Tactics to Positively Overcome the Difficult Client

by WP-Dev | Mar 2, 2019 | Entrepreneur, Virtual Assistant

Tactics to Positively Overcome the Difficult Client

Irrespective of what industry you are in, there is always that odd difficult client that as a result of various factors can leave you feeling frustrated, angry, unmotivated and possibly even full of self-doubt.  For some of us, the reaction to a difficult situation can be defensive for others it can be offensive which can have either positive of negative outcomes regardless.

Stepping out of your comfort zone to establish smart habits

The fact remains that there will always be clients that are a little harder to please than others, so the question at hand is, how do you handle those situations in a way that will have a positive outcome for both you and the client? Well, while in my previous role, I had done some research on the topic and I came across an article by Barbara Markway (Ph.D.) who has some excellent insight into handling difficult clients, which I will delve into a little further, but one of the factors she mentions amongst others is going about things in a way that may seem unnatural to you as first. What does this mean? Well simply put, we all have our ways of doing things, and sometimes it works other times it doesn’t but if your finding your not getting the outcome you want from a difficult situation – perhaps its time to step outside your comfort zone, try a new approach and create smart habits.

Some Tactics to be Used with the Client

Out of the many tips given in Barbara’s article, the following tactics on how to handle a difficult client stood out to me:

1. Listen & Stay Calm. Listening is the number one step in dealing with “unreasonable” people. Everyone wants to feel heard, and although staying calm can be extremely difficult in an emotionally charged situation, real progress can’t take place until the other person feels acknowledged. While you’re listening, really focus on what the other person is saying, not what you want to say next. I have often said to people in the past, “I know your hearing me, but are you listening to me? There is a difference”. Taking the time to really listening to what someone else is saying, can give you a fresh perspective and clarity on a situation at hand.
2. Reflect respect and dignity toward the other person. You don’t know what the other person is going through. Chances are, if a person is acting unreasonable, they are likely feeling some sort of emotional or mental strain for whichever reason and showing contempt will not help productively resolve the situation.
3. Saying, “I understand,” usually makes things worse. Instead, say, “Tell me more so I can understand better.” This for me was an interesting point, because I personally have often used the term “I understand” countless times with clients and looking back it wasn’t always well received, looking at this approach has given me a new perspective on how a client would possible react to the situation differently.
4. Saying, “I’m sorry,” or, “I’m going to try to fix this,” while establishing boundaries can go a long way toward defusing many situations. This tip can be quite difficult to follow when you feel your not the one in the wrong and are feeling defensive. Sometimes by being humble in the situation and saying the words “I’m sorry” or “I’m going to fix this” can completely diffuse a situation, and in turn can give you the opportunity to establish the hidden need.  The client could end up disclosing what they are really trying to gain or avoid within the project/ task and positive outcome can take place for both parties. Having said that, you will also need to assess the situation, while some of the above tips have encouraged listening and letting the angry person vent, you also have the right to be assertive and say, “Please don’t talk to me like that.” if the situation is gets out of hand.

Some Tactics to be Used with Yourself

Handling a difficult client with some of the tactics, may be draining for you which would defeat the purpose of positively overcoming difficult clients, that’s what there are also a few things you should do:

1. Debrief. After the situation is over, talk to someone about what happened, take 5 minutes to make yourself a cup of tea or coffee and just allow yourself to process the situation.
2. Discharge your own stress. You had to put your natural reactions on hold for a while. Now is the time to discharge some of that pent-up adrenaline. Go for a run. Take your dog for a walk. Don’t let the emotions stay stuck in your body.
3. Give yourself credit for getting through an uncomfortable situation. It takes a lot of energy not to act like a jerk when someone else is behaving badly. Don’t skip this step!

Positive Outlook, Positive Outcome

Remember these tactics are simply guidelines to help you along the way.  How you implement these tactics is up to you, and maybe they won’t give you a positive outcome every time, but its all about trying and keeping at it until you establish smart habits that work for you. If you do not have the time or cannot see yourself dealing with difficult clients that’s ok, perhaps consider getting a VA to deal with your Client Relationship Management and can implement strategies for you!  I have seen how these tactics have worked for me, and to this day some of the best connections and relationships that I have established in my career have been as a result of a rocky start with some pretty difficult clients. The key to all of this however is to always have a positive outlook, and having said this I will end with a quote by Lailah Akita “Our reaction to any situation will determine the outcome”