Managing unreasonable
coMplainant conduct
practice manual
2nd edition
Managing unreasonable complainant conduct – 2nd Edition
A manual for frontline staff, supervisors and senior managers
May 2012
NSW Ombudsman
Level 24, 580 George Street
Sydney NSW 2000
General enquiries: (02) 9286 1000
Facsimile: (02) 9283 2911
Toll free (outside Sydney Metro Area) 1800 451 524
Telephone typewriter: (02) 9264 8050
Email: xxxxxxx@xxxx.xxx.xxx.xx
Web: www.ombo.nsw.gov.au
ISBN: 978-1-921884-54-2
© Crown Copyright, NSW Ombudsman, May 2012
This work is copyright, however material from this publication may be copied and published by State or Federal
Government Agencies without permission of the Ombudsman on the condition that the meaning of the material
is not altered and the NSW Ombudsman is acknowledged as the source of the material. Any other persons or
bodies wishing to use material must seek permission.
Table of contents
Ombudsman's message of support ............................................................iii
If you read nothing else, read this page ....................................................... v
Part 1 - Introduction
Chapter 1 – Overview....................................................................................................................................... 2
Part 2 - The fundamentals
Chapter 2 – What is UCC and why does it happen? ....................................................................................... 6
Chapter 3 – Understanding the approach and framework ........................................................................... 10
Part 3 - Identifying UCC
Chapter 4 – Recognising the early warning signs ......................................................................................... 18
Chapter 5 – When does conduct become unreasonable? ........................................................................... 21
Part 4 - Preventing UCC
Chapter 6 – Effectively managing complaints and expectations from the outset ........................................ 24
Chapter 7 – Dealing with anger through effective communication ............................................................... 29
Chapter 8 – Apologies ................................................................................................................................... 35
Part 5 - Responding to and managing UCC
Chapter 9 – Strategies and script ideas for managing unreasonable persistence....................................... 39
Chapter 10 – Strategies and script ideas for managing unreasonable demands ........................................ 49
Chapter 11 – Strategies and script ideas for managing unreasonable lack of cooperation ........................ 64
Chapter 12 – Strategies and script ideas for managing unreasonable arguments ...................................... 69
Chapter 13 – Strategies and script ideas for managing unreasonable behaviours ...................................... 77
Chapter 14 – Assessing risks ......................................................................................................................... 89
Part 6 - Post incident issues and responsibilities
Chapter 15 – Recording and reporting UCC incidents ................................................................................. 92
Chapter 16 – Managing stress ....................................................................................................................... 93
Part 7 - Supervisors and senior managers
Chapter 17 – Management roles and responsibilities ................................................................................... 98
Chatper 18 – Modifying or restricting access to services: A management responsibility .......................... 101
Chapter 19 – Using legal mechanisms to deal with extreme cases of UCC .............................................. 103
Chapter 20 – When restricting access is not possible: Using alternative dispute resolution ..................... 105
Chapter 21 – Dealing with misuses of electronic communications, the internet and social media ........... 107
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Appendices
Appendix 1 – A word on unusual y persistent complainants (querulants) ...................................................116
Appendix 2 – Email sample received from complainant with characteristics of UCC .................................118
Appendix 3 – Sample acknowledgement letter for managing expectations ...............................................119
Appendix 4 – Defusing complainant anger with CARP ............................................................................... 121
Appendix 5 – Effective communication strategies ...................................................................................... 123
Appendix 6 – Risk assessment worksheet .................................................................................................. 125
Appendix 7 – Ten steps for responding to threats, hostility and aggression .............................................. 127
Appendix 8 – Dealing with internal hazards through environmental design ............................................... 129
Appendix 9 – Flowchart for responding to inappropriate online comments/content by a complainant .... 130
Acknowledgements ..................................................................................131
Contributors ...............................................................................................132
List of figures
Figure 1 – Negative impacts of UCC ............................................................................................................... 8
Figure 2 – Risk management process ......................................................................................................... 100
List of Tables
Table 1 – Core objectives and underlying principles .................................................................................... 10
Table 2 – The framework of strategies ........................................................................................................... 14
Table 3 – Early warning signs of UCC ........................................................................................................... 18
Table 4 – Testing and managing complainant expectations ......................................................................... 26
Table 5 – Effective communication strategies for avoiding or minimising the
triggers for anger, conflict and UCC .............................................................................................. 30
Table 6 – Strategies for managing unreasonable persistence ...................................................................... 39
Table 7 – Scripted responses to statements and conduct
associated with unreasonable persistence .................................................................................... 44
Table 8 – Strategies for managing unreasonable demands ......................................................................... 50
Table 9 – Scripted responses to statements and conduct associated with unreasonable demands .......... 55
Table 10 – Strategies for managing unreasonable lack of cooperation ........................................................ 64
Table 11 – Scripted responses to statements and conduct associated with
unreasonable lack of cooperation ................................................................................................ 66
Table 12 – Strategies for managing unreasonable arguments ..................................................................... 69
Table 13 – Scripted responses to statements and conduct associated with unreasonable arguments ...... 72
Table 14 – Strategies for managing unreasonable behaviours ..................................................................... 77
Table 15 – Scripted responses to statements and conduct associated with unreasonable behaviours ..... 86
Table 16 – Risk assessment matrix ................................................................................................................ 89
Table 17 – Level of action required based on level of risk ............................................................................. 90
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Ombudsman's message of support
Unreasonable complainant conduct (‘UCC’) has been an on-going
problem for Australian public sector agencies for many years. Public
organisations, in particular Ombudsman offices, have been dealing
with this issue (in some form) since we first opened our doors. The
issue was highlighted more than 25 years ago in a speech by the
former High Court Justice Kirby, who observed that:
One of the universal problems of the Ombudsman is the chronic
complainer; people who feel passionately about their own
cause and are uncompromising in their reaction to a negative
conclusion on the part of the Ombudsman. Such people can
sometimes cause a great deal of disproportionate disruption to
the work of the Ombudsman and his staff.1
He continued:
Of course, the Ombudsman already can decline to investigate matters. But vexatious complainants
can cause a great deal of time loss. The issue was discussed at a recent meeting of ombudsmen in
Helsinki. It is a universal phenomenon. It should have attention in this country.2
Although the terminology that we prefer to use at the Ombudsman’s office has changed over the years,
it is clear that the issues former Justice Kirby spoke about 25 years ago continue to affect Ombudsman
offices and public organisations everywhere. The problem of the chronic or overly persistent complainant
and the disruptive effects of their conduct on public resources continue to be problematic issue for all
offices, including my own.
To help address this problem my office, with the support and involvement of the other Australasian
Parliamentary Ombudsman, began a two-staged joint project on managing unreasonable complainant
conduct in 2006. The project has sought to minimise the often disproportionate and unreasonable
impacts of UCC on public organisations, their staff, services, time and resources by proposing a
framework of strategies for managing such conduct. These strategies have been incorporated into a
practice manual for public sector organisations and their staff, which has been at the core of our work in
both stages of the UCC project.
I am pleased to present the second edition of the Managing Unreasonable Complainant Conduct Practice
Manual. This manual updates the first practice manual published in 2009. It provides an extensive range
of strategies for dealing with UCC, including in circumstances where it is not possible to terminate services
to a complainant. Although it has been developed with public sector organisations in mind, it is equal y
applicable to customer or private sector situations.
It is my hope that this manual will assist organisations and their staff to respond confidently, firmly and
consistently to UCC and that it will contribute to shaping a complaint handling approach across all
organisations that systemical y discourages UCC and effectively manages it.
Organisations that fall within the jurisdiction of the NSW Ombudsman can expect our support in cases
where they have implemented the approach and strategies provided in this manual in a fair, appropriate
and reasonable manner.
Bruce Barbour
Ombudsman
1
Hon. Justice Michael Kirby, Ombudsman – The future. Speech delivered at a dinner fol owing the seminar on ‘Ombudsman through the looking
glass’, 7 September 1985. Canberra Bul etin of Public Administration, vol XII no 4, pp 300.
2 ibid.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
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If you read nothing else, read this page
The approach and the strategies suggested in this manual are based on the clear understanding
that:
• They are equal y relevant and applicable to all staff within an organisation including frontline
staff, supervisors and senior managers.
• All complainants are treated with fairness and respect.
• In the absence of very good reasons to the contrary, all complainants have a right to access
public services.
• All complaints are considered on their merits.
• Unreasonable complainant conduct does not preclude there being a valid issue.
• The substance of a complaint dictates the level of resources dedicated to it, not a
complainant’s demands or behaviour.
• Anger is an understandable and, to some degree, an acceptable emotion among frustrated
complainants as long as it is not expressed through aggression or violence.
• Staff safety and wel -being are paramount when dealing with unreasonable complainant
conduct.
• The decision to change or restrict a complainant’s access to services as a result of their
behaviour, will only be made at a senior management level and in accordance with clearly
defined policies and procedures. See Unreasonable Complainant Conduct Model Policy
available at: www.ombo.nsw.gov.au.
• Senior managers will ensure relevant systems, policies and procedures are in place to
manage complaints and UCC and that all staff who interact with complainants will receive
training, guidance and direction about using the strategies suggested in this manual.
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Introduction
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February 2012 | 2nd Edition – Managing unreasonable complainant conduct practice manual
Chapter 1 – Overview
The problem
‘It certainly appears that angry, hostile and abusive behaviour is increasing, and that government
employees have become convenient targets for the frustrated and angry.’3
Public organisations deal with many thousands of complainants each year, most of whom act responsibly.
These organisations also deal with complainants who have come to the end of their tether. Some are
justifiably disappointed and angry because they have suffered harm through no fault of their own. Some
may have been treated unfairly or disproportionately without reasonable explanation. Some may have been
given incorrect information or advice that they relied on to their detriment or may have suffered substantial
losses as a result of an improper decision that was made against them. Yet, despite these setbacks, these
complainants are able to manage their frustration and anger and productively engage with the systems,
processes and people they are interacting with.34
Other complainants, however, do not act so responsibly. Their anger about their complaint or its outcome
is often translated into aggressive and abusive behaviour towards the organisations and staff handling their
complaints. These complainants threaten harm, are dishonest, provide intentional y misleading information or
deliberately withhold information that is relevant to their complaint. Some of them bombard organisations with
unnecessary telephone cal s, emails and large amounts of irrelevant information or insist on things they are
not entitled to and outcomes that are clearly not possible or appropriate in the circumstances. At the end of
the process, these same complainants are often unwil ing to accept decisions and continue to demand further
action on their complaints even though they have exhausted all available internal review options.
It is also very common for this category of complainants to lose perspective and change the focus of
their complaints from the substantive issues and the people or organisation(s) responsible for them,
to al egations of incompetence, collusion, conspiracy and corruption against the case officers and
organisations that they have approached to resolve those issues. As such, it is not uncommon to find that
their complaints have grown over time and have been unnecessarily escalated to multiple organisations at
the same time – where they re-enter the complaints cycle all over again.
In a nutshel , these complainants behave in ways that go beyond what is acceptable from people, even
when they are experiencing a wide range of situational stress.
‘One local character has said that he is not going to rest until he has cost the Commonwealth one
mil ion dol ars. He has already cost it at least half a mil ion. I wonder whether there ought to be some
explicit mechanism by which we can decline to take on a complaint because there is no light at the end
of the tunnel to justify the expense.’4
The problem is growing
Anecdotal evidence from a wide range of organisations and jurisdictions indicates that this problem is
widespread and on the rise. In addition, the types of behaviours that organisations and their staff are being
confronted with are getting more complex – for example, the growing tendency for disgruntled complainants
to complain over the internet and in social media. In increasing numbers complainants are turning to the
internet to vilify and defame the people and organisations they are interacting with and in the process are
causing significant reputational and psychological harm to their victims.
3
Bacal, R 2010,
Defusing Hostile Customers Workbook, 3rd edn, Bacal & Associates, Casselman, pp. 1.
4
Richardson, J E, The Ombudsman: Guardian, Mentor, Diplomat, Servant and Protector. Speech delivered at a dinner fol owing the seminar on
‘Ombudsman through the looking glass’, 7 September 1985. Canberra Bul etin of Public Administration, vol XII no 4, pp. 224.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 1 - Introduction
One of the main chal enges for organisations dealing with complainants who display these types
of behaviours is that most staff members, regardless of their job description, prefer not to deal with
complainants who they view as ‘difficult’. In fact, many try to actively avoid or minimise circumstances where
they have to deal with these complainants. This avoidance has resulted in organisational cultures where
these complainants are seen as an irritant or interference to other more ‘important’ work. Their complaints
are often:
• Delegated to junior staff members whose work and time is seen as being more disposable.
• Assigned to someone in the organisation who is considered to be ‘natural y good’ at dealing with difficult
complainants.
• Declined with little consideration of the merits of their issues.
• Escalated to a senior staff member who can tend to the squeaky wheel – when the situation has spiral ed
out of control.
Unfortunately, the unintended consequences of these approaches are increased stress levels among staff
dealing with these complainants and, because of differences in skill levels, significant disparities in the ways
that chal enging complainants are dealt with.
About this manual
This manual is designed to help organisations and their staff take a systematic and consistent approach to
managing their interactions with complainants. It provides a series of suggestions and strategies to assist
all staff members – not just frontline officers – to deal with complainants, in particular those who behave
unreasonably. The strategies have been developed by complaint handlers for complainant handlers,
and although the focus of this manual is on the public sector, the suggested strategies may be equal y
applicable to customer and private sector situations.
The information in this manual is the result of a two-staged joint project of all Australasian Parliamentary
Ombudsman that started in 2006 and is referred to in this manual as ‘the project’. It was original y prepared
as an
Interim Practice Manual in 2007, and was piloted in Ombudsman offices around Australia over a
12-month period during 2007 and 2008. The first edition of this manual was published in 2009.
This second edition builds on the 2009 publication and the suggested strategies in that manual. It has
been updated to include a broader range of strategies to suit organisations that do not have the discretion
to terminate their services/relationships with complainants. This manual has also been expanded to
include strategies for dealing with the problems posed by newer communication technologies, like
social media, which have created a murky middle ground between conduct that has traditional y been
considered to be ‘private’ – and beyond the scope of issues to be dealt with by organisations and conduct
that must be dealt with in this regard.
There is no one size fits all approach to managing unreasonable complainant conduct.
It is important to note that this manual is not intended to be prescriptive in any way. There is no ‘one size fits
all approach’ to managing unreasonable complainant conduct and not every suggestion in this manual will
be effective 100% of the time. The strategies need to be adapted to suit the circumstances of each case and
should supplement rather than replace existing organisational policies, procedures and protocols.
It is hoped that this manual will contribute to shaping a complaint handling approach across public sector
organisations that systematical y discourages unreasonable complainant conduct and effectively manages it.
By consistently applying the approach advocated in this manual, it will not only help you and your organisation
– but hopefully it will also help other organisations that deal with complaints from the public, as wel .
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Guide to this manual
Summary
Case study example
Quote
Point of emphasis or additional
Real life example of a UCC
Written or verbal quotation.
information/explanation provided.
incident.
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PA RT 2
The fundamentals
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February 2012 | 2nd Edition – Managing unreasonable complainant conduct practice manual
Chapter 2 – What is UCC and why does it happen?
What is unreasonable complainant conduct?
Unreasonable complainant conduct ('UCC') can be defined as any behaviour by a current or former
complainant which, because of its nature or frequency, raises substantial health, safety, resource or equity
issues for the parties to a complaint. The parties to a complaint that might be detrimental y impacted by
UCC include, the organisation responsible for handling a complaint, the case officer(s) tasked with dealing
with a complaint, the subject of complaint, a complainant himself or herself (potential y including members
of their families and friends) and other complainants and service users.
UCC is behaviour by a current or former complainant which, because of its nature or frequency, raises
substantial health, safety, resource or equity issues for the parties to a complaint.
UCC can happen anywhere. It is not limited to telephone communications or face-to-face interactions
with complainants. It can occur over the internet or on social networking websites, in a public location or
in written correspondence. So far as the complainant’s conduct is unacceptable and arises during the
course of, or as a direct result of, professional work/services provided by an organisation or its staff, it can
legitimately be characterised as UCC.
Why do some complainants behave unreasonably?
From our experience there are a wide range of reasons why some complainants behave unreasonably. They
can be divided into the fol owing motivational categories:
•
Attitudes – they are dissatisfied with a person, an organisation or the systems and processes that they
are interacting with.
•
Emotions and psychologies – they are highly angry, frustrated or disappointed and express those
emotions in unacceptable ways; they have an inflated sense of entitlement or are unable to accept any
personal blame for their issue.
•
Aspirations – they are seeking ‘justice’, a ‘moral outcome’ or are obsessively pursuing their issue on ‘a
matter of principle’; they want revenge, vindication, or retribution – things the complaints process is not
designed to deliver.
•
Recreational interests – they are carrying out an al -consuming hobby or are making a career of
complaining; they are deriving pleasure from the activities associated with the complaint process or are
enjoying the social contact with the case officer or organisation.
•
Needs and expectations – their expectations, physical needs or emotional needs are not/have not
been met.
Complainants can also have ulterior motives – they may make a complaint or series of complaints with the
intention of harassing, intimidating, embarrassing, or annoying another person or organisation. For example,
in a recent local court judgement in NSW a Magistrate said of the complainant: ‘[he] presents in my view
as a serial pest and appears to take a macabre [morbid] pleasure in annoying public figures.’5 Some
complainants have also been known to use the complaints system as an information gathering process for
subsequent legal cases, while others may be experiencing personal or mental health problems that we have
no direct control over.
Whatever the reasons are for UCC, in our view they are largely not relevant to our work as complaint
handlers. While psychiatrists and psychologists may have reasons to focus on the causes behind a person’s
behaviour (to assess their mental state or make a psychological diagnosis), it is general y not a complaint
handler’s role to do this. Our role and expertise is complaint handling – that is, dealing with people who are
dissatisfied with a service they have received, a failure to fol ow a process or procedure or an improper/
incorrect decision – not the personal motivations behind their conduct.
Also, as complaint handlers, we general y do not have the qualifications to assess and diagnose
complainants in this way. Even if some of us do, as complaint handlers we will rarely have enough face-to-
face contact with a complainant to make a valid diagnosis of them.
5
Transcript of proceedings,
R v Steven Diehm (Local Court of Taree, McCosker J, 18 July 2011).
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 2 - The fundamentals
As a result, the suggestions in this manual are based on the recognition that the most effective way for us to
manage UCC is to deal with a complainant’s observable conduct and the content of their communications
– rather than speculating on the possible reasons for them, except of course those that relate to their
complaint. This ensures that:
• Those of us who are not mental health professionals, counsel ors or social workers are able to
confidently manage UCC without being experts in psychoanalysis or behavioural psychology.
• We can take a more focused approach to dealing with UCC by responding directly to the things and
behaviours we observe, rather than the things we assume or suspect.
• A complainant’s behaviour does not negatively affect their complaint (if valid) or the level of attention that
we give to it.
• We manage UCC and its impacts in ways that are transparent, reasonable and fair.
The most effective way for case officers to manage UCC is to deal with observable conduct, rather than
the possible motivations or causes for that conduct.
Who pays the price for UCC?
In 2010 it was reported that one NSW resident cost his local council more than $151,000 over a five year
period, because of his incessant access to information requests and code of conduct complaints. The
resident was a former Council or at that same council.6
Although complainants who behave unreasonably are very few in number, their behaviour can have
profound effects on an organisation’s resources and efficiency levels, and the productivity, safety and
wel being of its staff. For example, the common and widespread feedback that we have received throughout
the UCC project suggests that: 6
• UCC is only an issue in about 3-5% of cases – sometimes more.
• UCC on average takes up between 25-30% of an organisation’s resources – sometimes more.
• UCC can cause significant equity problems for organisations that are forced to substantial y and
unreasonably divert resources away from other complaints and functions to manage it.
