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Essential Strategies for Managing Difficult Patrons: A Comprehensive Guide

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This training session, led by Leslie Nord and Ken Werne from the Johnson County Library, focuses on effective techniques for handling challenging patron interactions. Learn the history of "Working with Difficult Patrons" and the class goals: to remain calm, empathize, and engage patrons in solutions. Discover practical tools such as active listening, positive self-talk, and courteous control strategies. The session emphasizes the importance of empathy, calm language, and engagement in resolving conflicts, ultimately fostering a positive library environment.

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Essential Strategies for Managing Difficult Patrons: A Comprehensive Guide

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  1. Working with Difficult Patrons Tri-Conference 2007 Leslie Nord and Ken Werne Johnson County Library

  2. About the Class • History of “Working with Difficult Patrons” • Class Overview • Goals for this Session?

  3. DEFUSE! Don’t loose your cool Empathize Find out the facts Use courteous control Stay assertive Engage the patron in the solution

  4. Don’t Lose Your Cool! Tool #1: Active Listening • Restate • Ask for Agreement • Clarify • Summarize

  5. Don’t Lose Your Cool! Tool #2: Practice Positive Self Talk • Focus upon the issue • Reflect and review

  6. Don’t Lose Your Cool! Tool #3: Avoid Blaming • It is a time waster • You appear negative & defensive

  7. Don’t Lose Your Cool! Active Listening • “Let me see if I understand you correctly…” Practice Positive Self Talk • “This is a challenge, let’s see how well I can do.” Avoid Blaming • “What can we do to correct this situation?” Other Stories?

  8. Empathize with them Tool #4: Use Calming Language • Lets them know you understand how important their concern is.

  9. Empathize with them Use Calming Language • Other stories?

  10. Find out the Facts Tool #5: Ask Permission to Ask Questions • Use open ended questions • How, What, Why?

  11. Find out the Facts Tool #6: Share Information • Explain the reasons behind a policy or procedure

  12. Find out the Facts Tool #7: Apologize if Appropriate • It is okay to admit that mistakes do happen.

  13. Find out the Facts Ask permission to ask questions • “Do you mind if I ask you a few questions to resolve this?” Share Information • “To protect people’s privacy, it is necessary to..” Apologize if appropriate • “I am sorry this has inconvenienced you…” Other Stories?

  14. Use Courteous Control Tool #8: Use Bridging • Brings someone back to the point courteously

  15. Use Courteous Control Tool #9: Disengage & Breathe • Give yourself and the other person a chance to cool down.

  16. Use Courteous Control Tool #10: Refer to Supervisor or Other • Shows you are taking the problem seriously • If refer, give them and other staff complete info

  17. Use Courteous Control Use Bridging Patron: “Where have you been?” Staff: “Now that I’m here, what can I do to assist you?” Disengage & Breathe • “Just a moment, let me check with someone else.” Refer to Supervisor or Other • “This sounds like something my supervisor would like to know about.” Other Stories?

  18. Stay Assertive Tool #11: Instant Replay • Helpful when a patron is argumentative

  19. Stay Assertive Tool #12: Direct the Anger • Give them a suggestion for something they can do to help change the situation

  20. Stay Assertive Tool #13: Selectively Agree • Find something to agree with “in part”

  21. Stay Assertive Tool #14: Set Limits • Do not let someone use abusive language or violate your personal space. • Follow through

  22. Stay Assertive Instant Replay • “In understand you are upset, but I need you to keep your voice down.” Direct the Anger • “I encourage you to share your concern with the manager.” Selectively Agree • “You’re right, the library was closed, but the book drop was available.” Set Limits • “I want to help you, but if you keep shouting I will hang up.” Other Stories?

  23. Engage Patrons in Solution Tool #15: Gain Cooperation • Begin your request for action with a statement of how the request will help them.

  24. Engage Patrons in Solution Tool #16: Say “no” Courteously • Explain what you can do, instead of what you can’t do.

  25. Engage Patrons in Solution Tool #17: Request Ideas about a Solution • Ask the patron for ideas on how to solve the problem.

  26. Engage Patrons in Solution Tool #18: Under promise & Over deliver • Be a hero • Follow through

  27. Engage Patrons in Solution Gain cooperation • “To help you save time….” Say “no” courteously • “We will notify you as soon as we receive it.” Request Ideas about a Solution • What could I do to make this okay for you?” Over promise and Over deliver • “I’m calling you back because I have good news.” Other Stories?

  28. Training Tips • Make it Interactive • Scenarios • Feedback • Talk about Policies & Procedures • Include communication do’s & don’ts

  29. Conclusion • Share other customer service training programs? • Evaluation form Thank you for attending this session. We can be contacted for more information at: Ken Werne, Branch Manager wernek@jocolibrary.org Leslie Nord, IS Trng Coor, nordl@jocolibrary.org

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