No one wants to be involved in a public social media crisis but c’est la vie. Distraught customers can publicly slay you for product bugs or perhaps you did not manage a particular situation well. Below are a few tips to help you when at different stages of your crisis management.
Before you get into the pickle
A. Don’t post anything until you have a plan: As Social Media Marketing becomes a part of most companies marketing mix and companies dedicate more resources to social media strategy. It is essential that before engaging on any social platform, your company has a “what if it goes wrong plan” in writing. You don’t want to be caught in this situation and be panic stricken and then have to figure things out. Even if it’s not a fully vetted plan, create one. Below are a few questions to help you design a basic plan:

- Who will handle it in your company? Make sure this person has got the official signoff to handle things for your company or knows who to handle to get this.
- If an agency is handling your PR and is appointed as the handler of your crisis situation, make sure they know who to contact within your organization to get approvals.
- What is the escalation plan for a crisis? Who is this person going to contact within your organization or agency to get things moving if and when needed?
- What are the basic early steps this person is going to take? Could be just a simple thing such as “let me look into this for, pls can I have your email and we can discuss this offline”.
- Does this person have official signoff to offer a public apology, write a PR release etc? If not who does?
- Does this person have the signoff to offer a discount or something along those lines to remedy an upset customer?
- Keep in mind that Time is of the essence. Social Media can spread the word like wildfire. So keep that in mind that response times have to be acceptable and within reason.
B. Monitor, Monitor, Monitor: This tip is more like prevention is better than the cure. Monitor everything about your company, brand, product under tweets, mentions, comments, Facebook wall posts etc. There are many social media monitoring tools out there whether paid or free that you can use to monitor your brand or product. Use them.
- Decide who is going to be responsible for monitoring the web for early signs of a crisis?
- Whom does this person escalate things to?
When in a Crisis
Put a name and a face to your official presence: This helps creates trust, that “hey customer, don’t worry, I will take care of you. Sorry you had to go through this”.
Talk to customers privately if possible: In interactions with customers try and steer conversations privately. Ask them to send their email address for more in-depth discussion.
- On Twitter: follow the customer so she can direct message you
- On Facebook fan pages: share a personal profile the customer can send a message to
- On YouTube: customers can visit your company’s channel and send a message
Always follow-up with your customers: Maybe in a week or month etc. Decide a reasonable time-line that works for your organization and follow up with your customers. Make sure that your customer is satisfied if not delighted and that things are going well for them.
Be respectful and perhaps know when to walk away: Always be respectful and polite in your customer interactions. Even though this seems like a common-sense approach. In a heated situation, things can go down-hill very fast and the world is watching. So always be respectful, polite and succinct about your approach. If you just can’t seem to please a dissatisfied customer (and it happens to us all more than we like to admit it), say something like “We are sorry we could not win you back. We appreciate your comments and will try our best to incorporate your feedback”.
Some customers can abuse their online privileges by venting on and on about a bad experience and no matter how much you do or try to do, they might not stop ranting. Sometimes you just have to walk away from a situation and let thinks cool off.
After the crisis
Public discussion board: If you see a sudden spike in customer suggestions or customer complaints about a new feature etc. This could also an opportunity for you to create a public discussion board as this could be valuable information for your company to build new products around etc. Tools like getsatifcation are great at creating a community around your products etc.
Think of a crisis is an opportunity. A customer cared enough about your product to share publicly. This is your opportunity to perhaps delight your customer past their expectations and maybe even create a customer for life.