• UCC can be a major source of stress for the staff members who have to deal with it – including
affecting their right to dignity, physical and emotional safety and wel being as well as affecting their
work performance – in some cases. This in turn can result in increases in the number of stress leave
applications and compensation claims that are made by these staff members and can create duty of
care and workplace health and safety issues for employers.7
• UCC can have damaging and sometimes devastating consequences for the complainants who engage
in these types of behaviours. It almost always hinders their ability to achieve appropriate and acceptable
outcomes for themselves and, in extreme cases, can result in unemployment, bankruptcy or self-harm
– with obvious flow on effects on their families and friends.8 See Appendix 1 – A word on unusual y
persistent complainants (querulants).
• UCC can have negative consequences for external review agencies and regulatory bodies that have to
dedicate time and resources to dealing with review applications that have been unnecessarily escalated
by complainants who cannot ‘let go’ of their issue. This problem was highlighted in a speech delivered
by Robert Davey, Commissioner for Superannuation from 1976 – 1986. He said:
The misuse or overuse, by some, of the many channels of review now available to those members of
the public dealing with the decision-taking areas of Commonwealth Government administration has
to be a cause for concern. Certainly it is of concern to me when 14 per cent of the costs of my office
in administering the Superannuation and Defence Force Retirement and Death Benefits legislation
can now be attributed directly or indirectly to internal and external review. In 1985-86 costs are
expected to reach $1,500,000.9
6
Murray O 2010, ‘Hornsby Council not to respond to Pennant Hil s resident’s letters,
Hornsby Advocate, viewed 28 October 2011,
<http://hornsby-advocate.whereilive.com.au/news/story/hornsby-council-not-to-respond-to-pennant-hil s-residents-letters/>.
7
See: Comcare 2009,
Prevention and management of customer aggression, OHS 33, Canberra, pp.9.
8
Lester G, Wilson B, Griffin L & Mul en PE, Unusual y Persistent Complainants,
British Journal of Psychiatry, 2004.
9
Davey, R The Ombudsman – A Bureaucrat’s Impression. Speech delivered at a dinner fol owing the seminar on ‘Ombudsman through the looking
glass’, 7 September 1985: Canberra Bul etin of Public Administration, vol XII no 4, pp. 275.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
He added:
Increasingly, complainants are adopting a multi-channel ed approach to review, but relatively few
decisions are changed as a result of the processes of external review – on average less than 10 a
year; more changes occur at the internal review stage.10
Figure 1 below illustrates the wide ranging impacts of UCC on the various parties to the complaints process.
It is hoped that by using the approach advocated in this manual you can minimise and possibly eliminate
their impacts on the relevant parties.
Figure 1 - Negative impacts of UCC
Negative impacts of unreasonable complainant conduct
Organisations
Staff members
Complainants
• loss of focus among affected
• stress, anxiety and frustration
• unable to acheive the outcomes
and de-motivated staff
they are looking for
• fear of attending work or
• unable to effectively and fairly
reporting incidents
• obsession or loss of perspective
al ocate resources
leading to losses that are greater
• withdrawal, loss of motivation
• unecessary time and resources
than the original harm they
and/or indifference towards the
responding to complaints made
suffered
job
external y
• increased likelihood of distrust
• loss of confidence, feelings of
• loss of reputation and a poor
for other organisations and their
powerlessness and vulnerability
public image
staff
• psychological and/or physical
• increased staff turnover and
• stress
trauma
absenteeism leading to added
• damage to reputation and
• reduced productivity and
recuitment and training costs
credibility
timeliness
for replacement staff and salary
• damage to career, relationships,
• personal blame and/or guilt
costs for staff who are absent
friendships etc.
• loss of personal and/or
from work
• depression
professional reputation
• increased stress leave
• suicide
• irritability and deteriorating
applications and compensation
relationships at work and/or at
claims
home
• duty of care and WH&S issues
• emotional exhaustion and/or
• increased financial expenditure
burnout
on counsel ing, ADR, support
• depression
and legal advice
• damage to property and
equipment
External review bodies
The subjects of complaint
Other complainants/
and agencies
• stress due to interacting with
service users
the UCC and/or responding to
• additional demands on their
• inequitable al ocation of
escalated complaints made
time and resources, including
organisational resources
against them
dedicating staff to deal with
including staff time
escalated complaints
• damage to reputation
• reduction in service level
• inequity and resource al ocation
• fear or apprehension for self or
received including, waiting
issues - time taken away from
family
times over the phone, delays in
other review applications
• feelings of being under attack,
receiving correspondence etc.
• potential for all (or many)
victimised and/or powerless
• discomfort when observing
of the same impacts listed
• emotional exhaustion
incidents involving UCC
under 'organisations' and 'staff
• feeling threatened and/or
members'
inadvertently being drawn into
incidents
• negative feelings towards
the organisation and its staff
resulting in more complaints
10 ibid.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 2 - The fundamentals
Case study example – The potential impacts of UCC
provided by the NSW Ombudsman
In 2002 Mr M approached our office with a complaint about his former employer
(a university). He believed the university had taken detrimental action against him
because he had made a protected disclosure. The al eged detrimental action
included a failure to re-appoint him to his position at the end of his contract term,
as well as an al eged failure to fol ow proper procedures in finding a replacement for him. Mr M also
al eged that he had been ‘knowingly misled’ by the university about the terms of his employment and
claimed that one of his former col eagues had failed to declare certain conflicts of interest which he
considered to be quite significant.
Our office declined Mr M’s complaint for a number of reasons including that Mr M insisted we read
numerous Hansard documents in order to understand his complaint. Mr M also refused to summarise
these materials and would not specify how they related to his complaint – as we had requested.
Dissatisfied with our decision Mr M continued to make a number of complaints to our office and
about our office and our staff to other agencies. He al eged that the case officers who had dealt with
his complaints were corrupt because of an al eged (and unsubstantiated) conflict of interest. He also
accused them of being corrupt when we decided to restrict his access to our services and his contact
with our staff – an action which was taken because of the impact that Mr M’s conduct was having on
our staff and our resources.
Still dissatisfied, Mr M proceeded to lodge numerous FOI applications with our office and several other
public agencies that he had complained to about his issues – including the Director-General of the
Attorney General’s Department, the Director General of the Cabinet Office, the Commissioner of Police
and his former employer. Most of Mr M’s FOI applications were refused.
Mr M then sought reviews of the FOI decisions in Administrative Decisions Tribunal (ADT), the supreme
court and the court of appeals – at a significant cost to all the agencies. In total between 2005 and 2010
Mr M was a party to over 80 decisions of the ADT, 15 supreme court decisions and 6 court of appeals
decisions.
Mr M’s conduct appeared to fol ow the ‘downward spiral’ referred to by Mullen and Lester.11 See
Appendix 1. His obsessive drive for vindication resulted in unemployment, marriage breakdown, severe
financial trauma, al egations of domestic violence and tragical y – suicide. His unreasonable conduct
also seemed to prevent him from achieving the outcomes he was seeking and his apparent loss of
perspective about his substantive issue – ie loss of employment – ultimately resulted in disproportionate
losses for him and his family.
This case provides a bleak example of how UCC can spiral out of control having devastating impacts
on complainants, their families and others.
11
11 Lester, Wilson, Griffin & Mul en,
Unusual y Persistent Complainants.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Chapter 3 – Understanding the approach and framework
Key features of the approach
To properly apply the approach in this manual, you need to understand the principles and objectives that
underlie it. The approach has three core objectives. They are to:
• ensure equity and fairness for all complainants
• improve resource al ocation and efficiency
• protect staff health and safety.
To achieve these objectives, you need to be guided by three broad underlying principles – prevention,
management and accountability.
Table 1 – Core objectives and underlying principles
Core objectives
Ensure equity and fairness
Ensuring that all current and potential complaints are dealt with equitably and
fairly and resources are distributed on the basis of a complaint’s merits, rather
than a complainant’s demands or conduct.
Improve efficiency
Improving overall efficiency by al ocating sufficient time and resources to
dealing with UCC which, if left unmanaged, can be a massive drain on the
complaint handling resources of an organisation.
Ensure health and safety
Complying with WH&S and duty of care obligations by identifying the potential
risks posed by UCC to staff health, safety and security and implementing
measures to eliminate or control those risks. Staff safety is the number one goal.
See Chapter 17 – Management roles and responsibilities (Systems for
identifying, assessing and managing UCC related risks) (page 98).
Prevention
Manage complainant expectations at the outset
principles
Managing complainant expectations from the beginning of the complaints
process to ensure they are reasonable and realistic. Unmet expectations are
one of the primary triggers for UCC.
See Chapter 2 – What is UCC and why does it happen?
See also Chapter 6 – Effectively managing complaints and expectations from
the outset (page 24).
Insist on respect and cooperation
Insisting that complainants show respect for and cooperate with staff as
a prerequisite to receiving services and having any further contact with or
communication from the organisation.
Implement policies and procedures
Implementing appropriate policies and procedures for managing UCC and
ensuring that all staff are familiar with and receive training on them.
See – Unreasonable Complainant Conduct Model Policy. It is available at
www.ombo.nsw.gov.au.
10 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 2 - The fundamentals
Management
Exercise ownership and control over complaints
principles
Exercising ownership and control over complaints and ensuring complainants
are aware that:
• The organisation and its staff effectively ‘own’ the complaint – they decide
whether it will be dealt with and if so by whom, how quickly it will be dealt
with, the priority and resources it will be given, the appropriateness of the
outcome achieved, and so on.
• Complainants ‘own’ their issue – they are free to raise it in any other forum
they like including with oversight agencies, the courts and tribunals, the
media or a politician.
Focus on specific, observable conduct – not the person as a
problem
Moving away from any approach that labels or categorises complainants
as ‘difficult’. Other terms used to describe complainants with problematic
behaviours include resource-intensive, high maintenance, high conflict,
vexatious or querulous. These terms all focus on label ing the complainant (as
a person) as being difficult or chal enging rather than their behaviour – which
is the real issue. Also, when these terms are used by case officers to describe
certain complainants, they can negatively influence how these complainants,
and their complaints, are perceived and dealt with by other staff.
Using the term ‘unreasonable conduct’ al ows us to focus on the problematic
behaviour and respond to it openly and transparently and without the worry that
we might be incorrectly or offensively label ing someone – in this case we are
label ing their conduct.
Respond appropriately and with consistency to individual
complainants and complaints
Making full use of the framework and strategies in this manual when dealing
with UCC. The framework provides a systematised series of strategies and
serves as a ‘thinking tool’ that can be used to prevent and respond to UCC.
Used appropriately, the framework can also ensure consistency in how matters
are dealt with individual y and across the board – both within and across public
sector agencies.
Effective communication
Providing complainants with clear, timely and firm communication including
regularly informing them about the status of their complaints, even if there has
been no progress.
Complainants who are not kept informed about the progress of their complaints
are more likely to make negative assumptions about how they are being dealt
with. This includes assuming that no one is working on their complaint, that it is
the subject of a significant investigation (when it is not) or that there has been a
‘stuff up’.
See Chapter 6 – Effectively managing all complaints and expectations from the
outset (page 24).
Also see –
Reporting on the progress and results of investigations, NSW
Ombudsman, available at www.ombo.nsw.gov.au.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Accountability
Commitment to the approach
principles
Demonstrating management commitment and support for the approach is
(supervisors and critical to its success. It is not enough to send staff off for training and expect
senior managers) them to be able to deal with the chal enges presented by UCC.
Senior managers need to:
• Actively endorse and support the use of the strategies by staff at all levels.
• Demonstrate commitment to the approach by applying it consistently.
• Support staff with the necessary policies, procedures and authorisations to
use the strategies in this manual. Staff need to be clearly informed of what
they are and are not specifical y authorised to do in relation to UCC and
when to defer matters to nominated senior managers for further action.
• Provide staff with adequate and ongoing training, supervision and guidance
in their dealings with UCC.
Supervision
Ensuring that supervision, as far as the complainant is concerned, happens
behind the scenes, except perhaps in limited circumstances – eg a staff
member decides they are unable to manage a complainant’s conduct and/or
that escalating the matter to a senior manager will defuse the situation.
In our view, it is general y not appropriate to al ow complainants to be escalated
to supervisors and senior managers just because they demand this. There
are at least two reasons for this. First, complainants who are treated this way
can feel that they are getting preferential treatment in having their complaint
escalated or can make false assumptions about the importance of their
complaint. Second, once a complainant has been escalated to a senior
manager they will continue to expect similar treatment in their future interactions
with the organisation – especial y when they do not get their own way.
Unless the complainant wants to make a complaint about a case officer,
which should be done in writing anyway, and perhaps in the limited situations
identified above, we strongly discourage case officers from escalating cal s to
supervisors and senior managers.
Also supervisors and senior managers need to ensure that when they
review complaint decisions made by lower level staff they consult those staff
members to obtain all the relevant information about to the complaint and the
complainant. They should also ensure their review decisions are compliant and
consistent with their UCC policies and procedures – in particular when they
decide to overturn an earlier decision.
See Chapter 17 – Management roles and responsibilities (page 98).
Recognise that complaint handling, including dealing with UCC
is a core part of a public organisation’s work
Ensuring that managing UCC is recognised as a core organisational
responsibility, rather than a peripheral issue, and is given proper priority
and adequate resources. This includes ensuring that staff are provided with
adequate time to deal with cases where UCC is an issue. Although this may
require greater initial outlays in terms of time, training and supervisory support,
over time the benefits flowing from this approach should result in significant
overall savings for the organisation.
Adequate training and guidance
Providing all staff (including senior management) with adequate training and
guidance on their roles and responsibilities and the policies and procedures for
preventing and managing UCC. Comprehensive training on an ongoing basis
is fundamental to staff developing and maintaining the skil s and confidence
needed to appropriately deal with UCC in their daily work.
12 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 2 - The fundamentals
Accountability
Calm demeanour
principles
Remaining calm in the face of UCC and maintaining control over emotions and
(all staff)
reactions to such conduct.
Show respect
Showing respect to all complainants regardless of their conduct.
Respect is fundamental to preventing and successfully managing UCC.
Everybody believes they deserve respect no matter how they behave, and
a failure to show respect will invariably lead to a negative response from a
complainant. As a result, it does not matter how a complainant acts out they
should be treated with respect. This is not about faking an emotional response,
but about being courteous, polite, attentive and responsive. It does not mean
you cannot be firm with a complainant, say ‘no’ or manage their conduct.
See Chapter 7 – Dealing with anger through effective communication (page 29).
Demonstrate impartiality
Demonstrating impartiality throughout the complaints process and not acting as
an advocate for either side – especial y when dealing with complainants who try
to use pressure tactics, intimidation and manipulation to get their way.
The obvious exception here is if advocacy is a part of your job.
Professionalism
Understanding that case officers play an important role in promoting productive
and professional interactions with complainants. This includes displaying a
professional approach in all dealings with complainants – even when they are
behaving unreasonably.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
The framework
To use and apply the strategies in Part 5 – Responding to and managing UCC, you also need to understand
the framework that we use to manage UCC. The framework divides UCC into five broad categories of
complainant conduct and provides an overarching strategy for managing each category. It also identifies
the specific behaviours that fall under each of the five categories and provides a list of options for dealing
with each one.
The framework is demonstrated in Table 2 below and is detailed in Part 5 – Responding to and managing UCC
(starting on page 37).
Table 2 – The framework of strategies
Unreasonable
This includes complainants persisting with their issues even though they
persistence
have been dealt with to finality, refusing to accept final decisions and sending
excessive amounts of correspondence.
The overarching management strategy for dealing with unreasonable
persistence is saying ‘no’ – not necessarily using the word but the same
principle.
See pages 39 – 43 for more examples of unreasonable persistence.
Unreasonable
This includes complainants insisting on outcomes that are unattainable, moving
demands
the goal posts or demanding to have their complaints dealt with in particular
ways.
The overarching management strategy for dealing with unreasonable demands
is setting limits – eg limiting how often a complainant can telephone the
organisation, who they can cal , for how long etc.
See pages 50 – 54 for more examples of unreasonable demands.
Unreasonable
This includes complainants providing disorganised, excessive or irrelevant
lack of
information, being unwil ing to consider other valid viewpoints, or refusing to
cooperation
define their issues of complaint when they are capable of doing so.
The management strategy for dealing with unreasonable lack of cooperation
is setting conditions – eg requiring a complainant to define their issues of
complaint or organise information they have submitted with their complaint.
See pages 64 – 65 for more examples of unreasonable lack of cooperation.
Unreasonable
This includes complainants seeing cause and effect arguments where there
arguments
are clearly none, holding conspiracy theories unsupported by evidence,
and irrational y interpreting facts or laws and refusing to accept other more
reasonable interpretations.
The management strategy for dealing with unreasonable arguments is declining
and discontinuing – eg refusing to deal with complaints that are not supported
by any evidence.
See pages 69 – 71 for more examples of unreasonable arguments.
Unreasonable
This includes extreme anger, aggression, threats or other threatening or violent
behaviours
conduct.
The management strategy for dealing with unreasonable behaviours is setting
limits and conditions about acceptable and unacceptable behaviour and, if
necessary, applying risk management strategies and/or security policies and
procedures.
See pages 77 – 85 for more examples of unreasonable behaviours.
14 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 2 - The fundamentals
How you will benefit from using this framework
By using the framework in this manual you can be confident that:
R
Complainants will not be any worse off if you use the strategies provided within the framework –
whether or not the strategies are successful in managing their problematic behaviour.
R
All complainants, whether their behaviour is chal enging or not, will be treated with fairness and
respect.
R Complainants’ rights wil be observed.
R
By taking control of interactions with complainants, you can separate the way you manage their
behaviour from the way you deal with their issue – that is the two issues are not conflated.
R
You will be able to easily implement the strategies, while also relying on your own professional
knowledge, skil s and experience to deal with UCC – it is all common sense stuff.
R
It has been designed to ensure your safety and reduce your stress levels when dealing with UCC
thereby helping employers to meet their duty of care and WH&S obligations.
R The impact of UCC on organisational resources will be reduced.
R
All complaints, not just those where UCC is an issue, will be dealt with in a more equitable, fair and
consistent way.
12
The process behind the framework
The framework of management strategies is based on original work by the NSW Ombudsman’s office.
It has been refined through extensive consultation with a range of Ombudsman offices, highly skil ed
complaint handlers and specialist professionals from a range of disciplines – including consumer
behaviour, suicide intervention and mental health. It has also been informed and supported by a study
into ‘unusual y persistent complainants’ conducted by Grant Lester, FRANZCO, Beth Wilson, LLB, Lynn
Griffin Med, and Paul E. Mullen, DSc.12
Initial y, the framework was ‘road tested’ for twelve months by all the Australasian Parliamentary
Ombudsman offices, starting in 2007. It has since been used by staff from a wide range of
organisations, both public and private, around the world.
While preparing this edition of the manual, we also held focus group consultations involving
approximately 180 public servants representing 80 organisations across Australia. Among the various
issues discussed during these sessions was the effectiveness of the UCC approach and our framework.
All of them confirmed that the framework is the main one that they are using to deal with UCC, including
in circumstances where they are required to maintain an ongoing relationship with a complainant –
which was our focus in Stage 2 of the UCC project.
12 ibid.
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16 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
PA RT 3
Identifying UCC
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February 2012 | 2nd Edition – Managing unreasonable complainant conduct practice manual
Chapter 4 – Recognising the early warning signs
What are the early warning signs of UCC?
Like most things in life early intervention is typical y the most effective way to prevent and/or minimise the
impacts of UCC and data gathered during the course of the UCC project suggests that there are several
early warning signs of UCC. By identifying some of these warning signs you may be able to see difficult
and potential UCC cases and prepare for them, before they become a full blown problem. Table 3 below
provides a list of our findings.
It must be emphasised that the warning signs provided in Table 3 are only factors to consider. None of them
are individual y determinative and they do not always escalate into UCC. Nonetheless, in our experience
they are almost always present in cases where UCC becomes an issue.
Also, while some of the warning signs are very obvious, others are more subtle. Some may be identified
early on and others may only become apparent later on in the complaints process – eg at the end of the
investigation when an otherwise reasonable and cooperative complainant discovers that the outcome they
were anticipating has not been achieved. Whatever the case may be, these warning signs should never
cause you to be disrespectful, unfair, heavy handed or partial towards a complainant (or their complaint) in
any way.
