Lessons From a Customer Service Failure

There’s a popular deli and bakery in my area that we’d been patronizing for about 25 years—but I’m not in a rush to go back right now.

Knowing that we were gong to have a series of small memorial gatherings for my late mother (according to the Jewish custom, “sitting shiva”), a friend of Dina’s ordered a bunch of pastries to be delivered to us Wednesday between 3-5 (the gathering started at 7). We were delighted, and made a point of rushing home to be here when the precious goodies showed up.

Except that they didn’t. And at 5:15 p.m., when Dina called to find out where they were, she got a clueless young man who said the delivery driver had already left for the day. “I see your order right here, and I don’t know why it didn’t go out” was about the extent of what he could think of. He implied that he could have the brownies delivered the following day, and Dina told him she expected fresh ones, not those getting stale after never being delivered when they were supposed to.

It didn’t occur to him that he could call somebody to come in and make the delivery. It didn’t occur to him that he could offer any kind of make-good (or even a credit to our friend who had ordered the undelivered merchandise). And it didn’t occur to him that it was the store’s responsibility to remedy the situation—even after some prompting. He told her to call back tomorrow. Dina suggested that it was more appropriate under the circumstances for the store to call us, and he took down our number (after some more prompting).

Thursday came and went with no call from the store. Slightly earlier in the day, Dina called again and was met with a slightly more intelligent person who said she’d been at the store when she’d called the previous day, and that she would make sure the owner took care of it the following morning. I didn’t understand why if there were two people working, one of them couldn’t have gotten the order out to us when we called the first day. And she also told Dina to call back the following day, which got Dina pretty irritated. She told the woman she’d already wasted a lot of time on this and it was the store’s responsibility to call back.

And in fact, the following morning (Friday), the owner called back personally with an appropriate, if tardy, apology and make-good: a full credit for our friend, and a gift certificate (unknown amount) for us. For this reason, I’m not naming the offender. Hopefully, the gift cert will show up in ample time to use for the large public memorial we’ll host in November.

But think about the cost to this store: a number of our friends in the area (plus of course, the out-of-towner who’d given the gift) know which store did this, and will will likely go elsewhere if they need anything delivered at a specific time. And we, quite frankly, will be much less likely to go there at all, despite a relationship of more than two decades. Meanwhile, the friend who placed the order left left a withering review on Yelp, which will haunt the store for a long time to come.

It wasn’t the mistake; mistakes happen. It was the shabby way we were treated once the mistake was acknowledged that left a bad impression, the more so because we are actively grieving the loss of my mother, and it was made clear that this delivery was for a memorial gathering.

Unfortunately, wretched customer service is all-too-common in our society. Business owners don’t realize that these experiences undo a lot of their marketing and a lot of their good will.

Here are three lessons you can take away and implement in your own business, so that you’re not the one getting bad word-of-mouth/word-of-mouse:

• Make sure your front-line people have excellent customer service skills. It doesn’t take much to be empathic, sympathetic, and show that you’re trying to solve the problem, and failure to do so has negative impact on your business.
• Train every employeeon how to respond to customer service issues. Our clueless guy should have had a written checklist of what to do, if he wasn’t bright enough to figure it out on his own.
• Empower your employees to make things right. the cost of a credit and make-good is almost always far less than the cost of lost business and sullied reputation.