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“Pinstripe, help! I checked my Google Reviews this morning, and there it was—a one-star review! I remember the client and have NO IDEA what I did wrong.”
First of all, don’t panic. One thing we always keep in mind is to try and “turn it around.” If you can somehow turn a bad review into a good one with outstanding customer service, then you may have won over a lifelong advocate of your business.
When you receive a bad review, you must not ignore it. It’s not going to go away, so you need to take action.
The first thing to do is to respond directly to the review on Google using the client’s name. Be compassionate and diplomatic. Do not start an argument, say anything rude, accusatory, or make any statement that could offend the customer. Let them know that you are sorry that their experience was less than exceptional, and you want to address their problem, perhaps find a solution. Anything less than a calm, composed response can be very harmful to your reputation. Negativity, name-calling and rude behavior are immature, embarrassing, and a big no-no! No one wants to do business with someone like that.
If you remember the customer or client, and have their contact information, reach out to them by phone. Prepare yourself with some talking points. Refer to the Google Review and the fact that you’d like to not only improve their experience but learn how to make the next customer’s experience better. Admit your mistake, if you made one, and apologize. You may even want to be prepared to offer a refund on the product or service if they were extremely displeased, mainly if they had good reason to be.
We all make mistakes, and sometimes dealing with a bad Google Review is no one’s fault but our own. Make good on your mistakes, but also let the world know that you did. Once the case is resolved, revisit the Google Review and address the resolution in another response. For example:
“We are so glad we could come to a resolution, Sharon. Thank you for taking the time to give us feedback and help us to improve our service. We look forward to serving you again in the future.”
This may prompt the client to change their 1-star review to a 5-star review. Don’t count on it, but if it does happen, it’s a pleasant bonus. What you’re doing is showing others who read the reviews that you were proactive in seeking out a solution to a problem with your product or service.
On occasion, you will have a difficult client who is either manipulating you or is hard to please. In the case of the former, if you are shrewd enough, you can beat them at their game. I’ll illustrate this with an example.
We have a client (let’s call them Dave) who has a beautiful 5-star review history on Google. Their reputation is untarnished because they do such a great job at what they do, but they also take the time to address any negative reviews or concerns directly. One day, Dave received a negative review with a single star. Dave couldn’t believe it! He remembered the client, who left the office seemingly happy with their service and no complaints at all. The entire transaction was perfect from start to finish.
The person was a referral from another business, so Dave contacted that business to find out if they knew anything. The business had actually been mentioned in the review, so in a way, they were already involved. The referring business did remember the client, and everything went perfectly. The client had nothing bad to say. Through some research and a direct call to the client, Dave discovered that this person was trying to trick him into offering a refund because they had heard that significant refunds were issued to resolve negative Google Reviews. A small refund had been issued recently and mentioned in response to the initial negative review.
Use this story as a warning: be careful of issuing refunds to clients, and if you do, make it protocol to be discreet. If word travels that you’re known to issue refunds, you may find yourself in a predicament like Dave. When he confronted the client, she sheepishly took the review down, and they never heard from her again.
Bad reviews are not the end of the world. Treat them as an opportunity to improve your customer service and product offerings. Most people who read reviews will take notice that even though you don’t have a perfect 5-stars, you made an effort to provide the best possible experience when things went awry.
Get in touch with us if you have a problem that Pinstripe can solve! We’d love to hear your marketing issues and will choose one a month to respond to on our website!
