A Caller To Shout About
I’m the office manager for a small service company. I field all the phone calls and emails. Over the years, I’ve learned not to take anything personally and just handle all problems as best I can. If I can’t handle the problem personally, I let the caller know who I will contact to get it handled.
Today, a lady tried my patience.
Caller: “Hello, I just got service and the bill left was for twice the amount it usually is. I need to find out why. It has always been one amount and today it is twice that. That doesn’t make any sense. I need to know why it is twice the amount. You need to explain this to me because it is usually one amount but now it is twice that. Why is it different?”
I finally just interrupt her, something I don’t generally do.
Me: “Can I have your address, please?”
Caller: “It is [address]. You all have been out here before and it was always one specific amount but this time it is…”
She goes on and on. I have pulled up the account and see that she has two invoices. Her current one would reflect the amount of both. I wait for her to take a breath and interrupt again.
Me: “It looks like there was a service in July that has not been paid for and—”
Caller: “NO! HE CALLED AND SAID HE WAS COMING AND I TOLD HIM NOT TO THAT DAY AND HE NEVER DID END UP COMING! I’VE SAVED ALL THE TEXTS.”
She begins reading texts while still shouting. I put the phone on the desk and can still hear her clearly as I look in the system to see if the technician left notes or signed off. The notes do show a delayed service. The final sign off was done in a “batch” which means the technician did not sign off personally. I decide to give the caller the benefit of the doubt since the technician should have signed off personally and zeroed out the July invoice entirely.
The caller has not stopped shouting.
Me: *Interrupting* “Okay, I have deleted the—”
The caller interrupts me, still shouting.
Me: *Losing my cool* “Seriously, if you would just stop shouting at me for a moment I can explain how I have solved this problem!” *She stops* “I have deleted the July invoice so your current balance will reflect the usual amount.”
Caller: “NO! I AM WILLING TO PAY FOR TODAY’S SERVICE! IT IS THE JULY SERVICE I DID NOT RECEIVE…”
This continues on while I take a deep breath. This call has actually shaken me up a bit. I realize shouting is just her way of communicating.
Me: “STOP!” *Pauses* “I have deleted the July invoice as you have claimed there was no service in July. Today’s invoice will no longer include the former balance. Your balance is now the typical amount you are used to for today’s service.”
Caller: “YES! I AM HAPPY TO PAY THE BALANCE I OWE! I REALLY APPRECIATE YOUR HELP IN THIS! THANK YOU! I’LL PUT THE CHECK IN THE MAIL TODAY! THANK YOU FOR YOUR HELP! YOU HAVE A NICE DAY!”
I mumbled a good-bye and hung up before she could shout any more appreciation at me and noted in her file that she was a shouter but probably did not intend belligerence. I then took a quick walk around the office just to calm my nerves.