Table 3 – Early warning signs of UCC
Complainant’s history – the complainant has:
• made a number of previous complaints and review requests to your organisation about their issue (or
related issues)
• made contact with various other government agencies, MPs, Ministers or oversight bodies about
their issue
• made a number of access to information requests for their issue
• complained about a case officer’s (or organisation’s) integrity or competence largely or solely because
they were dissatisfied with the outcome or level of attention they were given etc.
• suffered disproportionate losses in their personal and/or professional lives as a result of pursuing their
issue – eg financial or social problems, employment or career related problems or clinical depression
• a known history of physical violence or serious verbal threats, including having a previous history with
police in relation to such issues
• safety alerts on their file either at your organisation or another organisation
• a history of substance abuse or mental health issues – only in some cases.
Style of writing – the complainant's electronic or written communications contain:
• text that is UPPERCASE, lowercase, underlined,
bolded, highlighted, in different colours, fonts or sizes.
See Appendix 2 – Email sample received from complainant with characteristics of UCC.
• extensive and/or inappropriate uses of technical language – eg legal or medical terminology
• a formatting or reporting style that appears to imitate an official style – eg police operational format
• excessively dramatic language and/or idiosyncratic emphasis
• multiple cc’s addressed to various people and/or organisations
• text or notes all over the page(s), including in the margins
• references to themselves in the third person by name or as ‘the victim’ or ‘the defendant’
• repeated restatements of their issue, often done in different ways
• an excessive number of pages and/or supporting information, most of which are irrelevant – eg
photocopies, press clippings, diary entries or testimonials when they are not warranted.
See also Appendix 1 – A word on unusual y persistent complainants (querulants) (page 116).
18 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 3 - Identifying UCC
Interaction with the organisation – the complainant:
• is rude, confronting, angry, aggressive or unusual y frustrated
• is overly complementary or manipulative or makes veiled threats
• makes excessive phone cal s, sends excessive amounts of information and correspondence or
regularly makes appointments to discuss their complaint when this is not needed
• gives forceful instructions about how their complaint should be dealt with and/or by whom
• has an unreasonable or unusual sense of entitlement
• displays an inability to accept responsibility and blames others
• expresses a general dissatisfaction with a person, agency or ‘life in general’ at the outset and without
clear reasons for doing so
• appears to have a low anger threshold and very little self-control
• attempts contact while under the influence of drugs or alcohol
• refuses to define their issues of complaint when they are clearly capable of doing this
• is resistant to explanation if this runs counter to their own views
• refuses to accept advice, even if it is clearly valid and reasonable
• intentional y harasses, intimidates, embarrasses or annoys the people they are interacting with to get
their own way
• provides information in dribs and drabs, even though they have been asked to provide all relevant
information relating to their complaint or intentional y withholding information
• provides false information
• displays an inability to ‘let go’ and move on from their issue/complaint
• makes excessive demands on resources.
Outcomes sought – the complainant wants:
• a manifestly unreasonable amount of organisational time and resources to be spent dealing with their
complaint – eg wants it dealt with by a specific senior officer
• financial compensation that is manifestly inappropriate or unreasonable in the circumstances
• an outcome that is altogether il ogical or irrational
• an apology when it is clearly not warranted or the terms of the apology sought are clearly unreasonable
• vindication, revenge or retribution
• their issue pursued based on a matter of ‘principle’ or the public interest, when their interests are
clearly personal.
Reaction to news that their complaint will not be taken up, will not be pursued
further or an outcome/decision they disagree with – the complainant:
• refuses to accept the decision made/outcome reached in their matter
• reframes their complaint in an attempt to have it taken up again
• provides previously withheld information in an attempt to have their case reopened
• raises a range of minor or technical issues and argues that they somehow invalidate the decision/
outcome of their complaint
• expects a review of the decision/outcome simply because they are dissatisfied with it and without
making a clear argument for one
• demands a second review when they have already had the benefit of one
• takes their complaint to other forums al eging bias or corruption on the part of the case handler or
organisation, simply because the decision went against them.
See also Chapter 7 – Dealing with anger through effective communication (Understanding and
recognising complainant anger) (page 29).
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Things to do when you recognise the warning signs of UCC
If you recognise any of the warning signs for UCC during your interactions with complainants refer to the
suggestions in Part 4 – Preventing UCC and consider the fol owing:
•
Make sure you don’t act prematurely – Just because you’ve identified a potential problem does
not mean it will necessarily become one. Avoid being judgemental or overly reactive because the
complainant may just be having a bad day or may not understand how the complaints process works/
how to make an effective complaint – which should be explained to them.
•
Check your communication style – Think about how you have interacted with, and reacted to, this
complainant. What can you do differently to bring about a different response from them? See Chapter
7 – Dealing with anger through effective communication (Communication strategies for avoiding or
minimising the triggers for anger, conflict and UCC).
•
Stop, think, and arm yourself with the strategies – By identifying the potential for trouble early on
you have a unique opportunity to think through the appropriate strategies. See Part 5 – Responding to
and managing UCC (starting on page 37).
•
Seek guidance – It is always easier to prevent UCC than to deal with it once it becomes a full blown
problem. Speak to a col eague or consider sitting down with your supervisor to develop an action plan
on how you will respond if the complainant’s conduct escalates. Having a plan helps to take some of the
stress and anxiety out of the situation.
•
Assess the risks – Do an informal risk assessment of the situation to see if the complainant’s conduct
poses an unreasonable level of risk to your health or safety (or those of others). This will usual y help you
to decide how you should respond in the circumstances. See Chapter 14 – Assessing risks (page 89).
•
Set limits and communicate them to the complainant – If necessary, talk to the complainant
about the behaviour that has concerned you and inform them of your boundaries. See Unreasonable
Complainant Conduct Model Policy (Appendix 1 – Individual Rights and Mutual Responsibilities of the
Parties to a Complaint). It is available at: www.ombo.nsw.gov.au.
•
Keep an open mind and remain positive – There will be days when you will come across one, two,
even three complainants who will test your patience and your desire for the job. Don’t let it drag you
down. There is always another day and another complainant who will remind you why you love doing the
work you do.
20 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 3 - Identifying UCC
Chapter 5 – When does conduct become unreasonable?
When does conduct become unreasonable?
‘The question of whether a complainant’s conduct is unreasonable primarily relates to whether an
organisation and/or its staff are justified in taking steps to restrict or terminate contact, or implement
alternative service arrangements to manage the impacts of that conduct.’13
A complainant’s conduct is unreasonable if it has unacceptable consequences for one or more of the
parties to a complaint – this being the case officer and the organisation handling their complaint, the subject
of their complaint, other complainants and services users, and the complainant himself/herself in certain
circumstances. 13
However, it is not always easy to identify the specific point when a complainant’s conduct goes from being
‘reasonable’ to being ‘unreasonable’. At what point do the negative impacts of their conduct become so
significant that they become unacceptable and therefore ‘unreasonable’?
The answer to this question can be fairly straightforward in some situations, for example where a
complainant is overtly violent or aggressive. However, where a complainant is emotional y manipulative,
passive aggressive or acts in subtle ways, this assessment can be far more difficult. In these situations, you
might feel uncomfortable with the complainant’s conduct, your alarm bel s go off or you may have a gut
feeling that things are not right, yet because there is nothing overt or obvious in the complainant’s conduct it
can be quite difficult to specify or explain why you consider their conduct to be unreasonable. What’s more,
conduct that might be reasonable in one set of circumstances may be unreasonable in another – making
your assessment that much more difficult.
As a result, the fol owing list of criteria has been developed to assist you to assess whether a complainant’s
conduct is, or has become, unreasonable. These criteria will need to be balanced against each other in
each case to determine whether the conduct in question is unreasonable. They are:
1. The merits of the case
• Is there substance or value in the complainant’s matter?
• Is there an inherent right or wrong in the matter?
• Does it appear that the complainant may have suffered a relatively substantial loss, either in financial
terms or impact on their wel being?
2. The complainant’s circumstances
• Does the complainant have the health, intel ectual, linguistic, financial and social resources needed to
cooperate and meet the requirements of the complaint process? If they do, then more can be expected
of them in terms of their conduct than if some or all of these resources are absent.
• Are there any cultural influences that may be affecting the complainant’s conduct that you are misinterpreting
– eg in some cultures people prefer to talk quite closely which others may perceive as being intrusive. Also in
certain cultures there are underlying apprehensions or reluctances to engage with government or authority
figures which may affect your interactions with complainants from these cultural groups.
3. Proportionality
• Is the complainant’s behaviour/reaction proportionate when compared to the loss or harm they have suffered?
• Are the complainant’s demands on time and resources proportionate to the seriousness of their issue –
eg wanting it dealt with by a supervisor or senior officer?
4. The complainant’s responsiveness
• Do calming measures and explanations help to settle the complainant down?
• Is this the first time the complainant has displayed this type of behaviour or has it occurred in the past?
• Has the complainant been warned previously about their conduct?
13 Chris Wheeler, NSW Deputy Ombudsman.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
5. Personal boundaries
• Have your personal boundaries been crossed? For example, do you feel unusual y stressed, anxious,
threatened or otherwise uncomfortable when interacting with the complainant?
Note: everyone’s personal boundaries are different. Some of us may have a high tolerance for swearing,
raised voices or insults, but others will not. This question is therefore completely individual to you.
6. Conduct that is unreasonable and unacceptable under all circumstances
• Does the conduct involve aggression, harassing words or actions, threats, violence or assault which
should not be tolerated under any circumstances?
7. Jurisdictional issues
• Is there any law, legislation or policy that might limit or affect the types of strategies you can use to
manage the complainant’s conduct? For example, does the complainant have a statutory right to the
services provided by your organisation thereby preventing you/your organisation from terminating their
access to those services?
For information on specific types of UCC, see Part 5 – Responding to and managing UCC (starting on
page 37).
Case study example – Identifying UCC
provided by the Victorian Ombudsman
Mr X made multiple complaints to Ombudsman Victoria over a two month period.
During this time Mr X made repeated phone cal s about each of his complaints.
In relation to one particular complaint, Mr X became very agitated while we
awaited a response from the agency he had complained about. Mr X told our
staff that he would call every day until the matter was resolved to his satisfaction. He then proceeded to
phone our office several times a day over a number of weeks.
Mr X made three phone cal s to our office in quick succession that caused us to be concerned about
his conduct.
During the first phone call Mr X spoke with a female officer, Officer Y. Officer Y was not handling Mr
X’s complaint but agreed to take a message for the case officer dealing with his matter. Mr X advised
Officer Y that he had cal ed as he felt lonely and wanted to talk to ‘someone pretty’. He then began to
ask Officer Y questions about his case officer’s appearance and asked Officer Y to ‘suss out’ the case
officer by the water cooler. Officer Y ended the call and reported Mr X’s conversation to a manager.
Mr X made a second phone call on the fol owing day. He spoke with another female officer, Officer
Z. After enquiring about the progress of his complaint Mr X asked Officer Z who was more attractive,
Officer Y or his case officer? Officer Z advised Mr X that his question was inappropriate and that she
would end the cal . Mr X advised that he would continue to call the office every day because that was
how he would get to know everyone. This conversation was also reported to management.
During his third phone cal , later that afternoon, Mr X spoke with Officer Y – for the second time. At the
outset of the call Officer Y asked Mr X to confirm his full name. Mr X replied by saying: ‘
I am the one that
you are not supposed to flirt with’. Mr X also asked whether Officer Y thought that Officer Z liked him as
he did not think that she did. This phone call was also ended.
Mr X’s conduct was reported to management and a management strategy was developed to deal with
his conduct. It was decided that all staff would end conversations with Mr X immediately if he engaged
in any inappropriate behaviour.
This strategy was added to the office’s case management system via an alert which pops up when a
relevant case is accessed. A consistent approach by staff to the implementation of this strategy led to
Mr X ceasing this behaviour.
Consistency in the identification of unreasonable conduct, supported by the development of a
management plan which is then consistently applied is critical to the successful management of this
type of behaviour.
22 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
PA RT 4
Preventing UCC
23
February 2012 | 2nd Edition – Managing unreasonable complainant conduct practice manual
Chapter 6 – Effectively managing complaints and
expectations from the outset
Handling the initial interaction successful y
Your initial interaction with a complainant is probably one of the most important contacts that you will have
with them. The way you begin this interaction can significantly affect how the complainant interacts with you
in subsequent interactions. A complainant, who feels that they have been listened to, understood, treated
fairly and with respect and who has been given a thorough explanation of the complaints process and what
is likely to happen with their complaint is more likely to respond positively to you, your organisation and the
complaints process than if they were not given this information. This is supported by organisational justice
theory which argues that:
where a person perceives that an organisation/person has fol owed proper procedures when handling
their matter and their interactions with that organisation/person have been appropriate, then they are less
likely to have negative perceptions of the organisation/person, even if they achieve a negative outcome.14
As a result, it is important that you begin all interactions in a positive and helpful manner, using the types of
communication strategies provided below. These strategies can help you prevent/minimise the likelihood of
UCC.
Establishing the ground rules
When interacting with complainants it is important to establish clear ground rules with them about what they
can expect from the complaints process and what will be expected from them in return. The reason for this
is that in our experience a common feature of many complainants who behave unreasonably is a significant
failure to recognise that what they consider to be their ‘rights’ (eg the right to complain) are subject to a
balancing set of ‘responsibilities’ that they must accept when they make a complaint. These responsibilities
can include a responsibility to:
• clearly identify their issues of complaint
• provide all relevant information about their complaint – to the best of their ability
• cooperate with any requests for information, inquiries or investigations
• act honestly
• treat the people handling their complaint with courtesy and respect.
While these responsibilities may seem ‘self-evident’ to us as complaint handlers, many complainants whose
behaviour becomes problematic are either unaware of or give little thought to them. Some are also unaware
of or overlook that a condition of being able to exercise their own rights is, in most cases, an acceptance
of and respect for the rights of others to do the same. This includes your rights as a case officer to dignity,
physical and emotional safety and respect. It also includes the rights of other complainants/service users to
an equitable share of public resources.
To help all complainants better understand their rights and countervailing responsibilities, we suggest that
all organisations should adopt a set of ground rules or ‘rules of engagement’ for accessing their services.
These rules should clearly identify the rights and responsibilities of the key parties to the complaints process
and should be made publicly available – eg on a website and in leaflets/brochures displayed in their
reception area(s).
In addition, as case officers you should assume the responsibility for ensuring that complainants are aware
of these ground rules when they make a complaint and that their questions about them are responded to –
within reason particularly if you are dealing with a complainant who is engaging in UCC.
See Unreasonable Complainant Conduct Model Policy (Appendix 1 – Individual Rights and Mutual
Responsibilities of the Parties to a Complaint). It is available at: www.ombo.nsw.gov.au.
14 For more information on Organisational Justice Theory see: Greenberg J & Cropazano R 2001,
Advances in Organizational Justice, Stanford
University Press, Stanford.
24 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 4 - Preventing UCC
Managing complainant expectations
In addition to establishing ground rules another important part of preventing
or minimising the likelihood of UCC is to effectively manage complainants’
expectations.
In practice, it is not uncommon for complainants to be unaware of an
organisation’s role, procedures or practices for dealing with complaints.
They may believe – without realising that these expectations are
inappropriate – that they have the right to dictate:
• how the organisation will handle their complaint, including the priority it
will be given who within the organisation will deal with their complaint
• the type and level of involvement they will have with their complaint
• how long it will take to deal with their complaint
• what the outcome of their complaint will be – eg that they will receive
significant financial compensation or that someone will be fired.
As a result, it is essential for you test and manage complainant expectations at the earliest possible
opportunity to minimise the likelihood for disappointment, anger or frustration – emotions that are all
catalysts for UCC.
Other than for simple matters that can be dealt with over the phone, at the beginning of the complaints
process all complainants should be informed in general terms, of:
• your role as a case officer and the functions of your organisation
• the complaints processes and procedures that you/your organisation intend to fol ow in relation to their
complaint
• how their complaint will be dealt with
• the likely timeframes for completing key tasks relating to their complaint
• the likely and unlikely outcome(s) of their complaint
• their responsibilities as a complainant – eg acting honestly, cooperating with and respecting you as a
case officer and the complaints process general y
• your responsibilities as a case officer (and those of your organisation) in relation to them and their
complaint.
This information will help to manage a complainant’s expectations and may minimise the likelihood for
subsequent misunderstandings which can lead to UCC.
Information that is designed to test or manage complainant expectations can be communicated in a number
of ways including:
•
Before a complaint is made – in publicly available information materials such as brochures and
leaflets or on an organisation’s website.
•
When a complaint is made – during an initial interaction with a complainant – eg over the phone
or in person.
•
Immediately after a complaint is made – in a letter acknowledging receipt of their complaint
and explaining in general terms what will happen next. See Appendix 3 – Sample acknowledgement
letter for managing expectations.
•
While the complaint has being dealt with – during any interactions with a complainant about the
progress of their complaint – eg over the phone, face to face, in written or electronic communications etc.
•
Immediately before the final letter is sent or in the final letter – explaining the
outcome of their complaint, as well as the reasons for that outcome.
•
After a complaint has been closed/on an ongoing basis – in cases where a complainant
persists with their complaint, for example by reframing their complaint or insisting that it be re-opened,
and/or pursues a review of their complaint.
25
Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Table 4 below provides some script ideas for testing and managing the complainants’ expectations. These
scripts should be used during your interactions with all complainants – not just those who present with
unreasonable behaviours.
Table 4 – Testing and managing complainant expectations
Actions
Script ideas
Testing expectations
•
What were you hoping to achieve by bringing your complaint to our
– finding out what the
attention?
complainant expects
•
What did you hope to achieve when you decided to contact us?
and wants.
•
What do you think our organisation can do for you?
•
What outcome are you hoping for?
•
What can we do to resolve this in a way that is fair to everyone?
•
Let’s have a look at your goals in this situation.
•
How do you propose that we resolve this?
•
Let me explain what happens when you make a complaint.
•
Do you understand how the complaints process works at this organisation?
Defining the issues of •
As I understand it, you’re complaining about ... and. .. Is this correct? (Al ow
complaint – clarifying
for clarification) And you want ... to happen. Is that correct?
the complainant’s issues
•
You appear to be complaining about ... and. .. Is this correct? (Al ow for
to determine whether they
clarification) … is an issue we can look at, but ... and ... aren’t things we can
can be dealt with by your
take up because ….
organisation.
•
Are you saying that…?
•
Let me see if I understand your issue(s).
•
And am I correct that you want ... to happen?
•
Can you share that with me one more time just to make sure I understand
you completely?
•
Thank you for going to the trouble of explaining this to me. As I understand it
you’re saying …
If the complainant is rambling:
•
I don’t need that level of detail to be able to do something about your
complaint. Tel me about ….
•
So I don’t waste your time, why don’t you tell me about ….
•
Tell me what the key issue is that you’re complaining about.
Retesting and
•
Are you aware of what our organisation can do? (often the answer is ‘not
reframing
really’)
Perhaps I could tell you a bit about how this organisation works and
expectations
what we can and can’t do.
– correcting any
•
Let me give you an idea of what our organisation can do.
misunderstandings
and expectations
•
. . is what we can do. .. we can’t do….
that are unrealistic or
•
I realise that you want…. We can/can’t do …because….
unreasonable.
•
. .. won’t happen because. .However, might be possible.
•
We won’t do. . But we may/will be able to. .
•
So that you aren’t disappointed later on, I should clarify now that it is very
unlikely that we’ll be able to do … because….
•
It seems to me you’re hoping we can do … I have to tell you now that this
will not be possible because ….
26 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 4 - Preventing UCC
Actions
Script ideas
Redefining
•
I’m cal ing because I said that we would get ... to you by. .. Unfortunately for
expectations
[state reason(s)]
we haven’t been able to do this. I can call you in a couple
– correcting the
of days, if you like, to let you know exactly when we can have it done. I
expectations you/your
apologise.
organisation create if they
•
I know you were expecting that ... would happen today, but it will not be
cannot be met, especial y
possible. It is likely that it will happen. .
those relating
to timeliness.
•
I’m sorry, but we won’t be able to. .. However, we can. .
