useful techniques for customer empathy

7 Useful Techniques For Empathy In Customer Service


02 September 2022

Customer empathy is something that most organizations nowadays lack! Excellent customer service is invaluable! It's all okay. Quick replies and proper solutions. However, how many times have you felt that something was lacking in a support encounter, even after you had received the answer?

Something is lacking, and it's called Empathy! Let's have a look at why empathy statements matter in customer service. Contact centers offering excellent customer service is no longer only a "nice to have" - it quickly becomes the deciding factor between company success and failure. Fortunately, today's businesses can harness their potential by focusing on one key characteristic. Consider how long you've been waiting for a crucial delivery to arrive. The scheduled delivery day has come, but there is still no delivery by the evening. After some time, you check the tracking information and discover that the item has not yet been dispatched. There was an error with the firm you purchased from, and the delivery will not arrive when you want it.

In scenario one, you contact a customer support representative who tells you flatly that there is nothing you can do except wait. You're left feeling helpless, furious, and irritated.

In scenario two, you contact a customer support representative who apologizes for the mix-up and expresses sympathy for your aggravation. They provide ideas for resolving the problem and keep in touch with you until you discover a solution.


1. What is empathy in customer service?

2. Why is empathy essential in customer service?

3. Recognizing the Distinction Between Empathy and Sympathy

4. Techniques for Empathy in Customer Service


What is empathy in customer service?

Empathy is the capacity to comprehend and share another person's emotions. It is the act of seeing oneself in someone else's shoes and viewing an issue through their eyes.

In customer service, customer empathy is the capacity to have a human relationship with a client. Your contact center agents consciously put themselves in the shoes of customers to comprehend their problem and provide the best possible solution for them.

Why is empathy essential in customer service?

Customer service empathy is about more than just providing excellent service. It's about demonstrating how much your contact center cares about your clients. In a nutshell, it is all about making your consumers happy.

Here are three significant advantages of demonstrating empathy in customer service:

1. Facilitates a better understanding of customers

When you exhibit customer empathy for your consumers, you open the door to a more significant relationship. And when clients establish a connection with you, your contact center can deliver excellent service. Being empathic allows you to comprehend unspoken things. You can discover why the consumer had to contact you first by studying their circumstances, voice, and tone (but make sure never to conclude on your own).

2. Facilitates the resolution of difficult situations

Poor service is the one thing that irritates a client more than the problem itself. Customers may get irritated if they encounter an agent that does not listen to or attempt to comprehend them.

On the other hand, being empathic helps clients feel heard and calms them down. It may aid in the smooth resolution of challenging circumstances.As previously said, you can understand your clients and proactively serve them. Alternatively, it might be efficient to provide a chatbot and other self-service solutions.

3. Improved customer relations down the road

Empathy creates an emotional link with your consumers, which leads to better customer-brand partnerships. This leads to more outstanding sales and a more loyal consumer base. Your contact center needs those characteristics to succeed in the long term. There are several advantages of customer empathy in customer service. Let's look at how you can instill empathy in customer service.

Recognizing the Distinction Between Empathy and Sympathy

There is often a misunderstanding between empathy and pity; this applies to support agents and ordinary individuals. It's because the distinction between empathy and compassion is small but significant! Customer service empathy is more important than you would imagine. 61% percent of customers have discontinued purchasing from a firm because a rival offered a superior customer experience. There is no better product.

What Is Sympathy?

You express sympathy when you comprehend a person's predicament and feel sad for them. You keep a certain distance and do not put yourself in their position to understand what they are going through.

What Is Empathy?

Empathy is the ability to put oneself in another person's shoes and comprehend what they are going through from their perspective. Empathy requires comprehension and the capacity to share another's feelings.When it comes to customer service, you should show empathy. It's not a pity. When you empathize with your consumers, they feel understood, listened to, and you do all possible to assist them.

Techniques for Empathy in Customer Service

In this part, we'll look at how to be more empathetic with consumers and the obstacles that prevent you from being so in the first place

1. Master the Fundamentals

The primary attributes a support representative should have to demonstrate empathy in customer service are listed below.

