When employees anger customers over stupid policies...
Isn't it frustrating when you do something "wrong" and a random person tells you that you can't do it because it's against the company/school/organization's rules? This can be in reference to virtually anything -- a hotel employee or restaurant waitress tells you that you're not allowed to do something because it's against company policy. The issue being that this so called employee has no clue why the rules exist in the first place! If your company has rules in place, make sure that employees know why they exist. Make sure your employees can offer good explanations for why they exist and reasonable alternatives around them. Real life example:
1) As I write this blog post, I'm in Boston. As I was checking into my hotel, I noticed a hotel customer and hotel employee arguing over something. The hotel customer was clearly a tourist and had brought in a cooler box, when the employee stopped him. Apparently, cooler boxes weren't allowed into the hotel. What? Why? Of course, the hotel employee didn't know why. He responded by saying, "it's just against hotel policy." Now why isn't this explanation good enough? Because the customer gets even MORE aggravated. He's thinking what to do with this cooler box he just bought. What does he do with the many drinks inside? The proper response would be for the hotel employee to say something among the lines of, "You can’t bring the cooler box inside because it's against state law, but I'd be happy to hold onto your cooler box until the end of your stay." Except how many employees are trained to do this?
2) Or another example I've dealt with throughout my childhood: Teachers asserting authority by punishing kids for rules that haven't a reason to exist: I was sitting on my friend's lap when a random school aid told me not to. I got off her lap and asked the school aid why I wasn't allowed to sit on her lap. Of course, being that I'm Jessica Mah, I get accused of being an arrogant teenage brat because I'm curious enough to ask about the reasons for rules existing. Next thing I knew, I was being threatened detention and a trip to the principals office. Had it ever occurred to the school aid that it was a stupid rule that should be changed? Probably not -- it makes them feel good about themselves to assert their authority over me. In an ideal world, the school aid would tell me why I can't sit on the persons lap. If the school aid doesn't have an answer, she would tell the school principal that the rule was meaningless, and that it be removed.
The bottom line: If your customer does something that's "against the rules," be prepared to give them a good reason as to why the rules exist, and promptly propose a suitable alternative. If no alternative exists, make one, even if it isn't your fault. If my flight from New York to San Francisco is delayed, I don't care that your plane broke down and I don't care what your reimbursement policies are. I want a suitable alternative or reimbursement. Make sure your employees know precisely how to react in these "unique" situations, and what they are authorized to offer as alternatives. Better yet, tell your employees that they can do whatever they would like in order to please the customer. If customer service is your number one priority and you give employees full authorization to do whatever they want to meet that mantra, your customers will be satisfied even when they can't do something or if you're not allowed to let them do something. I promise!
Jessica Mah is a 17 year old entrepreneur, blogger, and sophomore at early collegeBard College at Simon's Rock. She loves chatting with fellow students, readers, and entrepreneurs, so don't hesitate to email her or message her on AIM! Feel free to subscribe to her blog or stalk her twitter.