If you can’t rectify the problem yourself, or don’t have the authority to implement the best possible solution, you will need to refer the complaint to another person that is able to satisfy the dissatisfied customer. The people listed below may be able to assist when you can’t:
• Supervisor - If the issue is relatively minor and can be handled within your own department then your supervisor should be called upon for help. For example, if the product or service purchased was not satisfactory and a straight exchange was not possible, then the supervisor could authorise an upgrade of product or service if this was the best way to solve the problem
• A senior manager - Where a supervisor is not able to solve a problem because the issue at hand is outside their level of authority, a senior manager may need to be called in. This could happen if a customer was not being reasonable about the solutions offered or if the issue had turned into an argument or shouting match
• Security - On rare occasions a situation may have escalated to the point where it can become dangerous—where arguments and shouting becomes swearing or shoving. If a situation cannot be resolved peacefully and becomes threatening then security or police may need to be called.
• External bodies - As a last resort, when the problem cannot be resolved internally, then outside sources may need to be involved. This could mean