See – Chapter 8 Apologies.
Preparing the
•
I wanted to call you and tell you about my decision/the outcome of your
complainant for
complaint before I send out my letter, because I know the outcome isn’t
disappointment –
what you’d hoped for (explain)
.
delivering bad news
•
I wanted to call you and tell you directly that we won’t be able to take up
as early as possible to
your complaint, before I send you a letter saying this (explain)
.
avoid the complainant
developing unrealistic
•
I wil , of course, send you my decision in writing, but speaking with you
expectations about
means I can also answer any questions you have about my decision/the
their complaint and any
outcome.
possible outcomes.
Note: Although these conversations are not easy, they al ow you to discuss the
‘bad news’ on your own terms and at a time when you are mental y prepared
to do so – instead of some hours, days or weeks after you have sent the
complainant their final letter and they have had time to script or rehearse a
response to the bad news.
Case study example – Managing Expectations
provided by the Commonwealth Ombudsman
Mrs A complained to the Commonwealth Ombudsman about an ongoing dispute
that she was having with a government agency. Mrs A al eged the agency had
suspended and then cancel ed her ‘Parenting Payment’ welfare benefit, without
her knowledge, and that when she appealed the cancel ation some months later
the agency reinstated the payments, but refused to reimburse her several outstanding payments that
were still owing to her.
Mrs A thought that this was a gross injustice against her and pursued it with the Social Security Appeals
Tribunal and the Administrative Appeals Tribunal (AAT) before complaining to our office. Both tribunals
upheld the agency’s decision not to reimburse her payments because the agency had provided Mrs A
with sufficient notice by sending letters to her via Australia Post. Also, the relevant legislation stated that
in cases where a cancel ation decision is overturned on review (like in Mrs A’s case) and a request for
review is not made within 13 weeks of the original decision, then arrears may not be paid. Mrs A had not
requested the review within the 13 weeks period.
However, the AAT did acknowledge that Mrs A had not done anything wrong and had provided the
agency with all the correct banking and address details. Unfortunately, for Mrs A there was evidence
of mail in her neighbourhood regularly going missing and not being delivered. Mrs A approached our
office to assist her in lodging an application under the Compensation for Detriment caused by Defective
Administration (CDDA) to recoup the excess payments which she had very high expectations of receiving.
Because the issues involved in Mrs A’s matter were quite complex and because English was her second
language a lot of time was spent explaining how the legislation worked, as well as the CDDA scheme. We
also had to repeatedly manage her expectations and remind her of the Ombudsman’s role and the fact that
we could not guarantee that she would get the payments – we had no determinative powers in the matter.
Mrs A’s application was subsequently denied. Although she felt that there was an injustice, her
understanding of the process, purposes and roles of the relevant schemes and bodies al owed her to
rationalise and accept the decision and eventual y put it behind her.
27
Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Managing your own expectations
It is not just complainants whose expectations can be unrealistic. Having unrealistic and unreasonable
expectations is actual y a very common occurrence in all of us. Some of the more common unrealistic
expectations held by complaint handlers include that:
•
Complainants will have realistic and reasonable expectations.
− In practice some complainants are looking for vindication, retribution, revenge, or for someone to be
punished for the wrong they have suffered – things that a complaint handling system is not designed
to deliver. Other complainants may also insist on outcomes that are completely inappropriate,
impossible or unattainable.
•
They can bring all complainants around to their way of thinking if they explain things well
enough.
− In practice, explaining and logical reasoning will not always work – especial y when a complainant
has not arrived at their point of view through logical reasoning or has reasoned wel , but from a false
premise. Also, some complainants are so emotional y committed to a particular position that no
amount of reasoning will lead them to change their views, acknowledge other more reasonable views,
or admit to changing their views if they have indeed done so.
•
They can resolve all complaints to a complainant’s satisfaction and maintain good
relationships with all complainants.
− In practice, some complainants will never be satisfied despite your best efforts to resolve their issue.
Also some problems may never be fixed. The fact that a complainant is unsatisfied with a decision
you have made or the outcome of their complaint does not always mean you have failed or have been
unsuccessful in the way you handled their complaint. Provided you have done your job properly –
including acting fairly, reasonably and impartial y – and have reached an outcome that you and your
organisation consider to be reasonable and appropriate in the circumstances, the complainant’s
satisfaction will not be an appropriate measure of your performance or how well you handled the matter.
•
They can help complainants who appear to be spiralling out of control over a relatively
insignificant issue.
− In practice, some complainants cannot be helped out of this situation. They get so consumed and
invest so much time and energy into pursuing their issue that they lose perspective and al ow their
issue to dominate everything in their lives – when it should not. In these cases often the best way to
help a complainant is to deal with their issue as promptly as possible – giving it due consideration, of
course. Otherwise, you may just fuel them and their issue unnecessarily.
28 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 4 - Preventing UCC
Chapter 7 – Dealing with anger through effective communication
Recognising and understanding complainant anger
In complaint handling, anger is an understandable, and to some degree acceptable,
emotion among frustrated and disappointed complainants. In itself, it is not a problem
and to be shocked and unprepared when it occurs is general y unrealistic.
However, anger does become problematic and unacceptable when it escalates
into verbal abuse, hostility, threatening behaviour or violence. When it is expressed
in these ways, it must be dealt with swiftly and decisively using the suggested
management strategies in Chapter 13 – Strategies and script ideas for managing
unreasonable behaviours (page 77).
As complaint handlers, it is essential that we understand and recognise the signs
of anger in complainants (and within ourselves) so that we can respond in the most
effective and productive ways possible.
Some of the more common signs and expressions of complainant anger include: 15
• raised voices, yel ing, slurred speech or chanting
• accusatory, dominating or even sexual y explicit language
• loaded words that are intended to intimidate or to achieve a particular result
• harsh or overly sarcastic humour
• combative or inflexible behaviour
• irritability, anxiety or short temperedness
• redness in the face or flushed appearance
• intimidating expressions including lowered eye brows, stares, eye rol ing or flared nostrils
• tension in the face, neck, hands, scalp or back – eg clenched fists or jaws, grinding teeth etc.
• intrusive behaviour such as violating your personal space or entering areas of the office that are either
off-limits or that they have not been invited into etc.
• exaggerated gestures including thrashing their arms around and pointing or waving their finger
• repetitive and agitated movements – including pacing around, tapping their feet continual y, constant
repositioning in a chair or standing up frequently
• physical aggression including throwing and shoving things around, such as paper, pounding the
table etc.
You will note that a number of these ‘signs’ of anger are physiological. This is because anger is one of the
most physical y arousing emotions that human beings experience. It can block our judgement and affect
our ability to reason, problem solve and process information making it very difficult to communicate in
productive ways.16
In a complaint handling context this means that complainants who are experiencing the physiological effects
of anger may be incapable of processing the information that you are attempting to give them or even
working towards a resolution of their complaint. As a result, you will need to use your judgement to decide
whether to continue an interaction with a complainant who is displaying signs of anger or end the interaction
and return to it sometime later – when they have had time to calm down which can take up to 24 hours.
In addition, as a complaint handler it is likely that you will have to deal with a complainant’s anger by
acknowledging and addressing that anger first, before you can effectively deal with their substantive complaint.
Ultimately, it is your responses to a complainant’s anger and your communication style that will be the
significant determinant in whether your interaction with an angry complainant escalates.
For more information on the physiology of anger see: www.optimus.com.
15 Department of Human Services (Vic) 2005,
Staff safety in the workplace: Guidelines for the protection and management of occupational violence
for Victorian Child Protection and community- based Juvenile Justice staff, Victoria, pp 25. Copyright © State of Victoria, Australia. Reproduced
with permission of the Secretary to the Department of Human Services. Unauthorised reproduction and other uses comprised in the copyright are
prohibited without permission.
16 Mil s, H (Dr), ‘Physiology of Anger; viewed 21 September 2011, <http://www.mentalhelp.net/poc/view_doc.php?type=doc&id=5805&cn=116>.
29
Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Using the CARP method to defuse complainant anger
CARP is an acronym developed by Robert Bacal to describe a sequence of actions that you can take to
deal with complainant anger. CARP can help you to organise and time how you defuse a complainant’s
anger and refocus their attention onto resolving their issue. It stands for:
•
Control – control ing your interaction with the complainant, as well as your own anger.
•
Acknowledge – acknowledging the complainant’s anger and giving them an opportunity to ‘let off
steam’.
•
Refocus – refocusing the conversation onto the substantive issues.
•
Problem solve – finding solutions to the issues and problems that you've identified.
The order of CARP is very important, in particular leaving the problem solving to the end. If you try to
problem solve or refocus too quickly you are likely to find yourself explaining the same thing over and over
again – because the complainant will persist in wanting to explain their story. If this happens, go back to
acknowledging their feelings and emotions and work your way back down the sequence.17
For more information on CARP see: www.darncustomers.com/course/ch4defusingprocess.htm.
An explanation of the CARP method is also provided in Appendix 4 – Defusing complainant anger with CARP.
Communication strategies for avoiding or minimising the triggers for
anger, conflict and UCC
In addition to the CARP method, the suggestions in Table 5 are designed to promote optimum
communication and lessen the triggers for conflicts with complainants as well as UCC. They are the result of
our years of experience and are divided into two columns:
Do – Things that you can do to facilitate non-confrontational communication and build your
relationships with complainants.
Don’t – Things that tend to lead to conflict and UCC and that you should avoid during interactions with
complainants.
These suggestions should be used in your interactions with all complainants, not just those whose
behaviour you find difficult.
Table 5 – Effective communication strategies for avoiding or minimising the triggers for anger,
conflict and UCC
Do
Don’t
. . acknowledge their emotions and give them an
. . al ow venting if it is going to encourage UCC
opportunity to ‘let off steam’ by venting their anger. You or is going to last for more than 2-5 minutes
might say:
because continued venting can do more harm
•
I’ve got a sense of how strongly you feel about this.
than good – having the effect of reviving the
complainant’s negative feelings and emotions
•
It sounds like you are very upset/angry about this.
about their experience.
. . control your emotions.
. .respond to fighting words. By not responding,
you avoid giving the complainant ammunition
to use against you.
You might say:
•
Yes, I know some people believe this.
•
You are entitled to your opinion.
•
I see or mmm.
17 Bacal, R 2011,'Chapter 4 – The Defusing Process and the CARP Model' Darn Customers Guide to Angry Customers – Free Online Course on
Customer Service Chal enges, viewed 16 April 2012, http:// www.darncustomers.com/course/ch4defusingprocess.htm. Also see Bacal,
Defusing
Hostile Customer Workbook, pp. 24, 28.
30 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 4 - Preventing UCC
Do
Don’t
. . show empathy for the stress and anger they are
. . al ow your empathy to affect your objectivity.
feeling. You might say:
Also, avoid saying
‘I understand what you’re
•
I understand how you might feel that way.
going through’ – chances are you do not.
. . echo what they say. This shows that you are listening . . echo unless you clearly understand what the
and usual y involves repeating the last few words or the complainant has said. Do not put words in their
key words they have said. You might say:
mouth.
•
So you are saying…
Also, avoid echoing swear words and highly
•
Am I correct in my understanding that …?
offensive language if it may escalate the situation.
. . acknowledge their point of view without agreeing
. . disregard their point of view as being
with it. You might say:
outrageous, incorrect or inaccurate. There can
•
I can see that you believe …. We have come to a
be alternative valid viewpoints, interpretations,
different conclusion.
perceptions and recol ections of the same
issue/event.
•
I do understand that your position is …. Our position
is a little different.
. . anticipate likely counter arguments/valid objections
. . present counter arguments unfairly or in a
that the complainant will make and address them up
way that might be perceived as confrontational
front. You might say:
or disrespectful.
•
At this point you may well say that… Let me explain
why things have happened this way.
. . find things to agree on with the complainant, without . . make promises or agree to something that
necessarily agreeing with their point of view. You might you will need to retract later – stick to the small
say:
stuff.
•
I agree that $2,000 is a lot of money to lose.
•
I agree that not hearing back from the department
for over a month would be frustrating.
•
You’re right! Two weeks does seem like a long time
to wait...
. . use ‘I’ and ‘we’ messages. ‘I’ messages are about
. . use ‘you’ messages in a way that might
sharing your concerns and taking ownership and
be perceived as being confrontational or
responsibility.
accusatory.
‘We’ messages are about cooperation and inclusion
Also avoid using ‘I’ messages if they might
and give the impression that you are on the same side. be perceived as critical, condescending,
You might say:
condemning or demanding.
•
We could look at it this way …
•
How can we resolve this?
. . ask questions to maintain control of the interaction.
. . use ‘why’ questions – if you can avoid
This way the complainant is forced to respond to you,
them. 'Why' can be perceived as being
rather than the other way round.
confrontational and can lead to more defensive
Use ‘when’, ‘what’, ‘where’ or ‘how’. These types
and combative responses.
of questions can be effective when responding to
accusations by a complainant because they deflect
the issue back onto the complainant without being
confrontational. You might say:
•
What has led you to believe that I'm not taking you
seriously?
• Wh
en did you start thinking that I don’t care about
your complaint?
31
Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Do
Don’t
. . keep your verbal and non-verbal cues non-
. . display confrontational gestures – eg folding
threatening. Be aware of your tone of voice, facial
arms, rol ing eyes, sighing, or doing things
expressions and gestures.
that might give the impression that you are not
interested in the complainant or their matter.
. . seek equality in your conversations with the
. . say things to make the complainant feel inferior
complainant. Avoid jargon and use a communication
– it is likely to make them feel like they need to
style that is suited to them.
assert their dominance and regain control of their
issue – in circumstances where they probably
already feel disempowered and victimised.
. . listen actively – be engaged and pay attention
. . just listen to what is being said, but also listen
without interrupting unnecessarily. Clarify, repeat,
for what is not being said. What facts/topics is
paraphrase, summarise and check understandings.
the complainant avoiding/not giving you? This
information may be important to your analysis
into the matter.
. . clarify the issues in dispute and their impact on
. . forget to clarify your personal boundaries
the complainant. This may be necessary to be able
especial y if the complainant’s behaviour is
to show appropriate sympathy/empathy, and will be
escalating. State what you expect from them
necessary to identify the needs (and therefore the
and the things you can and cannot do for them.
objectives) of the complainant.
. . admit ignorance and seek clarification if you are
. . assume anything. Encourage explanation by
unsure or unclear about the complainant’s issues or
asking questions and giving the complainant
something they have said. You might say:
a chance to explain their issues in their own
•
As I understand it, the situation is … Is this correct?
words.
•
From what you tell me it seems … Is this the case?
. . explain the reasons behind certain processes,
. . respond in an overly formal or bureaucratic
procedures and policies and/or why you can or cannot way as this may make the complainant feel
do something. You might say:
inferior of that they cannot identify with you – eg
•
Let me explain why our agency does it this way. .
•
That’s the policy.
•
Perhaps I can tell you a bit about how our
•
I just fol ow the policies/laws.
organisation works and why this has happened.
. . be personable and build rapport with the
. . be too informal by joking around. Jokes can
complainant.
be interpreted as trivialising a complainant’s
issue. Therefore, in difficult situations with
complainants the only safe form of humour will
be self-deprecating.
. . express a wil ingness to help them and to
. . suggest that they need psychological help or
appropriately resolve their issue.
counsel ing. This is unlikely to achieve anything
positive.
. . al ow space and time to think through an issue
. . say to the complainant you need
time to cool
and regain self-control. Remember: anger can affect
off. This is unlikely to be well received.
judgement and problem solving skil s.
Some reasons for taking a break during an interview
can include to:
• consult a col eague or supervisor
• check a policy, piece of legislation or other
document
• check a file or something on the computer
• get/offer a cup of tea or water
.
32 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 4 - Preventing UCC
Do
Don’t
. . admit mistakes and apologise if a problem, delay
. . give excuses, argue, defend or deny. Keep
or omission has been caused (in whole or part) by
your ego out of it and try to neutralise the
you or your organisation. An apology may be all the
situation. The general principle behind non-
complainant wants.
confrontational language is that when someone
See Chapter 8 – Apologies (page 35).
pushes you don’t push back!
. . respect personal space.
. . invade the complainant’s personal space. Bear
in mind that the average personal distance varies
from one culture to the next. Some complainants
may consider it acceptable to stand very close to
you, almost to the point of touching, while others
may refuse to touch you including shaking your
hand – none of which is done with any intention of
disrespecting you or your personal space.
Drafting final letters and review letters
Communicating effectively is also important when you are drafting correspondence to complainants,
in particular final letters and review letters. Complainants tend to place a lot of importance on these
documents so time should be taken to draft them carefully.
We suggest that final letters should be drafted as ‘stand-alone’ documents that clearly explain for the
complainant, and any third parties that they might show it to, the:
• issues of complaint
• issues that were inquired into/ investigated and explanations for any that were not
• factors that were considered during the inquiries/investigation
• methodology and actions taken during the inquiries/investigation
• reasons for the decisions/outcomes reached.
Where a complainant has behaved unreasonably in their dealings with you/your organisation, the final letter
should also:
• identify the nature and/or number of interactions between them and the organisation – including if those
interactions were excessive or unreasonable
• identify and explain the nature of the unreasonable conduct engaged in by the complainant and any
formal warnings that were given to them about their conduct.
This type of approach can be effective in cases where you know or suspect that a complainant:
• will be very unsatisfied with the contents of the letter
• has or will attempt to escalate their complaint up the hierarchy – say to a CEO or a Minister – or external y
to the media for sympathy or for a more favourable outcome. In these cases, a comprehensive final letter
could also be used as the basis for (or attached to) a briefing note response to a Minister.
It is also best to give the decision at the end of the final letter rather than the beginning to encourage
the complainant to read the reasoning underpinning the decision. This may increase the likelihood of
the decision being understood. Also some complainants, when faced with an adverse decision at the
beginning, do not bother to read the letter in its entirety before getting on the phone to express their
dissatisfaction or demand a review. This unnecessarily takes up more time and resources. See Chapter 6 –
Effectively managing complaints and expectations from the outset.
On the other hand, review letters should be short and concise. Long and detailed review decisions sometimes
encourage a complainant to argue about specific details while ignoring the substance of the decision.
Review letters should also be signed by a senior manager, preferably the CEO, to make it clear to the
complainant the matter has been escalated and considered at the highest level and there is nowhere else
to go within the organisation. The letter could also include a statement and explanation about how further
communications relating to their complaint will be dealt with – i.e. further correspondence about this issue
will be read and filed without acknowledgement, unless the organisation decides it requires further action.
33
Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Knowing your triggers
As the section on understanding and recognising anger (above) suggests, anger can significantly affect our
judgement, and our ability to reason and problem solve. As a result, as complaint handlers it is important
that we recognise the things that trigger us to become angry in our dealings with complainants.
Triggers are the things that complainants say and do that push our buttons and cause us to become angry or
frustrated. It may be their choice of words or their tone of voice. Whatever it is, it can provoke us and can cause
us to lose control.18 It is important for us to be able to identify our triggers so that we can develop ways to deal
with them – so they do not negatively influence how we deal with complainants or their complaints. 19
What are your triggers?19
When you have a moment, take time to figure out your triggers. Ask yourself:
• What things do complainants say or do that push my buttons?
• How do I normal y react when that happens – eg Do I respond with confrontation? Do I give in? Do I
become dismissive? Or am I unaffected?
• Can I respond more usefully in these situations? If so, how?
• What types of customer interactions cause me the most concern – eg face-to-face interviews, home
visits, phone cal s, etc? Why?
• What can I do to ease that concern?
• What do I perceive as aggressive or violent behaviour?
• How do I deal with such situations? How does this compare to the suggestions in this manual?
Using self-talk to manage your own anger and stress
One way to manage your own anger and emotional triggers is self-talk. Self-talk is your thoughts (what you say
to yourself) when you are dealing with a negative situation. Done appropriately, self-talk can help you to put
difficult complainant interactions into perspective and deal with them objectively rather than taking them to heart.
