Even the best run cafes get it wrong sometimes. Wait times that blow out. A coffee order that’s messed up. A mix-up at the till, a forgotten booking (ouch!). It happens, we’ve all experienced it, as customers and those on the receiving end of a disappointed customer. But how your team responds in those moments can define your venue far more than the mistake itself.
This is where that question comes back into play, who do you look after, your team or your customers? If you’ve read our previous article, you’ll know the answer isn’t either-or. Empowering your team to handle complaints with confidence, care and consistency is one of the most powerful ways to look after your customers.
A well-handled complaint can do more than resolve a situation. It will build trust, strengthen loyalty and create an opportunity for something even more valuable, a loyal customer who will let people know your cafe is somewhere special.
Why how you respond matters
According to research published in the Harvard Business Review, customers who had a complaint handled well were more loyal than those who never had an issue to begin with. It’s an eye opening reminder that recovery matters just as much as consistency.
In hospitality, the perfect service, coffee, or meal is a goal worth striving for. However, if the goal is earning trust, it keeps your customers coming back. Trust is built or broken in the small moments, especially when something goes wrong.
The power of listening before solving
When someone complains, our instinct is to jump straight into solution mode. But in most cases, people aren’t just looking for a refund or a replacement. They want to feel heard.
As Edgar Schein writes in Humble Inquiry,
“Humble inquiry is the fine art of drawing someone out, of asking questions to which you do not already know the answer.”
It’s a practice grounded in respect. A mindset that says, “Your experience matters and I want to understand it.”
Start with empathy. Ask what happened. Don’t assume, you’ve likely only heard one side of the story. When customers feel like you’re genuinely curious, not just ticking boxes, their tone often shifts immediately.
A five-step framework for turning complaints into loyalty
Here’s a practical approach you can teach your team:
- Pause and listen
Let the customer speak without interruption. Avoid the temptation to defend or explain. Show you’re present. Your body language should also reflect this. - Acknowledge and empathise
Use simple phrases that validate their feelings:
“I’m really sorry that happened” or
“I can see why that would be frustrating.”
DON’T be condescending. Be genuine, because this is where most experiences start to turn. - Ask curious questions
Instead of assuming what they want, ask:
“What would make this right for you?”
This is where Humble Inquiry earns its place. It shifts the dynamic and shows genuine respect. - Act quickly and confidently
Once the customer has shared, act. Whether it’s remaking a drink or offering a thoughtful gesture, follow through without hesitation. The speed and tone of your response matters.
And if the request is simply not possible or reasonable, like a refund on the meal that’s been completely finished, be polite but clear. “While that’s not possible, here’s what I can do…” Aiming to find a middle ground. When you respond with confidence and care, most people respect the boundary. They want to feel heard more than they want a freebie.
- Close with appreciation
Thank them for the feedback. Let them know you’ll use it to improve. If appropriate, offer a small gesture. A future coffee on the house or simply a warm, sincere thank you.
There will always be outliers. Customers who, for whatever reason, aren’t just looking for resolution, they’re looking for a reaction from you or your team. These moments are rare, but most who have been in cafes for long enough can recall a few “moments”.
In those cases, the trope holds true: kill them with kindness. Stay calm, stay kind, and make it hard for folks to refute the level of empathy and professionalism you’ve shown. When you lead with grace, even unreasonable complaints lose their power, and your team walks away with their confidence and values intact.
Yet, if the situation calls for it, the safety of your team and other customers is always paramount.
Handling reviews: public complaints, private wins
Not all complaints happen in person. Google reviews have become the new front counter for feedback both fair and not so.
When replying publicly, keep your cool. Acknowledge the issue, invite further conversation offline if needed and always show your values. A calm, respectful response tells every other reader what kind of cafe you are.
And when someone takes the time to praise how you handled a problem? That’s gold. Those moments are worth just as much as the five-star reviews.
What to avoid
Some common traps for staff to steer clear of:
- Don’t take it personally. It’s hard, but critical. The complaint is about the experience, not the person. Use it as a moment for learning and growth.
- Don’t hide. Make it easy for customers to speak up in person, not just online after the fact.
- Don’t overcompensate. A genuine apology and fast fix is better than throwing freebies around.
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What to teach your team
Staff need more than rules. They need coaching on mindset. Here’s what we teach:
- Stay calm and kind, even when the customer isn’t.
- Ask, don’t assume.
- You don’t have to have all the answers, just show up with care.
- Support each other after hard interactions. No one likes being on the receiving end of anger.
Closing thought
Every complaint is a crossroads. One path leads to a lost customer. The other leads to a loyal one. What makes the difference is how your team responds.
We’ll never get it perfect. But with the right mindset and tools, your team can turn frustrating moments into unforgettable ones for all the right reasons.
This article is part of our ongoing series on curating exceptional customer service in Australian cafes. If you missed it, you can start here: Who should you look after, your team or your customers?
If you’d like help building a stronger service culture in your venue, get in touch with our team. We’re here to help you create a space where every interaction, even the tough ones, leaves your customers feeling seen, valued and welcomed back.
