When disaster strikes – best practices for problems large and small
Over the holidays Target and Nieman Marcus experienced security breaches – proving that even the largest mass merchants aren’t immune to hacking. Even if you avoid massive security problems, there are bound to be web site problems, product recalls or even email errors that need correcting … it’s not a matter of if, but when.
It’s imperative to be prepared with plans and transparent policies that reassure customers and spotlight proactive service. Here are a few of our favorite disaster recovery tools:
1) Full and fast disclosure
In this age of information, full and early disclosure quickly followed by steps to move forward is crucial. While most agree that Target eventually came through with a comprehensive program to salve customer trust, the company waited far too long: rumors of the breach first surfaced on December 12, yet the company’s wasn’t released until December 19. A millenia in Internet communications time. Nieman Marcus didn’t chart bold new territory in its disclosure either, waiting 2 weeks before it alerted customers.
“…Target was behind when this first broke,” Levick strategic communications firm’s Jason Maloni told the Minneapolis StarTribune. “Anytime you are not controlling the release of information, you lose the opportunity to cast yourself in the role of the hero rather than the villain.”
Forbes reported in February that Target’s sales figures fell in the second half of the fourth quarter by as much as 46% attributed to lack of consumer trust.
We hope your errors aren’t as big, but no matter the size, getting out in front and leading the parade of information is huge.
2) Work that web site and email list
Now is the time to capitalize on your web real estate and coveted email list. In addition to admitting an error or disclosing a problem, find ways to help your customers, with links, videos, or other resources. Here are some damage control examples:
Catching up at Target
Target highlighted the security breach on its home page during the busy holiday season, and a midpage reference to a “data incident” can still be found today, three months later. Some complained that the plain black and white banner was too subtle, but the retail giant also emailed customers and offered free credit monitoring for a year.
Target’s web site now also offers a on their security misfortune, with information and resources including a video with CEO Gregg Steinhafel discussing the handling of the breach.
Product Recalls at Diapers.com
Diapers.com takes a proactive stance about product issues and spreads the word on behalf of a manufacturer with an email notifying buyers of new information about recalled car seats. The email, whose plain format distinguishes it from potentially skippable marketing messages, links buyers to resources found at both the online retailer’s and the manufacturer’s web sites. Such “pre-emptive” service can not only stave off calls to customer service, but helps time-starved customers connect immediately to the resources they need to act on the recall — thereby establishing Diapers.com as a brand that delivers convenience and efficiency as well as products.
Email marketing oops at Sur la Table
The kitchenware aficionado Sur la Table even cleans up mistakes with panache. What do they do when the subject line of the a promotional email announcing a special dinnerware sale doesn’t match the content featuring in-store cooking classes? They make it right by sending out another message that uses both humility and humor. Let’s try again … “sometimes emails are like souffles – they don’t turn out. Here’s the dinnerware sale email we meant to send you.” Note that the tone is appropriate for the relative lack of severity of the glitch; no one would want to receive as breezy a message if identity theft were the issue.
The Sur la Table email gaff is minor in relation to the Target and Nieman Marcus public relations nightmares, but true character is often revealed under pressure and handling mistakes with forthrightness can even be an opportunity to boost brand image because customers know details matter always.
3) Step up social media response
Now that social media is an integral part of the culture, a daily (or hourly) ritual for many, using it for customer care is moving from cutting-edge concept to business necessity according to experts at the recent Wharton School of Business Social Media Best Practices Conference. There’s a good chance your customers will take their grievances to social media — whether you’re monitoring there or not.
While they have since been tidied up, on Target’s and pages, many incensed shoppers complained about still not being able to access their accounts, being on hold for hours or not being able to call into the customer service line. To its credit, Target’s social media staff responded to posts in a timely manner, but often didn’t have much advice to give other than to apologize.
It is important to respond to every Tweet and Facebook comment that mentions your brand and its problems. Wharton’s social media panelists agreed, responses must be personal, and it’s essential to strike the right tone. This requires constant adjustments based upon your customer’s reactions. It can be a huge undertaking with more and more social media outlets making inroads into the daily lives of countless Americans, but social media is now a mandatory communications tool.
Both Target and Nieman Marcus tweeted about their hacking debacles, but too late and unprepared for the onslaught. Customer service responses were canned, and Target’s service web site even went down. Ouch.
4) Be ready to respond to your customers
According to most reports, even once Target began disclose, communication with customers was far from adequate. The online pages customers were being sent to were down, call centers were overwhelmed and staff at store locations did not have answers, as the Facebook response above indicates.
Your entire customer service team needs to be fully informed and on the same page. Make sure your offline human resources are at the ready. Staff up. There is nothing that adds insult to injury like misinformation, long lines, being on indefinite hold or suffering through multiple transfers or redirections on the telephone.
Don’t force staff to rely on scripts or cardboard public relations statements either. Critics commenting on Target’s shortcomings pointed out . Your customers are more likely to accept your mistakes and move on if you are earnest and sound human.
Then you are on the road to building relationships, regaining trust and resuming business as usual.
What are some challenges your brand has faced with damage control? What worked?
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