Customer Complaint Management System

Jan 27, 2022 | Customers

Getting customer complaints might feel like a negative thing, but this only means that people care enough about your business to actually go through the effort of complaining. Usually, customers won’t complain about bad service unless they were interested in doing business again with your organisation in the future.

So, next time you receive a customer complaint, rather than becoming frustrated, create an efficient customer complaint management system and transform that bad feedback into an opportunity for improvement.

What is a Customer Complaint Management System?

The process of handling, managing, reacting to, and reporting consumer complaints is known as complaint management. To achieve quick results, this procedure needs a streamlined strategy and monitoring system.

A  successful customer complaint management system consists of the following 5 characteristics:

  • Listening and Monitoring

You need the best data available to create a successful customer complaint management system. You can’t create an effective technique if you don’t know what people have been complaining about. As a result, you must employ software for social media monitoring and listening.

  • The More You Listen, the More You Hear

Now that you understand the importance of social media monitoring, it’s prudent to select a tool that is both sophisticated and professional. A technology that does not need you to manually track complaints and instead, alerts you to them automatically. An automated and streamlined process like this will save a lot of time and money in the long run.

  • Act Sooner than Later

A system that automatically alerts you not only prevents the potential loss of some of the complaints but also allows you to act as quickly as possible. We live in a digital world where everything happens at lightning speed. You must respond to such concerns before your consumer gives up and goes to your competitor.

  • Allows You to Assign Tasks to Team Members

You will receive complaints whether or not it is during your business hours. Most businesses employ more than one person to provide customer service, and these employees work in shifts. A good customer complaint management system enables the supervisor to delegate and allocate complaints to team members easily and conveniently.

  • Allows You to Choose Engagement Channel 

When it comes to communicating with customers, a great customer complaint management system allows you to pick from a variety of channels. Some issues are better resolved discreetly through a chat session. Others should be resolved in front of the public. If your system provides you with a plethora of possibilities, you’re on the right course.

Complaint Management System Features

It is necessary to have a complaint management system within your organization, but having a really good system is even more crucial. There are a few main features to look for when picking a complaint management system:

  • Risk Analysis Reporting Function: Look for a complaint management system that has a reporting feature and provides in-depth analysis of the complaints you get.
  • Online Platform: A web-enabled, mobile-friendly platform guarantees that every complaint is recorded.
  • Anonymous Intake Mechanism: An anonymous complaint input system allows employees to report problems without fear of repercussions.

 

One of the best available tools for customer relationship management is Leadtrekker. Leadtrekker is a CRM designed to boost lead response, sales growth, and sales team productivity. To learn more about how Leadtrekker can help your business deal with customer complaints, contact us or request a demo!