For example, if you are on the phone with a complainant who is ranting about their issue and won't let you
get a word in edgewise, you might try saying to yourself: 'Wow! This guy is real y angry about what has
happened to him' rather than 'Who does this guy think he is, talking to me this way?' – which is only likely to
stir you up. Positive self talk can be a powerful tool for gaining control of your anger and emotions and can
help you gain control of the situation, for example by giving you a plan of action. It can also help you to put
things into perspective and recognise that the complainant’s anger is likely due to their circumstances rather
than anything you’ve done.
Examples of positive self-talk:
Examples of negative self-talk to avoid:
• I will let him/her vent for another X minutes and
• I’m not going to take this crap.
then I will either refocus on the issues or end the • I don't get paid enough to deal with this .. .
conversation.
• I'm not letting this idiot talk to me this way.
• Take a deep breath, stay calm, I can handle this.
• I'm not going to let this ruin my day.
• One more word and I'm going to explode.
• It's not worth getting angry over this.
• Why do I get all the crazies?
• This clearly has nothing to do with me.
• I don't know what to do.
• This person real y needs some help.
• You rude...!
• Is this guy for real?
• It's not my problem.
• Get lost!
• I hope no one can hear this.
Note how most of the negative self talk is reflective of someone who has taken a complainant’s comments
and anger personal y – which you should general y avoid doing in your interactions with complainants.
For other examples of self talk, see: Robert Bacal,
Defusing Hostile Customers Workbook (Third Edition).20
18 Bacal,
Defusing Hostile Customer Workbook, pp. 40.
19 Department of Human Services (Vic),
Staff safety in the workplace, pp 25. (See also footnote 15 (p.29) for additional copyright information.)
20 Bacal,
Defusing hostile customers workbook, pp. 42.
34 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 4 - Preventing UCC
Chapter 8 – Apologies
Apologies – how they can help you to minimise the likelihood for UCC
Despite all the information in this manual about UCC, there is no denying
that as complaint handlers (and public organisations) we sometimes get
it wrong. Mistakes, delays, omissions and misunderstandings happen,
complaints can be mismanaged, and our processes and procedures can
be unresponsive to the needs of certain complainants. When these things
happen we must rectify them as soon as possible – including providing a
complainant with a full apology.
A full apology is one of the most effective ways to defuse a situation with
a complainant and prevent it from escalating. It is also essential in any
circumstance where we have contributed to UCC. A full apology, given at
the right time, can:
• restore dignity, face and reputation
• provide an acknowledgement that the recipient was indeed right
• assure the recipient that they are not at fault
• prevent escalation of the matter and the associated costs in terms of time, resources and stress.
The dilemma, however, is that most of us don’t like confrontation – particularly with an angry complainant.
Some of us are afraid that if we apologise and admit fault we will make an angry complainant even angrier
or give them ammunition to use against us. As a result, instead of apologising we wait and hope the
situation or problem will ‘blow over’. Unfortunately this rarely happens and these situations often escalate
unnecessarily and for extended periods of time.
Giving an apology
An apology needs to be done properly. Apologies should also be given at the earliest practical opportunity
– eg once responsibility for a wrong is apparent or immediately fol owing an investigation into the issue
giving rise to the apology. If an apology is made too late, it can be interpreted as ‘damage control’ rather
than a sincere expression of regret.
Apologies must also be given by the right person – the one who is responsible for the wrong, or the person
who is clearly perceived as speaking on behalf of the agency responsible for the wrong. Otherwise, if may
be perceived as being insincere.
Apologies should also be given to the right person, the one who was harmed. Apologising to a third party is
general y not appropriate.
What should an apology include?
The most appropriate form and method of communicating an apology will depend on the circumstances of a
particular case. Nevertheless, the most effective apologies general y incorporate the fol owing key elements:
1. Recognition
• An explicit acknowledgment and recognition of the act or omission (the wrong) to which the apology applies.
• Acknowledgment of the harm caused by the wrong – eg the complainant suffered embarrassment, hurt,
pain, damage or loss.
2. Responsibility
• An express acceptance of responsibility or fault for the wrong that caused the harm.
3. Reasons
• A simple plain English explanation of why the wrong happened.
4. Regret
• A statement of apology that expresses sincere regret and/or sympathy, sorrow or remorse as appropriate.
• Communication with sincerity – an important indicator of the level of regret of the person or organisation
doing the apologising.
35
Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
5. Redress
• A proposed or actual action taken to address the problem.
• An express promise not to repeat the wrong.
6. Release
• A request for forgiveness – an optional extra to a full and complete apology.
Although it cannot be guaranteed to work in every case, the more that an apology addresses the elements
listed above, the greater the likelihood that it will be effective in reducing anger, restoring a damaged
relationship with a complainant, and helping all parties to ‘move on’.
Note: A partial or an otherwise inappropriate apology will often do more harm than good.
What if a complainant refuses my apology?
If your apology fails – for example, because a complainant is so angry that they cannot find it in themselves
to forgive you or they want to punish you (in which case no amount of apologising will resolve the situation)
– then it may be appropriate to step back from the situation and give the complainant some time to calm
down and let go of their issue.
If this also fails – and your organisation is required to maintain an ongoing relationship with the complainant –
you may, in consultation with your supervisor, attempt to re-assign the complainant to another case officer if this
will defuse the situation. Alternatively, your organisation may need to attempt remediation or alternative dispute
resolution strategies such as conciliation and mediation to resolve and/or manage the conflict. See Chapter 20 –
When restricting access is not possible: Using alternative dispute resolution strategies (page 105).
That said – regardless of the error you made, if you have made an appropriate apology and sufficient
remediation has been offered to the complainant, they will not be justified in engaging in UCC and action will
need to be taken to manage their conduct.
See Part 5 – Responding to and managing UCC (page 37), or Part 7 – Supervisors and senior managers,
depending on which is more appropriate at this stage (page 98).
Will I get myself (or my employer) in trouble if I admit fault?
Next to the confrontation issue, the most difficult thing about apologising for most professionals is the fear
that if we apologise the complainant will use that admission against us. We worry that by apologising we
are accepting legal liability or blame, or providing evidence for complainants to use against us with our
employer, in a public forum or even the courts. However, in Australia, people are general y protected from
liability when they apologise.
There are three different types of protections in Australia:
• In NSW, the ACT and Qld citizens are general y protected from incurring civil liability for ‘full apologies’ –
that is, apologies that include an admission of fault or responsibility.
• In the other states and territories citizens are protected from incurring civil liability for ‘partial apologies’ –
that is, apologies that do not include such an admission.
• All states and territories in Australia have legislated to protect ‘full’ apologies from incurring liability in
defamation.
Case law also states that even if a person makes an apology that includes an acceptance or admission of
fault or responsibility, this will not necessarily be regarded as an admission that creates legal liability in civil
proceedings by the court (
Dovuro Pty Ltd v Wilkins [2003] HCA 51 (11 September 2003).
What this means in practice is that – at least in NSW, the ACT and Qld – you can let go of your fears about
incurring legal liability if you apologise, and accept that making an apology is often the right thing to do and
serves a good purpose. You wil , however, need to consult your relevant supervisors or senior managers
about the circumstances when it will be appropriate for you to make an apology.
For more details see
Apologies – A practical guide, published by the NSW Ombudsman, and available at
www.ombo.nsw.gov.au.
Also, for guidance on the various options for redress that you may use as a public official or agency to
respond to people who have been detrimental y affected by maladministration, see: Complaint Handler’s
Toolkit (2nd edition), Chapter 5 – Options for Redress at: http://www.ombo.nsw.gov.au.
36 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
PA RT 5
Responding to and
managing UCC
37
February 2012 | 2nd Edition – Managing unreasonable complainant conduct practice manual
Explanations and caveats
Tables 6, 8, 10, 12 and 14 set out the five categories of UCC as identified in our framework for
managing UCC (see page 14) and provide corresponding strategies for managing each category
and behaviour listed under each one.
Tables 7, 9, 11, 13 and 15 set out the more common verbal attacks and remarks that complainants
make when they engage in the types of behaviours identified in the tables above and provide
possible and acceptable scripted responses for each.
These strategies and scripts are intended to be used as a ‘ready reference’, particularly when
dealing with complainants over the phone.
It is important to note that the information and script ideas provided in the tables are only intended
to be a guide and should be applied flexibly to suit the context that you are operating in and the
circumstances of the complainant and the complaint that you are dealing with. Not all of the
suggested strategies and scripts will work in all situations, and you will need to rely on your own
judgement and experience to gauge the most appropriate response in each case. For example,
the language used in the scripts may need to be altered depending upon a complainant’s literacy,
cultural and linguistic background, and your own communication style.
Also, tables 6, 8, 10, 12 and 14 only provide frontline strategies for dealing with UCC. Strategies
that modify and/or restrict complainant contact for extended periods of time are provided in
Chapter 18 – Modifying or restricting access: A management responsibility. These options must
always be considered and consented to at a senior level and therefore do not fall within the scope
of the other frontline strategies provided in this section.
38 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 5 - Responding to and managing UCC
Chapter 9 – Strategies and script ideas for managing
unreasonable persistence
Unreasonable persistence
The principle underlying the strategies and script ideas for managing unreasonable persistence is saying ‘no’.
Done properly, ‘no’ should be firm but polite. It should not be defensive or overly apologetic and should make it
clear to the complainant that no amount of pressure will change the decision/position that has been reached. 2122
Table 6 – Strategies for managing unreasonable persistence
Complainant conduct
Suggested strategies
Interrupts the case officer
There are three different options for dealing with this type of conduct:
or does not allow the case
1. The silent approach21
– for moderately persistent
officer to speak.
complainants
• Say nothing – do not speak at al .
• Let the complainant tell their story and ‘let off some steam’ – any
attempts to interrupt them will likely get them more riled-up and
keep them talking.
• Eventual y, the complainant will stop and ask if you are still there.
This will give you the opportunity to interject and attempt to regain
control of the conversation. You can:
−
let them keep talking
−
ask them a specific question (so you can guide where the
conversation goes next)
−
take over the conversation?
• If you al ow the complainant to keep talking, you may try to break
their monologue by repeating their name, a key word or the last
word they said:
−
I can tell you are upset, but for me to be able to help you. .
−
Let me make sure I’ve got it right so we can figure out what to
do next.
• Don’t back down when they try to interrupt again.
2. The broken record approach22
– for very persistent
complainants
• Repeat the same word or short phrase over and over until the
complainant hears and processes your message (remember: anger
can affect our ability to process information)
• At some point the complainant will stop and you will have an
opportunity to regain control of the conversation
21 ibid, pp. 72.
22 ibid, pp. 71.
39
Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Complainant conduct
Suggested strategies
Interrupts the case officer
3. The ‘stop’ approach – for complainants who you know from
(cont.)
experience to be extremely persistent
• Interrupt the complainant’s monologue at the outset and assert
control by saying, for example:
−
Before I can help you with .. , I need to get some information from
you. Is it okay if I ask you a few questions about. .?
−
Unfortunately, I can’t real y help you until you tell me about ... So
can you tell me about ..
• If this does not work you might:
− try to give the complainant a time limit the duration of the phone
call by saying, for example:
[Mr/Ms....]
, I only have [minutes]
for this conversation. In this time I
need you to answer [list questions].
Once you’ve answered these
questions, we can discuss the problem that you’re having further.
So beginning with....
At the end of the designated time period you should end the cal .
If necessary, re-schedule and remind the complainant of the
information you need to cover before you can deal with anything
else.
− reschedule and terminate the call – preferably for 24-48 hours or
sooner if the issue needs your immediate attention.
Bombards the organisation
• Firmly ask the complainant to ‘stop’ the behaviour and tell them that
with phone calls, visits or
they will be contacted, as necessary.
written correspondence
• Limit phone cal s to short intervals – eg five minutes.
when it is not warranted.
• Advise them that they have to book an appointment through the
main reception if they want to meet with you (or another officer), and
limit the frequency and length of those meetings, as appropriate.
• Wait to respond to written communications until you receive a
number of them (eg three or four) if the complainant is sending
them regularly. The communications should, however, all be
acknowledged either by telephone or email unless they are
unreasonable in number, in which case additional limitations may be
needed. See Part 7 – Supervisors and senior managers (page 98).
Contacts different people
• Avoid having extended conversations with complainants that are/
within the organisation
have already had their complaint dealt with by another case officer.
in the hope of getting a
• Expressly ask complainants at the outset if they have already talked
different outcome or more
to someone about their issue. If so, identify the relevant person and
sympathetic response.
refer them to that person to ensure consistency.
(Internal forum shopping)
• Also, identify all complainants immediately on contact so you can
check for their personal information in your case management
system to see if their complaint is/has already been dealt with.
• Make sure you keep accurate and contemporaneous records of all
communications and interactions with complainants to minimise the
likelihood of ‘forum shopping’ behaviour.
See Chapter 15 – Recording and reporting incidents (page 92).
40 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 5 - Responding to and managing UCC
Complainant conduct
Suggested strategies
Sends their complaint
• Do not take up complaints that have already been dealt with fairly,
to multiple people/
reasonably and comprehensively by another organisation – unless
organisations in an effort
they raise issues that specifical y require further action by your
to get a different, often
organisation.
inappropriate, outcome –
• Treat cc’d communications as being ‘fyi’ rather than a complaint,
includes cc’d emails and
unless it clearly indicates that it is intended to be a complaint for
letters.
your organisation or raises an issue that your organisation decides
(external forum shopping)
requires further action.
• Ask complainants early on if they have already raised their issue
with another organisation.
− If yes, ask for copies of any final correspondence from that
organisation to help you better understand their issues and
decide if additional action is needed by your organisation.
However, this information should not be used in a way that
would affect your ability to impartial y assess the complaint.
• Draft final letters as standalone documents that can be used to brief
any third party/organisation that the complainant takes their issue
to next – eg the media or the Minister. See Chapter 7 – Dealing with
anger through effective communication (Drafting the final letter).
Demands a review simply
• Clearly explain that your organisation has a one review policy and
because they disagree with
stick to it.
the decision and without
• Advise them that to receive a review they have to make clear
making a case for one.
arguments for one. For example, they need to:
− explain how or why you/your organisation has made an error in
handling their complaint
− explain how or why the decision or outcome reached is
inappropriate in the circumstances
− otherwise provide new information or evidence that would justify
a review.
• Have final review letters signed by an appropriate senior officer
or the CEO to show that your decision has been affirmed at the
highest level and therefore cannot be escalated further.
41
Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Complainant conduct
Suggested strategies
Refuses to accept a final
• Maintain a ‘no means no’ stance fol owing a review.
decision after all avenues
• Avoid arguments or extended discussions with complainants
of review have been
who refuse to listen or accept your explanations about decisions
exhausted.
or actions taken in relation to their complaint – particularly if their
complaint has been dealt with comprehensively.
• Refer them back to the original case officer/case reviewer who dealt
with their complaint to ensure consistency in the information given
and the approach taken towards managing their conduct.
• Refer them back to the final letter or review letter and advise that the
letter speaks for itself. If they have additional concerns, they should
put them in writing which will only be responded to if it raises a valid
issue or provides substantial new evidence that affects the decision
or outcome reached. Failing this, their correspondence will be ‘read
and filed without acknowledgement or response’.
• End phone cal s or interviews that are unproductive.
See Table 7 – Scripted responses to statements and conduct
associated with unreasonable persistence (Unproductive/stressful
phone call or interview) (page 48).
Reframes their complaint in
• Do not al ow complainants to reframe their complaints, particularly
an attempt to get it taken up
if they have already received a review.
again.
• Identify complainants at the start of a phone call to determine
whether their issue has already been raised or dealt with by your
organisation. If so, refer them to the case officer who previously
dealt with their complaint.
• Advise them that their issue will not be re-visited unless:
− the circumstances of their case have changed substantial y and
are likely to affect the organisation’s decision/the outcome
− they provide new and substantial information or evidence that
is likely to affect the appropriateness of the decision made/
outcome.
• Make sure you keep accurate and contemporaneous records of all
communications and interactions with complainants to minimise the
likelihood of the same complaint being re-visited.
Note: You should always be careful not to disregard complaints that
are sufficiently different from other similar complaints and that require
further action by you/your organisation.
42 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 5 - Responding to and managing UCC
Complainant conduct
Suggested strategies
Makes an issue out of
• Decline complaints that are not supported with clear evidence or for
anything when things don’t
which there is no practical purpose in pursuing.
go their way, including
• Provide complainants with clear information about the threshold(s)
complaining about how
that their complaints must meet before they will be taken up. For
their matter was handled
example, the complaint should:
or someone’s skills or
competence.
− raise a substantial new issue
− be supported by clear evidence that suggests that the event/
issue they are complaining about happened.
• Explain that clear evidence includes:
− copies of official documents
− photographs
− videotapes
− anything that shows or tends to show that what they are
complaining about occurred.
• Tell them clearly, firmly and transparently that complaints about
you/your col eague/your organisation will not change the outcome
of their original complaint, except in cases where there has been a
clear error – which they will have to explain in writing.
• If a complainant threatens to complain about you, confidently (but
not arrogantly) provide them with the information they need to do so.
Note: Although it can be difficult, try not to take unfounded personal
attacks or threats to complain about you personal y. Often this is
emotional blackmail – an attempt by the complainant to bully or coerce
you to agree to their demands, or to take their frustrations out on you.
Persists in wanting to know
• Do not suggest or refer the complainant to another organisation
where to go next, when it
simply to appease them or ‘get rid of them’. Referrals should
has been explained that
only be made in cases where they are likely to be helpful to the
there is nowhere else to go.
complainant and will not contribute to their frustration or anger.
• Be honest and upfront with a complainant if there is nowhere else
for them to take their complaint.
• Do not engage in extended discussions that are likely to give the
complainant false hopes about their complaint or possibilities of success.
43
Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Table 7 – Scripted responses to statements and conduct associated with unreasonable
persistence
Statement or conduct
Possible responses
You’re not listening to
•
Well [name]
I have been listening to you. I’ve been listening to you for
me.
[minutes]
now and if you al ow me to speak. .
•
I’d like to help you, but before I can do that I need to ask you a few
questions..
•
I can see you’re concerned and I’d like to help, but I need to ... first.
•
Let’s see what we can do to get things going/get you what you need.
I have more proof/
•
Can you please stop ....? (explain –eg sending me emails every day)
information.
•
If/when I need more information I’ll let you know. Until then, please stop. .
or
•
I already asked you not to send any more information/emails /. .. I ask
I still haven’t told you
again that you please stop.
about…
•
You have emailed/phoned/met with us about this issue [number of
times]
. Unfortunately we have nothing new to tell you. When we do we’ll
let you know right away.
•
Your frequent emails/phone cal s/meetings are taking me away from
doing other important work relating to your complaint. . Please give me
time to get them done because, until I do, I will not have anything new to
tell you/I won’t be able to read anything new that you sent to me until…
•
I can’t deal with your complaint properly while you’re sending all of
this information. You’ll have to decide whether you want to withdraw
your complaint while you get your information together, or let us
move forward with what I have and the issues we’ve identified. What’s
happening now simply isn’t working.
•
Because I’ve already asked you [number of times]
to stop. ., I’ll be
fol owing this discussion up with a written request that you stop. . I’d
appreciate it if you’d agree to stop.
Suspected or actual
•
Have you been in contact with anyone else in the office about this issue?
internal forum shopping.
− If yes, find out whom and redirect them as appropriate.
− If no, get their name (with correct spel ing) and check the system
anyway. Otherwise, log their personal details and complaint/inquiry
information as appropriate.
•
It seems [person]
is dealing with your complaint. Because they are
more familiar with the details of your complaint, I’ll need to forward your
phone call to them.
•
It looks like [person]
has spoken to you about this. One minute, while I
check if they are available to speak to you right now.
•
Our system shows that you’ve tried to speak with a number of people
about this issue. I should remind you that [person]
is responsible for
handling your complaint. I can get them to call you back if you like? Do
you have their phone number?
•
A lot of work goes into al ocating complaints to the right officers and making
sure that we use our resources in the best way possible. [Name of person]
is responsible for handling your complaint and is very capable of doing so.
• [Name of person]
is responsible for handling your complaint and will do
so exclusively, unless we think this needs to change. Would you like me
to transfer you over to them now?
