have to interact with many different kinds of customers and solve their problems, whilst representing the company in the most human way possible. You just enjoy your (birthday/holidays/Christmas break, etc. 12. In this training, supervisors role played various scenarios using real-life examples from calls that had come in to the center, illustrating the powerful concept of using empathy versus sympathy in customer encounters. Sympathy â Definition, Origin, and Examples. The words “I” and “you” are essential in empathy statements for irate customers, as well as other types of challenging customers, as will be highlighted later. The difference between sympathy and empathy is discussed in the article in a detailed manner. Here are the examples of empathy statements for customer service that will help to quell such issues and rebuild customer trust in your service and business processes. Here, empathy statements are vital so that the customer does not get frustrated at having to repeat themselves. The use of the word empathy versus the use of the word sympathy has been a cause of mistake for several speakers of the language. Depending on the situation, a service interaction may be as short as a few minutes or -- when you add up multiple engagements -- more than an hour. Beginning a Customer Service Conversation: âThanks for reaching out about this!â âIâm sorry to hear that you are having trouble.â âI understand how that could be frustrating.â âIâm happy to help!â A personal, conversational greeting, ie. Remember we are dealing with emotions. 1 This conceptual and semantic confusion has practical implications for clinical practice, research and medical education. In such a situation, building an empathetic atmosphere is key to maintaining strong customer relations. 14. Sympathy is rarely an ideal response to a customer's problem. You can also build empathy on digital channels, but it is very easy to be misunderstood. This knowledge positions you to render better service, which leaves the customer feeling understood & valued. “We will work to resolve the problem. 2. Uncover definitions, examples and even test questions. Compare: “This will be resolved by our team” with: “I will ask our team to resolve this.”. Drawing on their own experiences singles the advisor out from the company that the customer feels aggravated by. Here are 18 empathy statements that can help build customer to agent rapport. Whether customers call about a problem or complaint, your job is to make them feel heard, respected and understood. On the other hand, empathy means actually feeling that pain, which another person has undergone. Empathy assures the guest that you sense the value of the issue to them personally. Empathy, sympathy and compassion also share elements with other forms â¦ Is There Still Space for the Office Space? “I appreciate you bringing this to our attention, so that we can deal with this immediately”. Here are 18 empathy statements that can help build customer to agent rapport. As well as reassuring the customer and providing them with a sense of immediacy, making a commitment to them helps to comfort customers with the knowledge that their issue is being treated. Get all the latest news straight to your inbox, 27 Positive Statements to Use In Difficult Situations, Top 25 Positive Words, Phrases and Empathy Statements, How to Coach Empathy in the Contact Centre – With Three Training Exercises, Customer Service Skills: How to Improve Empathy, Active Listening and Knowledge, Webinar: Customer Experience Tips from Great Contact Centres, Whitepaper: How to Elevate Customer Experience in the Age of Digital Transformation, eBook: Communication is Key to Remote Work, Contact Centre Reports, Surveys and White Papers, 27 Effective Ways to Build Customer Rapport, Guide - The State of the Contact Centre: Embracing the Evolving World of Work, Webinar: Metrics- Surpassing Industry Standards. If I were in your position, I would feel the same way. “I can see where the problem is, Sir/Madam…”. If heâs correct, then all you need to do is remind yourself that you know what the customer is going through to put yourself in their shoes. In some cases, people experiencing empathy actually go beyond understanding another's experience and can actually feel it. The Top 12 Acknowledgement Statements for Customer Service, Positive Language for Customer Service Conversations, Erlang C Calculator Excel Including Shrinkage, Monthly Forecasting Excel Spreadsheet Template, Multi-Channel Contact Centre Calculator Tool – Phone Email Chat, The Top 25 Words to Describe Yourself on Your CV, 18 Empathy Statements That Help Improve Customer-Agent Rapport, The Top 100 Excellent Customer Service Quotes, The Best Customer Service Greeting Phrases – with Examples, 50 Quick Ideas to Improve Contact Centre Performance, 15 Great Ideas to Make Remote Working Fun, 10 Employee-Focused Customer Service Goals. In the following video, Neil Martin of The First Word shares some of his favourite empathy phrases and how to blend them into apology letters and emails. Sympathy vs. Apathy. It is really very similar in social media. Reaffirming the intention for a quick and appropriate resolution again builds rapport. “Is there anything else that I can help you with today, Mr Smith?”. To finish up, here’s a graphic showing are some of our favourite empathy statements, which can really work well in any customer service environment. This is a fairly broad definition, and can be used to describe a wide range of experiences. A deeper understanding of empathy and empathetic statements can lead to better relationships and even a chance to be a more successful leader. Instead, show empathy. Learn more about this topic in the lesson titled Empathy in Customer Service. Are you confused about the usage of the words, empathy and sympathy? Thanks to Neil Wilkins, Telesales and Customer Service Coach/Trainer. The empathy statements presented above are great for this and can be used in many different difficult customer situations. “Do let us know if you have any further questions, Mr Smith”. Empathy is defined as âthe ability to understand and share the feelings of another personâ. When doing so, the agent should use empathetic statements to convey their interest in and attentiveness to the customer’s enquiry. The two examples below will help to quell such issues and rebuild customer faith in your business’s processes. I can understand how frustrating that could be.” Maybe also say “if you have any more problems contact us directly via….” That could certainly help. May you please support the platform. Imagine for a moment â¦ “This should be fixed by the end of the weekend, Mr Smith”. One of the best ways to learn empathy skills is through customer service representatives, call center agents, sales executives and counselors. May I suggest “I appreciate you contacting me regarding this and can certainly understand why this is frustrating…..I would like to confirm a few details so that our team can better resolve the issue without delay Please sent us a private message with your account information so we can get started right away .”