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How to Handle the Caller Who Won’t Calm Down - Conversational - Blog

How to Handle the Caller Who Won’t Calm Down

Have you met The Caller Who Won’t Calm Down? He or she is out there, somewhere, on the phone with a very unlucky customer service agent right now. They’re angry, loud, and they are determined to keep their fiery passion (hatred?) for your company alive.

They will not calm down, and yet you’re tasked with delivering great customer service to them.

How do you handle The Caller Who Won’t Calm Down? It’s simple, really. All you need are a few tried-and-true tactics that are proven to diffuse even the most chaotic customer service calls.

Here’s how to handle The Caller Who Won’t Calm Down.

How to Handle The Caller Who Won’t Calm Down

In an enlightening blog post about handling the top 10 most difficult types of callers, we talked about one type of difficult caller that every company will come face to face (or voice to voice) with at some point: The Screamer.

“This caller is seriously angry with your company and they show it by screaming at you throughout the call. It might seem like nothing will elicit a calm response from this caller, but approaching it in the right manner can have a positive effect.

The Screamer might come off cool and logical at first, and then launch into a loud tirade. They might start yelling from the moment you pick up the phone. They might include curse words and insults that you are simply not comfortable hearing. You should know when it’s time to transfer a caller to someone else or simply end the exchange.”

Sometimes, The Caller Who Won’t Calm Down is The Screamer. If that’s the case, you need to follow a predetermined course of action to ensure you don’t get caught up in the chaos. Here’s how to deal with The Caller Who Won’t Calm Down.

6 Ways to Deal with Angry Callers

First, take a deep breath and remind yourself that this caller, however inappropriately they are expressing it, has a genuine complaint or issue with your company and the right to let you know about it. You, as the person fielding the call, have an obligation to take action as a representative of your company.

That action will differ depending on the nature of the call, but sometimes, it’s necessary to end an exchange with a truly angry caller who will not calm down after various attempts to assist them.

That shouldn’t be your first action, however. When dealing with a caller who is very angry, remember to:

  1. Be firm but courteous
  2. Be empathetic
  3. Remain calm
  4. Refer to facts, policies, and logic
  5. Apologize genuinely (if applicable)
  6. Brainstorm solutions

Sometimes, a caller who won’t calm down is not all that angry underneath it all. They just want a resolution to a problem they’re having, and if you remain calm and courteous, you can focus on offering a genuine apology and finding a solution or way to make things right.

What if you’re dealing with an abusive caller?

Finally, if you find yourself on the line with a particularly angry caller who is becoming abusive toward you, you should end the exchange according to policy immediately. Some people have trouble distinguishing angry callers from abusive callers, and that’s understandable.

Abusive callers go beyond normal angry responses, however, and use insults, threatening language, shouting, and mocking to berate a customer service agent.

If you find yourself dealing with an abusive caller, the best thing to do is remind the caller you are recording the call, which can sometimes remind a caller to act appropriately.

If the caller continues to engage in abusive behavior, you should end the exchange immediately and make note of the incident for your supervisor or any other agents at your company who may deal with this caller.


Publish Date: January 16, 2017 5:00 AM

2021 Buyers Guide Workforce Management

Aspect Software

Aspect Workforce Management
Aspect Workforce Management is an award-winning, best-of-breed software solution for enterprise contact centers, designed to help managers accurately and easily forecast staffing requirements to ensure the right agents are available at the right times, across all customer-facing inbound, outbound, blended and back office resources. Taking into account factors such as skill levels, scheduling constraints, regulatory labor restrictions, demand and service level objectives, Aspect Workforce Management helps businesses achieve contact center SLAs at the lowest possible labor cost, while improving both agent engagement and the customer experience.

Agents can also manage their scheduling need...
(read more)
PH: 1-888-547-2481

ethosIQ, LLC

BPO Optimizer
ethosIQ’s Business Process Outsourcer (BPO) Optimizer allows clients to manage their vendor contact center resources without requiring manual intervention through our manufacture-agnostic data collector processes. ethosIQ collects schedule and exception data, based on your desired parameters. Collection of data is transparent and doesn’t require intervention from either you or your vendor resource. You know your needs, and now you can manage those needs effectively, efficiently and effortlessly, using ethosIQ’s BPO Optimizer!
PH: 2816165711

Lieber & Associates

Technology Consulting Services
Lieber & Associates provides consulting services to select, contract for, test, implement, and optimize workforce management systems. It's technology consultants have worked with all major systems and many smaller ones. Counsel is informed by several decades of WFM experience.
PH: +1-773-325-0608

MFE International

Agyletime Cloud Workforce Management
Agyletime is an enterprise grade true Cloud WFM and t is channel agnostic .
Its ease to Use , easier onboarding, forecasting and better scheduling.
You can integrate to CRMs such as SFDC, Zendesk, ServiceNow and others and to telephony systems such as AVAYA, CISCO, Genesys and other cloud telephony systems ; to independent Chat systems to aggregate data for WFM omnichannel forecasting, scheduling, optimisation and reporting.
PH: 96386615

Noble Systems

Noble ShiftTrack WFM
Maximize the efficiency of your contact center and meet/exceed customer expectations with workforce engagement tools that help you accurately forecast workloads, match the right resources to your needs and keep agents motivated. More than just scheduling agents and tracking shifts, Noble’s ShiftTrack WEM solutions optimize labor costs, manage capacity more effectively and improve service levels.
PH: +61 (0) 3.9008.1700

OpsTel Services

The SPEED solution solves for service level issues while cost optimizing the environment with automation.

Provides an enhanced way to speed up & optimize invoking temporary agent skills configuration changes into the contact center environment.

Speed allows you to schedule both future changes & temporary changes that auto-revert back to the original state when scheduled time expires.

Speed features:

*Automated / Scheduled Temporary Agent Skills Configuration Management
*Immediate Temporary or Reoccurring Schedule Skills Configuration Changes
*Easy to Use/Operations Administration Focused
*Descriptive Monitoring Activity Dashboard
*Detailed “End to End’ Audit Trail and Perfor...
(read more)
PH: 1+480-435-9390


Track staff performance, capture meaningful feedback and deliver quality customer experiences using Phonestat. Our cloud based solution allows you to create simple scorecards to provide instant feedback and training to your staff.

There are powerful integrations to source interactions from anywhere and an open API to allow you to build your own.


VADS Workforce Management
VADS Workforme Magaement is a smart tools that gives connectivity to the workers while working remotely. An intelligent workforce management system that aims to improve operation efficiency with the end goal to provide first.
PH: 0217991445

QPC Ltd.

QPC WFM - Calabrio/Teleopti Specialism
QPC has a long and successful history of delivering tried and tested innovative workforce management systems, and the training and consultancy needed to ensure organisations can leverage the customer service and operational efficiency benefits workforce management principles and automated workforce management systems can deliver.

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