44 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 5 - Responding to and managing UCC
Statement or conduct
Possible responses
Be advised that I
•
Our policy is to treat cc’d letters and emails as general information and
have notified /cc’d the
not as a complaint.
Ombudsman/Minister/
•
We general y don’t respond to cc’d letters and emails, unless. .
third party.
•
If you want your letter/email to be dealt with as a complaint you will need
to clearly indicate this and identify the specific issues you want us to
look at.
•
For us to deal with your complaint appropriately, we need you to
clearly identify the issues you want us to look at and explain how the
information you’ve sent supports each issue.
• Have you raised this with another organisation?
− (If yes) It would be useful if you included copies of the
correspondence that you’ve received from them about this issue.
•
It’s clear that this has been dealt with by ... organisation(s)/people.
Because we haven’t found any outstanding issues that we can help you
with/it’s unlikely we’ll get a different outcome for you, we’ve decided not
to pursue this further.
•
It seems your complaint is being handled by more than one
organisation right now. We general y wait until other organisations
have finished their investigations before we consider taking up a
complaint to minimise repetition. Feel free to contact us again once
these investigations are finished if you’re still unsatisfied. We’ll see if it’s
something we can help you with then.
Note: Care should be taken to avoid situations where a complainant’s
issue is declined by all relevant organisations, simply because
the complainant has admitted to sending it to other organisations.
Communication between organisations can be useful so long as it doesn’t
breach any privacy or confidentiality obligations.
I want this reviewed/
•
Our office doesn’t just provide a review automatical y. If you want one,
someone else to handle
you’ll have to put your request in writing and explain why it’s needed. We
my complaint.
will then consider it and get back to you.
•
Before we can review your complaint, you’ll have to write in and explain
why and how you think we have made an error either in the way we
handled your complaint or in the decision we have made. .
•
Simply disagreeing with our decision isn’t a reason for us to provide a
review/get another officer involved with your complaint. You’ll have to
make a case for one by ... (explain)
.
•
I suggest that you take time to re-read the decision that we sent you and
careful y consider if we have made an error or if you simply disagree
with the decision. Disagreeing with our decision isn’t a reason for us to
provide a review.
•
We can review your complaint if you wish, but I must warn you that we
have a one review policy at this office – this means ... (provide relevant
details of policy and what it means for the complainant)
.
45
Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Statement or conduct
Possible responses
You call that a review?
•
When someone asks for a review their complaint is given to another
You clearly don’t
case officer, usual y a more senior officer, who makes a fresh
understand what I’m
assessment of the case. In your case that officer found. . Our office
complaining about.
stands by this finding.
or
•
I appreciate that this issue is very important to you, but we won’t be
You’ve made the wrong
taking any further action on it.
finding – after a review.
•
Simply disagreeing with our decision isn’t a sufficient reason for us to
revisit this issue again. We’ve explained to you in detail (refer to any
relevant correspondence here)
how and why we made the decision we
have. This hasn’t changed.
•
You’ve had an opportunity to have your complaint reviewed under our
one review policy and we are satisfied with the outcome of that review.
Any other correspondence that you send to us about this issue will
be read and filed without acknowledgement, unless we decide that it
requires our attention.
•
As we explained to you before, we only review decisions once. Because
of this we make sure that all reviews are very thorough. Your complaint
was thoroughly considered and unfortunately we do not agree with you
on the appropriate outcome.
•
We’ll only reconsider a review decision in highly exceptional cases (explain)
.
•
To make sure we distribute our resources fairly to everyone who
complains to our office we only provide one review. This has been
explained to you in the past.
You can’t be finished
•
It’s unfortunate, but our office is unable to help you with this issue
with my complaint.
because ... This has already been explained to you in some detail.
You haven’t looked at/
•
It seems that you’ve contacted us before about this issue and were told
considered/answered...
that. .. There is nothing else that our office can do for you about this issue.
•
It seems this issue/a similar issue may have already been brought to our
attention. I’ll have to look into it and call you back if that’s okay?
•
This issue has already been considered by our office. You were sent
a letter on ... explaining our position on it with reasons. Unless you
have substantial new evidence or information that is likely to affect our
decision we won’t re-visit it again.
•
I think that the correspondence we’ve already sent to you about
this clearly explains why we are unable to deal with it any further.
Unfortunately, I have nothing else to add to this.
46 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 5 - Responding to and managing UCC
Statement or conduct
Possible responses
It’s your fault. How could •
I can see that you’re upset and I’d like to help, but I won’t accept you
you let this happen?
tel ing me that I am incompetent.
or
•
I understand that your complaint is important to you and that you are
You’re incompetent. Who
disappointed with the decision that I’ve made/what I’m tel ing you.
can I complain to about
However, making personal attacks against me is not productive. I’ll have
you etc?
to end this conversation if this continues.
or
•
I’ll have to end this call if we can’t keep to the issues.
What are you/your
•
I’m sorry we weren’t able to do what you wanted us to do/had hoped we
organisation good for
could do. The fact is (explain the case details)
…
anyway?
•
I appreciate that you would have liked us to take up your case. The fact
is we are impartial investigators, not advocates for complainants. In this
case we have decided …
•
I’m not sure how you want/expect me to respond to this.
•
I appreciate your disappointment/frustration at my decision and why you
may ask this question. You may wish to read our annual reports which
explain what we have achieved over the years.
•
You can put your concerns in writing and we’ll consider them. If we don’t
think that they raise a substantial issue that requires our attention, your
letter will be read and filed without acknowledgement.
•
We won’t review the decision that has been made about your complaint
because ... However, if you wish you can make a complaint about me
and you are free to do so.
•
One thing I should clarify for you now is that we won’t be reviewing our
decision about ... because. . However if you believe that I/another officer
have done something wrong, you are welcome to complain about it. A
senior manager would look into your complaint and if it is substantiated
will decide on the appropriate course of action to take.
•
I’m sorry you feel that way. My intention was to deal with your complaint
impartial y. I believe I have done this. If you’re unsatisfied with what I’ve
done you can put your complaint in writing and someone else in the
office wil consider that complaint.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Statement or conduct
Possible responses
Unproductive/stressful
•
I understand that you’re unhappy and I’ve tried to explain to you how
phone call or interview.
I came to make the decision that I have. But I’m unable to spend any
more time explaining it to you. Perhaps you want to put any additional
concerns you have in writing and we may try to respond to them.
•
I feel that I’ve given you all the information I can about this and our
conversation seems to be unproductive/circular. Because I have other
things to attend to, I’ll need to end our discussion here. If you still have
questions, you can put them in writing and if they require further action
by our office we’ll let you know.
•
We’ve been discussing this for ... minutes now and it’s clear that we
don’t agree on this issue. Unfortunately, I can’t spend any more time
explaining why I’ve taken the view that I have, but you can put your
concerns in writing if you wish. We would then decide on what action, if
any, our office will take.
•
I don’t think this conversation is productive for either of us now and I’ll have
to end our cal /interview. You have my full reasons in the letter I sent you.
•
I see what you mean, but as I’ve explained that isn’t something that we
can help you with.
•
It seems you want me to say something that I can’t. I think it will be best
to end our discussion here.
Where can I go where my •
I’m not aware of any other avenues of redress that may be available to
complaint will be taken
you.
seriously?
•
It seems you’ve exhausted all avenues I can think of.
•
Outside of the organisations you’ve already contacted, I can’t think of
anywhere else for you to take your complaint.
•
I don’t want to waste your time by sending you to another organisation
that I don’t think can help you.
•
I can’t think of another organisation that can help you with this.
•
Sometimes there are problems that can’t be sorted out by any
government organisation.
I’m going to the media/
•
You‘re free to contact anyone that might be able to help you.
Minister/Ombudsman
•
That’s for you to decide.
etc.
•
You’re free to take your matter to any forum you choose.
•
That option is certainly open to you.
•
It’s for you to decide if you want to bring it to the media’s attention. .
•
I have no opinion about whether you should go to the Minister/the media
/. . about this. This is real y for you to decide.
•
That’s certainly your right. We would have hoped that you would be
satisfied with this outcome/our decision because. .. but, it’s real y up to
you which path you want to take.
•
It’s up to you to do what you consider appropriate now.
•
As I said, that’s completely up to you. If that’s the case, then I guess we
don’t have anything else to discuss.
48 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 5 - Responding to and managing UCC
Chapter 10 – Strategies and script ideas for managing
unreasonable demands
Unreasonable demands
The principle underlying the strategies and script ideas for managing unreasonable demands is ‘setting
limits’. When setting limits, you should:
• identify the unreasonable demand
• expressly tell the complainant that the demand will not/cannot be met
• state why they must stop making the demand (identify the limits)
• offer the complainant a choice, if possible
• enforce the limits, as appropriate.
For example:
You’ve asked that I read your complaint right away because you want to come in and discuss it with me
this afternoon. Unfortunately this isn’t possible because I have other equal y pressing complaints that
I need to tend to first. If you like, I can make time to discuss your complaint with you on Thursday. By
that time I will have had an opportunity to read through your complaint and think about the issues that
you’ve raised.
A word on emotional blackmail and manipulation
In an attempt to influence you/your organisation to agree to their demands, some complainants will resort to
emotional blackmail and manipulation. Emotional blackmail and manipulation can include:
• Threats of self-harm and/or harm to others.
• Threats to harass or otherwise create difficulties for you/your organisation.
• Threats to embarrass you/your organisation by taking their complaint to an oversight body or third party
like the media.
• Statements about you/your organisation:
− being powerless
− not doing your job or performing your duty
− being biased or colluding with other public servants and agencies
− protecting yourselves by not taking on perceived powerful interests
− being a waste of time and/or money – usual y ‘tax-payer’ money.
• Pleading with you/your organisation to act in a certain way/help them because you are their last resort –
that they have nowhere else to go.
This type of behaviour should be recognised for what it is – an attempt by a complainant to bully or coerce
you to comply with their demands about how their complaint should be dealt with. As a consequence,
although it is general y important for you to be able to empathise with complainants, you should avoid doing
so if they are being emotional y manipulative. In these situations, showing anything that could be perceived
as weakness will only reinforce their behaviour. You should also recognise that in these situations you are
actual y in a position of control as the complainant is trying to get you to do something.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Table 8 – Strategies for managing unreasonable demands
Complainant conduct
Suggested strategies
Makes demands about how
• Inform the complainant that it is you/your organisation and not
their complaint should be
them that decides how the complaint will be handled, by whom,
handled, including insisting
and the amount of resources to be dedicated to it.
on an immediate response.
• Tell them clearly, transparently and firmly from the outset how the
organisation intends to deal with the complaint.
• Be honest and upfront about what will and will not happen and
what is and is not possible.
• If applicable, explain that an immediate response is not possible
because:
− there are other demands on your/your organisation’s time and
resources that make it impossible to respond immediately
− there are processes that must be fol owed that do take time
− to be fair to everyone, you/your organisation deal with
complaints on a first come first served basis – and there are
other complaints that came in before their own.
Insists that you/your
• Clarify the central issues of complaint with the complainant early
organisation respond to
on and make it clear that these are the only issues that you/your
every point in their complaint,
organisation intend to address.
including trivial or irrelevant
• Tell the complainant that not every single issue raised in their
issues.
complaint will be responded to and, if appropriate, that there
is no legal obligation on you or your organisation to respond to
every point that they have raised. (eg
KO and KP Commissioner of
Police, NSW (GD) [2005] NSW ADTAP 56).
Insists on talking to a
• Tell the complainant clearly and firmly that if they want to make a
supervisor or senior manager
complaint about you or to request a review of your decision they
personally, because they
should do it in writing and provide clear reasons to support their
disagree with you/your
claims/request.
decision.
• Tell them that the advice you’ve given them/the decision that’s
been made will not change by talking to a supervisor/senior
manager because they have already approved of the advice, if
applicable.
• Refer the complainant back to the original case officer or reviewer
who dealt with their complaint to ensure consistency.
• End phone cal s or interviews that are unproductive.
Note: Some complainants tend to be more aggressive towards
frontline staff because they perceive them as having less authority
or power than senior managers. This can result in demands to talk
to others with ‘more authority’. We general y suggest that you do
not escalate such cal s/demands if they are solely motivated by a
disagreement with the advice you have given.
See Chapter 3 – Understanding the approach and framework (page 10).
50 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 5 - Responding to and managing UCC
Complainant conduct
Suggested strategies
Wants regular and/or lengthy
• Avoid spending inordinate amounts of time talking to
phone calls or face-to
complainants early on in the complaints process because they
face contact when it is not
may expect similar treatment later on – when it is not warranted.
warranted.
• Limit the length and frequency of interactions with the
complainant, if necessary – eg you may attempt to limit
interactions to previously agreed appointment days and times
when either the complainant can call you or you will call them with
an update on the progress of their complaint – even if there has
been no progress. If the complainant agrees to this arrangement
you should attempt to enforce it to the extent possible (eg if they
try to contact you outside of the agreed days and times), unless
they are raising an issue or providing evidence that requires your
immediate attention.
• Make sure that conversations are focused on the central issues/
tasks at hand. If not, terminate unproductive phone cal s.
• Slow down the communication process, when possible,
by responding to emails or phone messages by letter or
suggesting that the complainant put their concerns in writing.
The complainant should also be firmly advised that any
documentation they send should be summarised and a clear
explanation provided about how it relates to their core issues of
complaint.
• End phone cal s and face-to-face interviews as soon as
it becomes apparent that the complainant has no new or
substantial information or issues to discuss.
• Make sure that you keep accurate and contemporaneous records
of all communications and interactions with complainants so
you can identify whether a particular complainant’s demands on
resources are excessive or unreasonable.
Note: A careful and cautious assessment (with a supervisor) will need
to be made to determine whether or not a complainant’s interactions
with you/your organisation have become so excessive that they are
unreasonable in the circumstances.
See Chapter 5 – When does conduct become unreasonable? (page 21)
Emotional blackmail and
• Avoid showing any weakness in these situations and do not
manipulation with the
attempt to negotiate with the complainant.
intention to guilt trip,
• Stay focused on the central issues of complaint. If the
intimidate, harass, shame,
complainant is not able to keep focused on the central issues
seduce or portray themselves
after some time, terminate the call or interview and re-schedule for
as innocent victims – when
another time.
this is not the case.
• Do not respond to overly complimentary remarks. It is extremely
unlikely that the complainant knows you well enough to make an
assessment about your character or skill – good or bad.
• If appropriate, consider referring the complainant to an advocacy
or support service that is better suited to help them – particularly
if they have multiple and complex needs that extend beyond the
scope of what you/your organisation can do for them.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Complainant conduct
Suggested strategies
Wants to discuss your
• Maintain clear personal and professional boundaries and avoid
personal life or makes
idle ‘chit chat’ about yourself or the complainant.
unwanted sexual advances.
• Only discuss things that are relevant to the issues of complaint
and deflect any personal questions.
• If necessary, tell the complainant that you’re not al owed to
discuss your personal life.
• Explain that you only have a limited time to talk and therefore need
to focus on their issues.
• If the complainant is persistent, re-schedule the discussion for
another time. Alternatively, you might consider putting your questions
for the complainant in writing and send to them for response.
• You may also consider having the complainant re-assigned to
another complaint handler who they are less likely to engage in
this type of behaviour with (male or female).
Contacts you outside of
• Politely refuse to respond to any complaint related questions
office hours to discuss their
outside of work and always maintain clear personal and
complaint – eg attempts to
professional boundaries.
contact you on your personal
• Invite the complainant to book an appointment or call you during
email or through social
regular office hours.
media.
• If they have cal ed you on your home phone, hang up. Notify
your relevant supervisor or senior manager about the phone cal
and consider having your phone number changed or unlisted, in
particular if this is provided for in your organisation’s security policy.
• If they have contacted you through your personal email account
or through social media do not respond. Forward it electronical y
or make a copy of the email and give it to your relevant supervisor
or senior manager who will discuss possible options for dealing
with the issue. You may also wish to take personal steps to block
the email account that the complainant used to send you their
email communication. You should also avoid socialising with or
‘befriending’ complainants online.
See also Chapter 14 – Assessing risks (page 89).
Demands answers to
• End unproductive discussions/arguments about issues that have
questions that have
been comprehensively responded to.
already been responded
• Refer the complainant back to the earlier correspondence/
to comprehensively and/
conversation and invite them to contact you again after they have
or repeatedly, when they
read/reconsidered it – only if they have specific and outstanding
are clearly capable of
questions or issues.
understanding these
responses.
• Acknowledge that they are unhappy with your/your organisation’s
response, but explain that their issue has been comprehensively
considered and responded to and will not be revisited.
• If necessary, explain the circumstances where their issue might be
reviewed and clearly and firmly advise them that simply disagreeing
with the organisation’s finding is an insufficient basis for doing so.
Note: Special care should be taken when responding to
complainants who may have literacy or other language difficulties to
explain the contents of any written correspondence sent to them. If
this is unsuccessful over time, suggest that they ask someone else
such as, a family member or support person to explain the letter/
written communication to them.
52 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 5 - Responding to and managing UCC
Complainant conduct
Suggested strategies
Demands information that you • Maintain a ‘no means no’ stance no matter how much the
are not permitted to disclose/
complainant tries to convince you otherwise.
provide – eg copies of
• Provide clear reasons why the information will not be disclosed.
sensitive documents, names
and personal contact details
• Advise that they can request certain information from public agencies
of staff etc.
under relevant access to information legislation (eg under the
NSW
Government Information (Public Access) Act 2009 (Cth)) and explain
the process for doing so/where they can access such information.
• End unproductive phone cal s.
Changes their issues or
• Clarify the central issues of complaint with the complainant early
desired outcome(s) while
on in case they change focus later on.
their complaint is being dealt
• Make it clear that the focus of your investigation will only be on the
with – moving the goal posts.
central issues of complaint.
• Stick to the initial issues or outcomes agreed to by the
complainant/you/your organisation, unless:
− the circumstances of the case change and give rise to new
and substantial issues
− there is new and substantial information or evidence that affects
the appropriateness of the outcome achieved or proposed
− the new and desired outcomes are substantial y different from
the one achieved or proposed and are more suitable in the
circumstances.
• Ask the complainant to wait until their matter is resolved and
they receive a final letter before raising their dissatisfaction. See
Chapter 7 – Dealing with anger through effective communication
(Drafting the final letter).
• Make records of topics discussed and outcomes of phone cal s
and face-to-face interviews and have the complainant sign the
record (if during a face to face interview). Alternatively, you can
fol ow up phone cal s with a letter to the complainant affirming
everything that was discussed and agreed to.
Note: You should be careful not to disregard new issues that are
substantial y different from the original complaint and warrant further
action by you/your organisation.
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Complainant conduct
Suggested strategies
Insists on outcomes that are
• Clarify the limitations of your complaint handling system and tell
unattainable or inappropriate
them clearly and transparently if something is not possible/not
or that they are not ‘entitled
going to happen.
to’.
• Tell them that you can only base your assessment and investigation
on the facts and not their emotions – no matter how valid they are.
• Manage their expectations early on by letting them know in advance:
− what can and can’t be done
− how you/your organisation intend to deal with their matter
− the likelihood that they will achieve the outcome they are
looking for.
See Table 4 – Testing and managing complainant expectations.
• Consider giving them a list of reasonable outcomes that you/your
organisation may be able to achieve for them and that they can think
about – be careful not to lead them on or give them false hope.
• Avoid the ‘I’m entitled to’ argument as it rarely ends positively and
often only escalates the situation.
• ‘Agree to disagree’ about which outcome (the one they want versus
the one that you/your organisation have proposed) is the most
appropriate one without making them feel that their views are invalid.
• Make records of topics discussed and outcomes of phone cal s
and face-to-face interviews. Write to the complainant outlining them
and request their assent with a signature – this provides a written
record in case the complainant changes their mind later on.
54 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 5 - Responding to and managing UCC
Table 9 – Scripted responses to statements and conduct associated with unreasonable
demands
Statement or conduct
Possible responses
Call me back immediately.
•
Perhaps no-one has taken the time to explain the complaints process
or
to you. Let me.