The agent should ensure that their tone matches the tone of the consumer. The agent should also be legal if the customer's style is formal. In customer service, late responses are usual. It may be due to processing other essential situations or because finding a solution to the issue took time. In cases like these, it's critical to inform the customer that there will be some wait time and apologize for any delay to the consumer.

When a client contacts an agent searching for a solution, the agent must ensure they get to the root of the problem and address it. They should not refer the consumer to other agents by claiming it is unrelated to them. If such is the case, they should ensure that the appropriate person handles the situation before departing. When dealing with problematic clients, always be courteous and call them by name.

Customers should be urged to contact the support staff if they encounter any problems. As a company, you should constantly be accessible to your consumers before and after they make a purchase. If you're not all right with any of the above, you have a significant empathy issue that needs to be addressed. Only once you've mastered the fundamentals can you begin to work on being more compassionate. And the characteristics listed above are just as significant as the rest of the stages in this post.

2. Exercise Active Listening

This is where you will make your customers feel like they are being heard!

Active listening is letting your consumers speak while you listen to what they have to say - without interrupting. When you let your clients talk, you usually solve half of the problem (vent sometimes).

When your consumers have done speaking, rephrase their problem to demonstrate that you have listened to and understand their situation. If you have any questions or require information that will help you serve better, please ask and clarify with them. Always prefer asking questions than assuming. Also, acknowledge them kindly as they talk. Also, make sure your tone matches your customers.

3. Recognize Who Your Customers Are

You may feel that a consumer is overreacting to a little problem. But it's not what it seems to be!

Assume you own an eCommerce shop and one of your clients’ orders by mistake and request a cancellation and refund. You cancel the purchase and inform the customer that the reimbursement will take 4-7 business days. A client who is familiar with internet buying realizes that this is usual. However, a new consumer may not be comfortable with this. This is why you must understand your customers and provide help accordingly.

Knowing where your consumer is, their educational background, age, organization, how they have used your goods or services, and past experiences with your company may help you bridge the gap, demonstrate empathy, and provide individualized customer support. 74% of buyers are at least somewhat inclined to make a purchase based only on their experience

4. Never Allow Biases to Do Your Work

After learning about your customer's history, you may make assumptions based on their age, gender, language, accent, etc. As a result, you must handle specific clients differently than others. Customers nowadays confront one of the most prevalent issues: ageism. When an elderly consumer phones or contacts customer service, the contact center representative instantly thinks that the customer is not tech-savvy and becomes dissatisfied dealing with them. They believe it will be challenging to deal with such clients.

Biases like these will impact the overall quality of customer service and brand reputation. You must address your preconceptions and never condemn a consumer based on them.

5. Incorporate Customer Feedback

Customer service is prone to bottlenecks. You may reach a point when no proposed solution from your contact center pleases the consumer. Empathy is a two-way street, and here is where you may feel it. When you believe a customer is being unreasonable, take a step back and ask the consumer what might do more.

Two things happen here. First, your consumer sees you're trying all possible to discover a solution. Second, the consumer may suggest what can be taken as feedback even if it can’t be implemented immediately.

6. Your client could have an out-of-the-box solution that works

Requesting a solution from your consumers puts them in your shoes. When your consumer exhibits empathy, they will know that you are working for them rather than against them. Including your consumers' views is an excellent method to demonstrate and get empathy for your contact center.

7. When customers are correct, agree with them

Sometimes your consumers are correct, and your company is to blame. Don't be scared to side with your consumers in such situations.

The purpose is to work for your clients and fix any problems they may have and not defending your firm by identifying flaws in consumers when they most need you.When you start admitting realities and acting on them, your consumers will appreciate your honesty and desire to make things right. It enhances their overall view of your brand and increases their loyalty to you.

Wrapping Up

There! We've reached the end of the article. So far, we've seen, what is customer service empathy.

If you're a contact center manager, consider exercising empathy and instilling it in your support culture. Try exhibiting empathy when serving consumers if you're an agent. Because being sympathetic not only enhances your overall customer service and assists your firm in being more customer-centric. Customer empathy leads to better customer experiences, stronger customer connections, more revenue, loyal customers, and long-term success. So, start practicing the 7 techniques to become more compassionate listed above.


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