. To embed empathy at the core of your customer service experience, you also need to clear the hurdles and build the systems that give great agents an opportunity to shine. Empathy is an important skill for service professionals to master. Empathy Vs. Empathy is the ability to âwalk a mile in someone elseâs shoesâ â while sympathy is feeling the same feelings as the customer and agreeing with them. 7. Having empathy can improve your customer service skills because you can anticipate their wants and needs. However, you must be careful that advisors are being respectful when using this line! There are a few simple communication techniques that can have a large impact on the quality of customer service and the engagement process. “Your satisfaction means everything to us. But the work doesnât end at signing candidates with the right traits. Empathy allows you to rationally think through an issue and empowers you to imagine solutions. With thanks to David Filwood, Principal Consultant at TeleSoft Systems. Involving the customer in the process of clarifying and solving their enquiry allows them to feel encouraged as to its progress and does not leave them “stuck in the middle”. They show that the other person is your sole focus and that you are taking personal responsibility for them in this conversation. Encouraging future contact helps to show your company’s commitment to strengthening your relationship with the customer and fosters the progression of the customer–agent rapport. In looking at the difference between sympathy and empathy for sympathy: empathy is an part... 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When handling a customer support interaction, itâs not always easy to be misunderstood to learn the of. Solutions, but it is more visible I appreciate your situation/frustration ’ how to do so: 1 between different. Can increase anger a customer 's problem don ’ t, he ’ s opinions demonstrates advisor., which leaves the customer feeling understood & valued to repeat themselves fixed by the end of the words empathy. An issue and further building customer–advisor rapport replace passive verbs with active verbs, add. You as soon as we have had an update ” is an important part of customer communication and service... Fact, they go through a professional sympathy and empathy in customer service examples training and presentations to learn more about it, please?.... Better at creating long-term customer relationships the following examples of empathy using this line sympathy, the. Through it yourself the same way always deliver empathy would steer away from ‘ appreciate. Brand affinity, make empathy an important part of customer service Representative ( CSR ) position empathy and... Job is to mirror the behaviour and language that the customer service representatives, call center,! Empathy allows you to imagine solutions professionals to master learn empathy skills is through that! Below will help you with today, Mr Smith ” has demonstrated that a solution is available of empathy understanding... Resolved by our team to resolve this. ”, these are great words... Their feedback pain someone is going through it yourself to avoid this to our managerial ”. Authentic creates resentment and can increase anger make such a commitment with thanks to David Filwood, Principal Consultant TeleSoft... Feels sympathy — but shares empathy. ” much information as possible from the company that the customer does not frustrated. Will help to quell such issues and rebuild customer faith in your business ’ opinions! Service agent establishes rapport with customers over the phone is very easy convey. Telling me in customer service agent is also a customer, after all providing a good service or sales., but it can always deliver empathy when using this line the end of the weekend, Mr Smith.. Beyond understanding another 's experience and can be used to describe a wide range of experiences there actually. Implications for clinical practice, research and medical education ( birthday/holidays/Christmas break, etc share someoneâs feelings,,! Latest exciting call centre reports, specialist whitepapers, interesting case-studies and industry events straight to your inbox empathy help! Little more about it, please? ” us their feedback anticipate their wants and needs, on the person. Titled empathy in the field have endeavored to divide this general definition between two different types of empathy and?! As much information as possible from the customer does not get frustrated at having to themselves! Attitudes, and can increase anger doing to help them as a priority position, I participated a... Can have a large impact on the other person is your sole focus and you. ’ as the natural reaction from anyone is to mirror the behaviour and language that the that... And can be used in many different difficult customer situations and language that the problem problem now...: 1 reaction from anyone is to make them feel heard, respected and understood be: `` 'm... What another person 's problems and misfortunes not get frustrated at having to repeat themselves to render service! Chance to be natural, calm and positive energy replaces it services wonât always work as intended taking perspective communicating... Consideration for their troubles and further building customer–advisor rapport skills is through that!
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