If I don’t hear back from
•
I appreciate that you want this dealt with right away. But I’m sure that you
you right away, I’ll call
can also understand that I do have several other complaints that I have to
deal with in addition to yours and which were brought to my attention first.
back again.
•
We deal with complaints on a first come first served basis, and as you
or
can imagine there are files that came in before yours. I’ll be in contact
I want this fixed now.
with you in [days/weeks]
or sooner if I need more information from you.
•
Most people who complain to us think that their complaint is the most
important one and want us to deal with it right away or ahead of other
complaints. That’s not possible in practice.
•
It’s clear this is important to you and you want it handled a certain way,
but there is a process that I must fol ow to make sure that it’s dealt with
appropriately and fairly for everyone involved.
•
We are dealing with your complaint in the way we consider to be
appropriate. It’s unfortunate that you don’t see things the same way.
•
I know you feel your complaint is urgent. I’ve assessed it and have
decided I should call the officer/organisation concerned. I’ll be able to
do this sometime this week/I’ll need some time to do this and then to
receive a response from them. How about you call me [days/weeks]
and hopeful y I’ll have some information for you then?
•
Ultimately, if you are unhappy with the way we are handling your
complaint you are free to raise it with another organisation.
You’ve contacted the
•
I’m aware of your views of this person. I find it helpful to contact
person/organisation I’m
the person most involved in the matter first, unless I consider it
having problems with.
inappropriate. If I’m not satisfied with their response, I will go further up
or
the line until I’m satisfied.
I told you not to contact
•
You have given us your side of the story. We have also given the [other
them. They’re liars.
party]
involved the opportunity to put their side of the story.
•
In the interest of fairness, I need to hear how the other party sees the
issue. I’m sure you can appreciate that I need to get both sides of the
story if the matter is to be resolved.
•
I can understand that you’re concerned about that. It is usual y the case
that it is fair and relevant to get versions from both sides of a complaint.
You’ve presented your side and we need to get their side too.
•
If the complaint is about the conduct of a member of staff, we would
make enquiries at a higher level.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Statement or conduct
Possible responses
You should have
•
I have careful y considered the information you sent us with your
interviewed me/contacted
complaint and I have made my decision based on that. If you have any
me/allowed me to give you
further information that is relevant to this case, you can write to us and
more information before
let us know that information.
you made your decision.
•
Yes, that’s correct. The information you provided in your written complaint
was enough for me to consider the matter and make a decision.
•
I have assessed all the material – your submission as well as the
documents I requested from the [the other party]
. If I had concluded
that an investigation was required, I would have contacted you. In
the end, my decision is that there appears to be no evidence that
something went wrong.
•
I think the organisation’s reply adequately addressed your concerns.
If you are dissatisfied with it, we can talk about it now. Discuss - point
out any review option if still dissatisfied.
You haven’t answered
•
We decided that the central issues in your complaint were. .. and these
everything in my
will be the focus of our response to you/our investigation.
complaint.
•
We’ve considered all the information in your complaint, but we don’t
intend to respond to every point you’ve raised.
•
Our organisation can look at whether. . In our letter to you we
addressed ... issues. We didn’t look at ... because. .
•
Given the many complaints we receive, we try our best to distribute
our resources as fairly as possible across all of them. To do this we
focus our attention and resources on the central/more substantial
issues raised in these complaints. In your case, we decided that the
central issues were ... and we have responded/will respond to them
accordingly.
•
There is no legal obligation on us to respond to every point in your
complaint.
•
We’re satisfied that we’ve dealt with your complaint adequately and will
not be responding to the issues you’re now raising/the other issues
you’ve raised.
I want to speak to your
•
I’m in a position to respond to your concerns and to help you, without
supervisor/manager.
the need to get another case officer involved.
•
My supervisor could call you back, but from what you’ve said it seems
you’re raising an issue that I can help you with. All we have to do is. .
•
Why don’t you tell me what your concern is so I can get a better sense
of which officer/supervisor would be most suited to help you with it?
•
I’m happy to put you through if you want to complain about me. But if
you’re looking to dispute my decision, you should put your concerns
in writing. My supervisor doesn’t have the detailed knowledge of your
case to discuss it with you now.
•
I know you’re unhappy about ... If you think it’s best to talk to my
supervisor about it then I can certainly help with that, but you should
know that talking to them is not going to change my decision. Do you
want me to help you arrange to talk to them?
•
If you‘d like to have ... done by today, then I’m the person who is
available to help you with it. So it’s up to you what you want to do.
56 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 5 - Responding to and managing UCC
Statement or conduct
Possible responses
•
I’m authorised to deal with this issue and would be happy for us to
work together to find a solution that’s appropriate for everyone. If
you’re not satisfied with my solution and you still want to speak with a
supervisor, I can get them to call you back.
•
My supervisor has reviewed your file and agrees with my decision
(if this is indeed the case).
•
They can’t take your call right away, but I can get them to call you back.
It would help if I could tell them what you’d like to speak to them about.
•
You may. Can I take your telephone number and I’ll arrange for them to
cal you?
I want to speak with/meet
•
For practical reasons the Director/CEO doesn’t general y meet or
with the director/CEO.
speak directly with complainants, but they have given me a delegation
to deal with complaints like yours.
•
I’m authorised to act on the Director’s behalf. You can speak to me
now and we can see how we go.
•
Unfortunately the Director/CEO isn’t able to speak with you, but I’m
happy to discuss this with you and attempt to find a solution if you
wish/but here’s what I can do. .
•
I’m sure you can appreciate that the Director/CEO, as head of the
organisation, is a very busy person. That is why they have delegated
authority to their staff to deal with matters like yours.
•
I understand your frustration/that you’re angry/that you disagree with
me on this issue and you would like to speak with the Director/CEO
about it. However, I can’t meet that request. What I can do is. .
•
I understand that you disagree with me on this issue, but I’m unable to
arrange a meeting with the Director/CEO for you. The usual procedure
in this office is for complaints to be submitted in writing, as this is the
only way to lodge a formal complaint (apply to suit circumstances of
your particular organisation).
•
If it’s necessary, I can arrange a meeting with the officer handling your
complaint. Would you like me to do this for you now?
•
I’ve already spoken with you at length. A face-to-face meeting won’t
change the advice I’ve given you. You can send us additional information
in writing and we’ll then decide if another meeting is necessary.
I want to come and meet
•
I can see that you real y want to come in/discuss this in greater detail,
with you – when it’s not
but I don’t think that a meeting/this is necessary right now, because ..
necessary.
•
I don’t think a meeting would help. If you have additional documents,
you can send them to me with a covering letter explaining how they
relate to the central issues in your complaint. If I need to, I’ll call to
discuss them with you. I believe this is a much better use of our time.
•
If I need more information, I’ll contact you. Otherwise, the summary of
issues you’ve provided is adequate.
•
I don’t have any new information to give you about your complaint. I’ll
be in touch with you when I do.
•
There are no new developments in your complaint. However, you can
call me after [date]
if you’d like to check in with me.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Statement or conduct
Possible responses
•
Can you please send me copies of these documents? I’ll review them
to decide if a meeting is necessary/would be useful.
•
It is general y better for us to look at the documents first, before we
decide whether a meeting with you would be useful. In the end, we have
to rely on documentary evidence anyway. Say-so evidence isn’t enough
Emotional blackmail and
•
That would certainly be a difficult thing to deal with, but unfortunately I
manipulation.
can’t help you with it. Why don’t we focus on what I can help you with
If you don’t do [x] then I’ll
which is. .
do [y].
•
You’re right. It is hard to have to worry about these things. Let me
or
explain what your options are. .
I’ve had such a hard time.
•
I understand that you real y want our organisation to solve this problem
I’ve just lost all my money
for you. As I’ve already explained to you, we can’t.
and my wife has left me …
•
I understand that this complaint is real y important to you and that
or
you’ve spent a significant amount of time trying to .. Unfortunately, this
doesn’t change the fact that. .
You’re my last hope. If you
don’t help me I don’t know •
I can only imagine how distressing this process has been for you and
what I’ll do.
I’m sorry that the outcome of your complaint couldn’t be more positive. .
•
I’m aware that this problem has cost you a lot of money/caused a lot
of stress for you and your family and in your position I would feel upset
too. From an organisational standpoint though we aren’t able to do
anything to help you.
•
I agree that pursuing a complaint for ... years without a satisfactory
outcome would be devastating. However, I need to be upfront in
letting you know that I don’t believe that our office/department will be
able to achieve the outcome that you’re looking for either.
•
I recognise that you’ve had a difficult time and I don’t want to add to
this by giving you false hope that we can help you to ..
•
I can’t imagine how hard it would be for you to deal with that. It
certainly wouldn’t be easy. But for me to be able to deal with your
complaint as quickly and effectively as possible, I need you to focus
on tel ing me about. .
•
Unfortunately, I can’t respond to that. It is clearly a difficult situation to
have to deal with. I can help you with. . if we can focus on that. .
•
No I’m sorry, I’m not qualified to help you with that. All I can do is…
•
I apologise, but I’m not the person to speak with about you’re feeling
about this – though I’m sure it’s valid. I can help you with your
complaint though if you want to focus on that for a moment?
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Statement or conduct
Possible responses
Well, I didn’t really expect
•
I’m sorry you feel that way. If you’d like, I can take a few minutes to
you to do anything
discuss our role.
anyway.
•
I’m sorry you’re disappointed with the outcome of my assessment. I’ve
or
explained the reasons for my decision in my letter. You may care to
I knew you wouldn’t want
read through it again.
to help me.
•
It appears in this case you’re right (explain reasons for not doing
or
anything)
.
I’m a taxpayer you know.
•
I’ve considered your complaint and made enquiries. I appreciate my
actions didn’t result in the outcome you were hoping for.
•
We’ve ful y assessed your complaint and we don’t consider there is
evidence that … acted wrongly/unlawfully/corruptly.
•
When did you start thinking that we wouldn’t do anything about your
complaint? I imagine it wouldn’t have been when you brought it to our
attention?
•
I’m not sure what else you were expecting in this situation. When we
spoke ... I explained to you that ..
•
It’s unfortunate that you feel this way, because a lot of time was spent
making inquiries into/investigating and responding to the questions/
issues you raised.
•
We’ve satisfied ourselves that this outcome it is the most appropriate
one in the circumstances.
•
I’m sure you can appreciate that I’m a taxpayer too and pay my taxes
just like you do. So how about we focus on what I can help you with. .
You’re racist/sexist. You
•
Your race/gender/social status has not affected the way I have treated/
wouldn’t treat me like this
I am treating you. We deal with lots of people who are …
if I was/wasn’t....
•
Your race/gender/social status has not affected any of the work I have
or
done in relation to your complaint. We deal with people from all walks
I’m not stupid you know.
of life.
or
•
Your race/gender/social status has played no part in the decision I’ve
made.
Your organisation isn’t
interested in helping the
•
I haven’t said anything about your race/gender/social status because
little guys/people like me.
it simply isn’t relevant to. .. and it’s unclear to me why you would raise
such issues.
•
When did you start thinking that you were being treated differently
based on your race/gender/social status?
•
When did you start thinking that we’d al ow your race/gender/social
status to influence out behaviour?
•
I’m sorry you got that impression.
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Statement or conduct
Possible responses
Asking personal questions •
I don’t consider this to be relevant to the issue of. .. What I do need
that cross your personal
information on is...
boundaries – eg questions •
I don’t need information about that right now. If I do, I’ll let you know.
about your marital status,
What I need you to tell me about however right now is. .
where you live, your kids
etc.
•
I’m sorry my organisation doesn’t al ow me to discuss my personal life
with complainants. So why don’t we get back to …
• [Mr/Ms name]
I have a limited amount of time to talk to you/meet with
you and there is specific information that I need from you before our
time runs out. So tell me about. .(regain control of the conversation)
•
The information that you’re giving me is making me uncomfortable and
I don’t believe that it relates in any way to the questions I’m asking you.
I need you to focus on these issues/questions (restate them).
•
I’ll have to end this call if we can’t keep to the issues.
•
I find this information inappropriate and I’ve asked that you stop tel ing
me about it, because it doesn’t relate to the immediate issue that I’m
dealing with. If you continue to talk to me like this, I’ll end this cal .
•
I provided you with the information you require and, if you have no new
questions, I’ll have to end the call here to respond to other people who
are waiting.
•
I’ll have to hang up now, because we are not getting the things we
need to get done. I’ll call you back tomorrow in [minutes/hours/days/
next week]
...
•
I’ll have to end the call here, but I’ll put my questions in writing for you
and send them through Australia Post. You can read them, answer
them, and send them back to me either by email or in the mail.
•
I’ve told you that I’ll hang up if you continued this behaviour. Goodbye.
Wanting to talk about their •
I’m not able to comment on your file right now. You can call the office
complaint outside of office
during normal business hours and I can discuss the complaint with
hours.
you then.
•
I can’t comment on your file without having it in front of me.
Why wasn’t I told about
•
If you recal , we talked about this on [date]
and I told you then that ...
this before? – when they
This has not changed and I do not see any reason to rehash it now. If
have.
you have other concerns I suggest you put them in writing.
•
I sent you a letter/email on [day/date]
that explains our position on
this in detail. I don’t have time to revisit it right now, but I suggest that
you take time to read that letter/email again. If you still have specific
questions that you want answered, I’ll set aside [minutes]
for you on
[day/date]
to discuss them. Do you need me to send you another copy
of that email/letter?
•
A lot of time was spent making inquiries into/investigating and
responding to the issues that you’re raising with me now. I’d
appreciate it if you could take the time to go over the letter/email I sent
to you again. If you still have specific questions after reading it, you
may call me back.
•
I don’t think this conversation is productive for either of us because we
keep on coming back to the same issue. .
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Part 5 - Responding to and managing UCC
Statement or conduct
Possible responses
•
It seems you want me to say something that I can’t. I’ve tried to explain
several times how we reached the conclusion we have. Because I don’t
think this conversation is productive for either of us, I’ll have to end our
discussion here. You can put your concerns in writing if you wish and
we’l decide whether or not further action is needed by our office.
I have a right to see/
•
I don’t have authority to give this information to you. You can put your
access those documents.
request in writing and the appropriate senior officer/manager will
or
decide whether it will be given to you.
This is urgent and can’t
•
I can’t give you this information, because ..
wait until tomorrow. Give
•
We rarely disclose this type of information, except in extremely rare cases
me [person’s] direct/home
where ... and where there are clear and substantial reasons for doing so.
line.
•
We consider requests for information on a case by case basis, so
you’ll need to put your request in writing and clearly explain why
this information should be disclosed to you. We’ll provide you with a
response shortly after that.
•
Our usual practice is not to disclose the information you’ve asked for
because ...
•
There is an expectation by the people/organisations that interact
with our office that this information won’t be disclosed, except in
exceptional circumstances. Your case isn’t one of these exceptions.
•
You always have the option of making an application for disclosure
under the [title of access to information/FOI legislation]
. You can find
information about making a GIPA application on the Office of the
Information Commissioner’s website at www.oic.gov.au.
•
I understand that you think this is an urgent matter, but I can’t call ...
at home and I can’t provide you with person’s home phone number/
personal contact details. What I can do is arrange for you to talk to
someone else who is available right now and who might be able to
respond to some of your concerns.
That’s not what I’m
•
We agreed that the central issues in your complaint were ... and these
complaining about. You’ve
will be the focus of our response to you/our investigation.
got it all wrong.
•
We prefer that you wait for us to complete our investigations/inquiries
before raising additional issues, as things often can and do change as
our investigations and inquiries progress.
•
I understand that you’ve several concerns that you want to raise
about. . However, we’ve decided to limit our investigation to the
fol owing issues. .
•
Our organisation can look at whether ... In our letter to you we
addressed those issues. We won’t be looking at ... because. .
•
By changing the issues in your complaint, you are affecting our
ability to resolve them. Please give us time to complete our inquiries/
investigation/etc.
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Statement or conduct
Possible responses
•
I can’t deal with your matter properly while you’re changing the issues
you want us to deal with/adding new issues of complaint. You’ll have to
decide whether you want to withdraw your complaint while you figure
out what you want us to look at or let us move forward with what we
have and the issues we have identified to date. What’s happening now
simply isn’t working.
•
Given the many complaints we receive, we try our best to distribute
our resources as fairly as possible across all of them. To do this
we focus our attention and resources on the central issues/more
substantial issues raised in these complaints. In your case, we agreed
that the central issues were ... We’ll not be looking at anything else,
unless there are clear reasons for doing so.
That (outcome) isn’t good
•
It’s clear that you aren’t satisfied with the outcome that we’ve achieved
enough. It’s not what I
for you. We, on the other hand, are satisfied with it and have decided
wanted.
not to take any further action.
•
The outcome you’re asking for isn’t very different from the one we’ve
already achieved for you. We won’t spend more time and resources
pursuing this issue.
•
To make sure that we distribute our resources fairly and evenly across
all complaints, we must think about whether there is a practical
purpose in pursuing a different outcome in your case. Our view is that
the outcome you’re now seeking is not very different from what we’ve
already achieved, and it therefore would not be practical or fair for us
to spend any more time and resources on it.
•
If you recal , on ... [date]
we discussed the types of outcomes we
would be aiming for. We decided that we would try to ... This is what
we’ve achieved and I don’t see any practical purpose in pursuing. .
•
You’re welcome to write to us and explain why you think this outcome
is the wrong one/inappropriate/unsatisfactory. If we agree with
you, we’ll notify you accordingly. Otherwise we’ll read and file your
correspondence without acknowledgement.
They/you owe me a refund/ •
It seems to me that you’re hoping we can do. . I have to tell you right
compensation/an apology,
now that this will not be possible because. .
etc.
•
What you’re asking for isn’t possible. Perhaps we can think about other
possible options/outcomes like (give example)
which are more likely to
happen.
•
I accept that you want to see ... happen. We do not believe this is an
appropriate solution/isn’t likely to happen because. .. I think it would be
more productive for us to start thinking start thinking about other more
appropriate/likely outcomes like .. .
•
I understand ... is what you’d like to see happen in this case, but we
don’t consider this to be an appropriate outcome because. .. We think
. . is more appropriate and more likely.
•
Sometimes people have a different view on the same issue. You and
I clearly have a different view on ... As I’ve explained we think that the
more appropriate/more likely outcome in this situation is. .
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Part 5 - Responding to and managing UCC
Statement or conduct
Possible responses
•
I understand that you’re quite angry about what has happened, but
we can’t make a decision based on your emotions alone. We can only
act on the facts which must also be supported by evidence. So the
sooner we can focus on the facts and the evidence, the sooner we
can resolve this issue.
•
I don’t want to give you false hope by tel ing you that ... might happen
when it’s quite clear that it won’t. I suggest that we think about. .. as
possible solutions so that you’re not disappointed later on.
•
Our complaints system isn’t designed to provide revenge/vindication/
retribution. The kinds of outcomes that we can normal y achieve are. ..
In your case it is possible that ... might happen.
•
It’s unlikely that you will get the compensation you’re looking for.
He/she/you should be
•
I accept that you believe ... should be sacked over this. We, however,
fired.
view things a little differently.
•
You are entitled to your opinion.
•
No one will be fired over this issue.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Chapter 11 – Strategies and script ideas for managing
unreasonable lack of cooperation
Unreasonable lack of cooperation
The principle underlying the strategies and script ideas for managing unreasonable lack of cooperation is
‘setting conditions’. This involves requiring something of the complainant as a precondition to taking any
action on their complaint or performing a particular service/action. For example, a complainant may be
required to organise and summarise unreasonably disorganised and lengthy documentation as a condition
to it being accepted and read.
Table 10 – Strategies for managing unreasonable lack of cooperation
Complainant conduct
Suggested strategies
Sends a constant stream
• Get the complainant to organise and summarise the information
of comprehensive,
they have provided as a condition of accepting/proceeding with
disorganised information
their complaint.
or an unclear/undefined
• Expressly ask them to stop sending information, and advise them
complaint – when they are
that if you/your organisation need further information they will be
capable of doing so.
notified immediately.
• Do not accept cc’d communications/emails or copies of press
articles as complaints, unless the complainant expressly indicates
that they are intended to be a complaint for your organisation
and clearly identifies specific issues of complaint – that can be
appropriately dealt with by your organisation.
