I watched the @ThatKevinSmith and @SouthwestAir brouhaha erupt live on Twitter but didn’t write about it last week. Bunches of tweeters and bloggers hashing out who was right and wrong based on second, third, or five hundredth-hand information simply wasn’t interesting enough to warrant adding to the noise. Getting ready for a social media presentation tonight though, I’ve been thinking about service defects and service recovery in the world of social networking. I sought an analogy to help think strategically about how a company prepares for an angry customer who wants to be heard and starts tweeting incessantly: handling a hostage situation is very comparable. Rather than a person though, it’s a brand’s reputation being kidnapped by a customer threatening irreparable harm unless demands are met. With the one-to-many communication capabilities of social media, this type of threat has never been more credible.
Here are five hostage negotiation principles and related implications for preparing to handle when your brand’s good name is being kidnapped:
1. Have a negotiating team ready.
This means more than a single person monitoring Twitter and handling responses. In hostage negotiations, the primary negotiator, who is ideally the sole contact with the hostage taker, is joined by a coach/commander in charge of the situation and personnel along with a secondary negotiator to help monitor, listen, and offer input.
Strategic Questions – Does your company have a pre-identified team and protocols for how it will work together in a social media-based service recovery effort? And how would you incorporate front-line employees when you’re trying to recover from a service failure playing out both at one of your company’s locations and online?
2. Gather as much solid information as possible right away.
Beyond having standard questions to run through, there’s added complexity in a social media-based service recovery effort. Suppose the customer issue IS taking place in-person. With social media monitoring removed from the scene, it may not even be possible from a customer’s messages to determine where the issue is occurring. This creates an interesting implication for enacting rapid service recovery.
Strategic Questions – If it’s clear the issue is taking place in the presence of front line employees, what steps will you take to identify the location and establish communication with them immediately? Since multi-person communication with the angry customer is almost a given, how will you ensure your multiple contacts are speaking with one message?
3. Connect on a personal level.
Social media throws a whole new wrinkle into this, especially when you want to move interaction with the customer to a private messaging stream. If it’s even available, the company may have outdated phone information on the customer, making direct contact challenging to establish. A corporate tweeter may have to try to get a brand kidnapper to “follow” the company so direct messaging can take place. And typically, the corporate tweeter is communicating under a corporate account without a personal avatar. It makes establishing a personal tone of, “I’m here to try and fix the situation,” difficult when the customer is receiving tweets with the corporate logo.
Strategic Questions – Are you following your customers on social media? Do you have multiple ways to reach out to customers? Do your company social media people have work-related, personal accounts they can use to reach out specifically in these cases?
4. Communicate openly and actively listen.
When you have face-to-face contact, listening, and the silence that goes along with it, is easy to convey. It’s a little tougher via phone. But in a medium geared toward short, back-and-forth messages, a pause associated with listening or contemplation comes across as being distracted or ignoring the other person.
Strategic Question – Beyond having plans for migrating service recovery conversations to private channels, are you actively training your social media response team in dealing with the dynamics of these new service recovery situations?
5. Show empathy.
One way hostage negotiators demonstrate empathy is by delivering on aspects of the demands that have been made. Granting small, detailed requests is done in real-life hostage situations to slow and drag them out, which is desirable. In a service recovery situation (especially one playing out in public), the last thing you want to do is extend it.
Strategic Questions – Who is on your social media service response team? Have you included your best customer service people – the ones with strong understanding of what you can do to solve customer problems and are best at understanding issues from a customer’s point of view?
No matter what your company is doing in social media, you have to address this reality. Even if your company doesn’t want a proactive social media presence, there’s a greater chance every day your customers will be talking about your brand via social media. When they do, and the discussion gets negative and brand threatening, you better have thought about your strategy, with a plan for what you’ll do. - Mike Brown