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Southwest Airlines perfects proactive of prompt, sincere apology

DALLAS — There are some things that Fred Taylor Jr. and his crew at Southwest Airlines just cannot explain.

For example, there was the female passenger who kneeled in front of her middle seat and chewed on the seat cushion, then stripped off her top and ran down the aisle. But Taylor and others on his customer service team can apologize to the other passengers on that flight and did so, as they've done thousands of other times when something has gone wrong in the air or on the ground.

Their job: to find out the situations in which something went wrong — a mechanical delay, bad weather, a medical emergency or a berserk passenger — then apologize to passengers on that flight quickly, within 24 hours of their bad experience, if possible.

Taylor cringes at the title he was given a couple of years ago by one reporter: chief apology officer. But apologize is what he does for a living, along with assistants Melissa Chalupa and Adrienne Yurdyga.

Their letters to passengers, almost always sent in an e-mail these days, have three basic components:

• A sincere apology that the customer had a less-than-perfect experience.

• A brief explanation of what happened.

• A gift to make it up, usually a voucher in dollars that can be used on their next Southwest flight.

In the case of the woman who doffed her top after chewing the cushion, there's not much Southwest can say, other than:

"Well, it's a very short letter, as you might imagine," Taylor said. "We basically say we can't explain the person's behavior, but what we can do is apologize for the disruption and invite you back for a better experience."

In a similar case in August 2008, Chalupa sent this e-mail to passengers bound for Tulsa, Okla.

"On behalf of Southwest Airlines employees, I extend my apologies for any disconcerting feelings you may have had as a result of the bizarre behavior of one of your fellow travelers. Certainly, your patience and cooperation while the local authorities responded to the situation and conducted their respective investigation is greatly appreciated — I imagine the wait was a bit of a hassle as well, and I'm sorry for this inconvenience."

Usually, Southwest can explain what went wrong and do a little education, as Yurdyga did in June for passengers aboard a Chicago flight that was diverted to Milwaukee:

"As the pilots were making preparations to land at Chicago Midway, they received an indication for the flaps. (Flaps are the movable panels on the wings.)

"As a precautionary measure, the pilots diverted to Milwaukee to utilize their longer runway. After speaking to our maintenance department, I learned that the culprit was one of the position sensors (which indicates the location of the flaps), and it was replaced to correct the problem."

Most major carriers have similar efforts to reach out to customers, some that were started well before Southwest launched its program 10 years ago. American Airlines has had a proactive team in place since the mid 1990s.

One can argue that it may not be wise to remind a customer of a bad experience. But an apology for a bad flight can make a passenger happier than an uneventful flight, American executive Mark Mitchell said, citing internal surveys.

Taylor and Southwest chairman, president and chief executive Gary Kelly credit former Southwest president Colleen Barrett for championing the idea of being proactive at their airline.

The tendency for big business is to be reactive — respond when the customer complains. That's not good enough, Taylor said. "Our objective is to get out in front of the situation before the inquiry occurs."

Referring to the 137 seats on most of Southwest's airplanes, "we're analyzing up to 137 customers' mentalities," he said. "We have to be psychologists and be able to foresee the impact."

Southwest Airlines perfects proactive of prompt, sincere apology 08/28/10 [Last modified: Friday, August 27, 2010 8:13pm]
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