It is the Monday before Christmas. Lunch has started off much busier than expected and we had a surprise health inspector arrive at noon. While we have plenty of kitchen managers working, there is just one front-of-house manager and me working. I handle the financials, not the guests. I am just getting off a call with a manager from another one of our restaurants when my front-of-house manager comes into the office.
FOH Manager: “Could you help me out with this? We have a guest on the phone who wants a cash refund for an order from three days ago. It’s very busy out here; could you see what’s going on and if there is anything I can do for her?”
Me: “Sure, no problem!”
At that same time, I have a new hire who has come in to complete paperwork, and she has been patiently waiting for me to finish my phone call. I look over her papers, see she is all set, and tell her to call back in the afternoon and one of our night-time managers will give her a training schedule.
I turn back to my desk and pick up the phone line I’ve been told the guest is on; in fact, it is now the only line with anyone waiting. To my surprise, instead of an angry guest, I have a nice lady with some questions about ordering a cake for the holiday.
After this call, I check back in with [FOH Manager] and let her know the lady wasn’t on the line anymore. Over the next hour or so, I hear about a few different calls that want to speak with the FOH, but as it could just as easily be a staff member calling out sick, I don’t jump on any of them. Eventually, the caller and my [FOH Manager] do get connected, and after a few minutes of what I am later told was a rather circular conversation, the call is passed off to me.
Me: “Thank you for holding. Were you calling in regard to an issue with an order from a few days ago?”
Guest: “Finally! [FOH Manager] says you can help me. I picked up more than twenty slices of dessert and a small cake on Friday, and when I took them to my church function they were all freezer burned! I need my cash refund now!”
Me: “Well, ma’am, we don’t really do cash refunds several days after the fact. Let me check with my general manager what we can do.”
I place her on hold and call my general manager, who has the day off. We both find her claim to be a bit odd and talk about how things could have been done the same day, but it is now three days later. And she “needs the money today” because she is going out of town. Huh, how odd for such a thing to happen during a time when most people overspend!
My general manager tells me to give her three options. One, we will send her a $25 gift card. They ate/have not brought us uneaten slices to show the issue. All of these slices were from different cakes, and we had no other complaints, so how did we freezer burn just her slices? Two, she can call corporate and talk to someone there. Or three, she can call back in a few days when my general manager is in the building. I brace myself and get back on the phone to tell her these options.
Guest: “What kind of a business is this that I can’t get my refund?! This is America! Let me talk to your general manager if he is the only one who can do anything!”
Me: “Ma’am, he is not here today; he will be back in two days. You can call and speak to him then. It is his day off, so I won’t have him call you. These are all the options he has authorized us to offer you.”
Guest: “Am I going to have to call the Better Business Bureau? Fine. I will call him in a few days!” *Click*
I later checked in with my [FOH Manager], who had told her all the options we could have done the same day, but here we are three days later, and she wants us to just take cash out of the register for her? It will be interesting if she does call back, but by then, our general manager will have heard how she was on the phone with us, and I doubt it will make him more charitable!