• Advise them that every time they send you information you have to
take time to read it – taking you away from doing other important
work in relation to their complaint.
See Table 6 – Strategies for managing unreasonable persistence
(Bombarding the organisation or its staff with phone cal s, visits or
written communications when it is not warranted) (page 39).
Provides little or no detail
• Inform the complainant verbal y and in writing that you/your
with their complaint or
organisation will not look at their complaint until all relevant
presents information in ‘dribs
information has been presented.
and drabs’.
• Describe the types of information that they should provide – eg
copies of official documents, photographs, videotapes or other
materials that clearly show that the events or actions complained
about occurred.
• Identify a timeframe for compliance for the complainant to provide
the requested information, after which time no further action
will be taken on the complaint or no additional information will
be accepted in relation to their complaint – if it was intentional y
withheld by the complainant.
Provides irrelevant
• Return correspondence that contains inappropriate content and
information, including
require the complainant to remove the inappropriate material
documentation with sexually
before the correspondence will be considered – after making a
explicit content.
copy of it for your records.
• Inform the complainant that only the central issues in their
complaint will be dealt with/responded to, and re-state what those
issues are for clarity and agreement.
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Complainant conduct
Suggested strategies
Refuses to follow
• Provide your advice/instruction and stick to it – do, however,
instructions or accept
acknowledge any reasons why the complainant may be resistant
suggestions and advice.
to the instruction or advice – eg they have previously relied on
advice to their detriment.
• Explain your responsibilities and theirs and your goals/intentions
in pursuing their issue. See Chapter 4 – Effectively managing
complaints and expectations from the outset (Establishing the
ground rules).
• Make sure to summarise instructions to ensure understanding.
• Fol ow up any verbal instructions or advice in writing and clearly
indicate a timeframe for compliance/action, if relevant.
• End unproductive phone cal s and interviews if the complainant is
not receptive to instructions, advice or suggestions.
• Record meeting your topics and outcomes and write to the
complainant outlining the outcomes of the meeting.
Unreasonably argues that
• Clearly state that a particular outcome is not possible.
a particular solution is the
• Assert your position clearly, transparently and firmly and stick to it
correct one, disregarding
– but do acknowledge their viewpoint.
other valid explanations and
contrary arguments.
• Avoid arguments or trying to reason with complainants who are
unwil ing to consider other logical and reasonable points of view.
No amount of reasoning is likely to convince these complainants to
calm down or to accept your point of view or decision.
• Advise them of their one review option and, if they have already
exercised that option, firmly advise them that the issue will not be
reconsidered, unless exceptional circumstances exist.
• End unproductive phone cal s and interviews if the complainant is
not receptive to your explanation or point of view.
See Table 13 – Scripted responses to statements and conduct
associated with unreasonable arguments (Resistance to explanation)
(page 72).
Displays unhelpful behaviour • Terminate you/your organisation’s involvement with the complaint if
– eg withholds information,
you discover that the complainant has purposely and significantly
is dishonest, acts illegally,
misled you or has been untruthful about their matter.
is unethical, misleading or
• Specifical y identify the problematic behaviour and ask that they
otherwise misquotes others.
stop it if they wish to have their complaint pursued further.
• Re-state the ground rules ‘rules of engagement’ and emphasise
that they must comply with them if they wish to have their
matter dealt with further. See Chapter 6 – Effectively managing
complaints and expectations from the outset (Establishing the
ground rules).
• Record meeting topics and outcomes and write to the complainant
outlining the outcomes of the meeting.
• Refer the behaviour to the relevant authority if necessary – eg
unlawful conduct such as fraud.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Table 11 – Scripted responses to statements and conduct associated with unreasonable lack
of cooperation
Statement or conduct
Possible responses
See attached/the attached
•
So we can deal with your complaint properly, we need you to
speaks for itself.
summarise the information that you’ve sent and explain how it relates
to the central issues in your complaint. As it stands, we’re having
difficulty understanding how they are related.
•
I’ve had a chance to look at the information you sent and I’m finding it
difficult to see how it relates to the issues that you’ve complained about.
Can you summarise this information and clearly explain how it relates to
the central issues in your complaint? I would need you to do this in the
next [days/weeks]
if you want us to proceed with your complaint.
•
For the moment, I don’t need this level of detail. . (explain).
•
As you can imagine we receive a lot of complaints at this office, so
to make sure we deal with all of them fairly we ask complainants
to clearly identify their issues of complaint and explain how their
supporting documentation relates to these issues..
•
You’ve sent [number of emails/documents]
to our office about
your complaint. We don’t need this much information right now. If
we need it, I’ll let you know. Until then, please stop sending this
information as it is taking me away from doing other important tasks
in relation to your complaint.
•
I previously asked you not to send any more information/emails
because it is affecting my ability to deal with your complaint
effectively. Again, I don’t need this level of detail from you at the
moment. I’d appreciate it if you would comply with this request.
I’ve told you everything/given •
I know you probably feel like you’ve talked about this enough, but
you all the documents that
could I ask you a few more questions that will help us to deal with it
you asked for – when they
as quickly as possible? Proceed by asking open-ended questions.
haven’t.
•
I understand that you’re unhappy with the system, but I still need you
to provide this information.
• (Restate what they’ve said)
sounds real y important. Can we go over
it in a little more detail?
•
We need you to send all the information you have that relates to your
complaint within days/weeks. Otherwise, we may have to close your
complaint file until we receive it from you.
•
It’s essential that you send us documentation/information that relates
to your complaint. Otherwise, we won’t be able to deal with your
complaint appropriately.
•
It’s a very inefficient use of our time and resources to change the
course of our investigation/undertake another investigation because you
did not provide us with this information earlier/when you were asked.
•
We’ve asked you a number of times to send ... and you haven’t. If we
don’t receive it by ... we won’t accept it later on if you decide to send
it to us. I suggest that you get it to us right away.
•
By not sending the information that we’ve asked for we haven’t been
able to. . We need you to send this to us right away if you want ...
Otherwise, we may have to close your complaint /decide on the
outcome of your complaint without it.
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Part 5 - Responding to and managing UCC
Statement or conduct
Possible responses
•
We can’t resolve your complaint without ... I’m sure you wouldn’t like
to see us close your complaint file because of this.
•
You’ve come to us because you want us to. . For us to do this we
need you to cooperate ful y, by providing us with any information
that is likely to influence how we deal with your complaint and any
solutions that we might suggest. .
It’s vital to my complaint. You •
I don’t consider this to be relevant to whether. . . I do, however, need
must look at it.
you to tell me about. .
•
I don’t need to know about ... to be able to determine whether. . has
occurred.
•
It appears to me the central issues you’re complaining about are. .
I don’t believe you need to tell me about ... for me to deal with those
issues.
•
I apologise, but I’m not the person to speak to about. .. I can help
you with ... To ensure that we don’t waste time, why don’t you tell me
about that.
•
I don’t want to take up time by talking about. .Perhaps we can get
back to discussing. .
•
I find this information to be inappropriate and irrelevant to. .. I’ll have
to end our call if you continue to raise it with me.
•
I’ll have to end this call if we can’t keep to the issues of. .
•
I understand that you want to share all the details of what has
happened with me. However, I don’t need that level of detail
because I can’t help you with. .. How about you tell me about. .?
•
If I need to know about it I’ll let you know, but for the moment let’s
focus on...
•
Can I ask why you’re bringing this to my attention? (let them
respond)
As I’ve tried to explain to you, my role is to (explain).
Unfortunately the information that you’re sharing is not anything we
can use at this office/our office can do anything about.
•
You’ve already been informed that our office doesn’t consider it
appropriate for you to talk to us/me about (explain).
I have nothing
else to add to this issue.
•
I’ll have to hang up now, because we aren’t getting the things we need
to get done. I’ll call you back in [hours/days]
when I’ll have more time to
discuss them further/we can have a more focused discussion.
•
I’ll send you an email/letter with my questions later this afternoon and
you can respond in writing and send them back to me. .
•
I told you that I would hang up if you continued to discuss. .. Goodbye.
Who the hell makes these
•
I know you disagree with the policy. If you want to have your say
stupid policies?
about this, the best thing to do is contact agency/person. Would you
like me to give you their name and number?
•
If the complainant has already contacted that person/agency, then
you might use the ‘end of the line’ responses suggested above.
Alternative responses to ‘that’s our policy’ or ‘it’s a matter of policy’ are:
•
Let me explain how we usual y do things/why we do things this way. .
•
We ask/expect that ….
•
Our usual practice is. .
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Statement or conduct
Possible responses
I can’t/won’t do that.
•
I feel I’ve explained your options to you as best as I can. You might
want to choose a different path and that is absolutely your decision.
•
It’s my role to explain your options to you, but any decision on what
you do is clearly yours.
•
Perhaps you’d like to think about what I’ve just explained to you. We can
discuss it again next week if you need me to clarify anything further.
•
So, let me recap. I’m going to do … and you’re going to do …Is that
how you understand it?
•
I understand that you’re unhappy with the system, but I still need you
to do….
•
This is real y the only advice I can give you. You’ll have to decide from
here what you want to do next.
You’re wrong/I disagree.
•
I acknowledge that you view things differently. However on the
information I have, I’ve formed the view that. .
•
I acknowledge that your view is …, but we see it differently.
•
I feel that I’ve given you as much information as I can about this. It
seems you want me to say something that I can’t. Because I have
other serious complaints to tend to, I’ll have to end the phone call
here. You can write to our office if you have new and substantial
issues that you want to raise.
•
I don’t think this conversation is productive for either of us now and
I’ll have to end it here. If you have any further concerns you can put
them in writing and we’ll assess them and decide whether or not they
warrant any action by our office.
•
I’ve given you all the information you need, and if you have no new
questions I’ll end the call to deal with other people who are waiting.
•
I understand that you’re dissatisfied with what I’ve told you. I’ve tried
to explain to you how I/we came to this conclusion and can’t spend
any more time explaining it to you. If you wish, you can put your
concerns in writing.
•
I’ve explained how and why I’ve made the decision that I have.
Unfortunately, there is nothing else I can add to this. Unless you have
some other issues that you would like to raise with me, I’ll have to end
this conversation/interview here.
•
Sometimes people have a different view on the same thing. You and
I clearly have different views ... and as I’ve explained our office won’t
be taking any further action on your complaint.
See Table 7 – Scripted responses to statements and conduct
associated with unreasonable persistence (Unproductive/stressful
phone call or interview) (page 44).
68 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 5 - Responding to and managing UCC
Chapter 12 – Strategies and script ideas for managing
unreasonable arguments
Unreasonable arguments
The principle underlying the strategies and script ideas for managing unreasonable arguments is ‘declining
or discontinuing’ involvement with a complaint. This involves politely refusing to do something or stopping
doing something for a complainant. As soon as it becomes apparent that a complaint is groundless, you
should decline or discontinue service. If unreasonable arguments are mixed with reasonable arguments, the
strategy should be to refuse to deal with the unreasonable portion.
Some words on mental il ness
Unreasonable arguments are sometimes associated with mental il ness. Dealing with people with a mental il ness
requires extra sensitivity, although their conduct can general y be dealt with in the same way as anyone else’s.
When dealing with people with mental il ness, it is important not to dismiss a valid issue as being delusional.
A delusion (or psychosis) does not preclude a legitimate complaint. Staff who receive complaints that they
suspect to be delusional should take time to ask the complainant specific questions about any evidence
they have to support their claims. At the same time, extra care should be taken not to fuel or encourage
complaints that are clearly delusional or complaints that have no legitimate basis, as this is likely to give the
complainant false hope about what you can do for them.
A psychosis usual y involves being out of touch with reality. Psychotic disorders such as schizophrenia
may include delusions in which people believe that others are trying to harm them. This may lead to
violent, usual y self-protective, outbursts. Unprovoked violence may also be associated with hallucinations
where ‘voices’ give orders for certain actions.
For information on mental health services in your area please contact or refer the complainant to the fol owing:
Lifeline: 13 11 14 (www.lifeline.org.au)
Beyond Blue: 1300 22 4636 (www.beyondblue.org.au)
Mental Health Association of NSW: 1300 794 991 (www.mentalhealth.asn.au)
In emergency situations, contact your local mental health team or community health centre in the White
Pages (search the ‘Emergency, Health and Help’ section).
Table 12 – Strategies for managing unreasonable arguments
Complainant conduct
Suggested strategies
Insists on the importance of
• Do not take up/continue with issues that there is no practical
an issue that is clearly trivial.
purpose in pursuing.
• Explain that complaints are not taken up unless they are
supported by evidence and are sufficiently serious. For example,
the complaint should:
− raise a substantial new issue
− be supported by clear evidence that suggests that the event/
issue they are complaining about happened.
• Explain that clear evidence could include:
− copies of official documents
− photographs
− videotapes
− other material that shows or tends to show that what they are
complaining about occurred.
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Complainant conduct
Suggested strategies
Insists on the importance of
• Tell them firmly and confidently that it is the organisation and
an issue that is clearly trivial.
not them who decides on the importance of an issue – ie the
(cont.)
resources it will dedicate to it.
• Advise that any further correspondence about the particular issue
is likely to be read and filed without acknowledgment, unless it
meets the threshold above.
Note: You should be careful not to disregard new issues that are
substantial y different from the original complaint and that do warrant
further action.
Invents allegations from
• Avoid being drawn into hypothesising, catastrophising, conspiracy
the smallest piece of
theories, unproductive arguments and personal attacks.
unsupported information or
• Acknowledge the complainant’s point of view, but assert that
sees cause and effect links
you have reached a different but equal y valid viewpoint and are
where there are clearly none.
sticking to it.
• Make firm and final statements so that there is no more room for
continued arguments or ‘ammunition’ for the complainant to raise
more issues and prolong the discussion unnecessarily.
• Make sure your responses are brief, yet polite.
• Ask that they provide clear evidence to support any al egations –
otherwise they will not be considered.
• Describe the type of evidence that your organisation will accept and
consider – try to identify things that relate to their particular issue.
• Be upfront and honest from the outset and do not say or do
anything that will give them false hope about whether their issue
will be taken up or their likelihood for success.
• After you close the complaint, do not respond to further
communications about that issue – unless it raises a substantial
new issue or evidence or provides new information that warrants
further action.
Raises bizarre or
• Speak to them in the same tone as you would to anyone else and
incomprehensible issues –
treat them with respect.
eg they are being followed
• Listen carefully to what they are saying and avoid arguments.
or recorded by the CIA when
there is no evidence to
• Ask questions and check for evidence. Sometimes a complainant
support their allegations.
may be delusional, but may still have a legitimate complaint. The
ability to provide evidence or point to factual information will be the
key. You might say:
−
To take this further, we would need clear evidence like photos,
documents or medical certificates….
−
Sometimes people think something wrong has happened, but
there isn’t any evidence. I can only suggest that if you do get
some evidence you send it to me.
−
You’re explaining your concerns wel , but without any clear
evidence I can’t fol ow this matter up.
• Reflect back to them what they are saying without agreeing:
−
So you believe aliens are fol owing you.
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Complainant conduct
Suggested strategies
Raises bizarre or
• Acknowledge emotions, both theirs and yours.
incomprehensible issues.
−
I’m feeling frustrated listening to you, so I can only imagine how
(cont.)
frustrated you must be feeling about this.
• Empathise with both their lows and highs.
−
I can see you’re feeling real y bad about this/you’re feeling real y
happy about this.
• If it appears that your organisation can assist them, explain what
can and can’t be done to help them – without fuel ing their bizarre
arguments.
• If it appears unlikely that your organisation can take up the issue,
check whether the person may be able to come up with a solution
of their own.
−
Is there any other way you may be able to achieve this/make
sure this doesn’t happen again…?
See Chapter 12 above – Some words on mental il ness (page 69).
Interprets facts or law in ways • Acknowledge their point of view, but clearly state your own and
that are clearly irrational or
stick to it.
unreasonable and insists
• If reasoning with the complainant doesn’t work, refer them to
their interpretation is the
another forum where they can raise their issues – such as the
correct one.
courts if it is a matter of legal interpretation or a Minister or MP if it
is a policy or political issue, if appropriate.
See Table 13 – Scripted responses to complainant statements and
conduct associated with unreasonable arguments (Resistance to
explanation) (page 61).
Makes false or
• Advise them that they must provide clear and verifiable evidence
unsubstantiated accusations
to support their claims.
of biased, unethical, illegal,
• Tell them clearly, firmly and transparently that complaints about
inconsistent, or partial
you/your col eagues will not lead to a change the decision that has
decision making when things
been made or the outcome reached in their matter, unless there
don’t go their way.
are clear and substantial grounds for it.
• Keep records of all contacts and communications with the
complainant for future reference, including conversations where
they argue bias.
Demonstrates an inability
• Never accept responsibility for things that you/your organisation
to accept personal
are not responsible for.
responsibility, and instead
• Do not get caught up in conversations about what other people/
blames others for things that
organisations have done, unless this is the subject of a complaint
they bear no responsibility
that is within jurisdiction.
for – eg the case officer/
organisation.
• Avoid asking questions that are focused on the past – keep it in
the present and talk about the task at hand and things that need
to be accomplished in the future.
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Table 13 – Scripted responses to statements and conduct associated with unreasonable
arguments
Statement or conduct
Possible responses
This is a very serious issue.
•
It may well seem that way … (fol owed by an appropriate explanation)
.
So you think my complaint
•
It’s not an issue of your complaint being unimportant. It’s a
isn’t important enough?
question of whether our organisation can achieve a substantial
outcome in this situation/whether your complaint is one that our
office can help you with. From our perspective, we can’t/it isn’t.
•
Unfortunately we don’t share your view that this issue needs to be
investigated further by our office.
•
Al complaints are carefully assessed according to our policies and
procedures. Sometimes we receive complaints we can’t/don’t have
the powers to take up.
•
It’s clear that this issue is important to you, however we do have
certain requirements that complaints must meet before they
are taken on by our office. These include that the complaint is. .
Unfortunately your complaint doesn’t meet this threshold.
•
We’ve considered the information relating to your complaint and we
don’t believe that there is a practical purpose in pursuing it further.
•
As we’ve explained, we don’t think that there are clear reasons for
us to take action on this issue. Perhaps you should consider raising
it in another more appropriate forum.
•
When did you start thinking that we weren’t/I wasn’t taking you
seriously?
•
When did you start thinking that I/we don’t give a damn?
•
When did you starting thinking that we aren’t concerned about your
situation?
Why are you are
•
My intention isn’t to discourage you. I’m trying to be as realistic as
discouraging me from
possible with you now so that you are not disappointed later on. .
pursuing my complaint?
•
It’s unfortunate that you feel that way. I simply don’t want to see you
spending even more time pursuing this when there may not be any
organisation that can help you with this issue.
•
It would be very easy for me to pass you on to another organisation/
person and let you think that they can help you, even though they
probably can’t. But I don’t want to give you false hope.
•
The reality of the situation is that our office is unable to help you
with your complaint because ... I’m not discouraging you from
taking your complaint elsewhere if you think another organisation
can help you.
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Statement or conduct
Possible responses
They’re corrupt.
•
People often feel that a certain person/organisation have caused a
problem for them. We need clear evidence to support what you’re
saying before we can fol ow it up. Examples of clear evidence
include...
•
I’d real y like to help you, because it’s clear that your complaint
is important to you. But for me to be able to do this I need you to
provide us with solid evidence that supports what you’re saying –
for example. .. Until we get this type of evidence we won’t be able to
move ahead with your complaint.
•
I accept that your opinion is that. . We have a different view. We
can’t do what you’re asking because …
•
I can see that you think this is the worst thing that could happen.
Perhaps we could have a closer look at how it is. .
•
Sometimes people have a different view on the same situation/
issue. You and I clearly have a different view on. .
•
I accept that … is your view. I’ve taken a different view. My view is
… For these reasons I won’t be taking any further action on your
complaint/wil take the following action. .
•
I understand that … is your view. However, on assessing the
information that has been submitted to this office, our view is that. .
•
Your view is … Is there any possibility that there could be another/
different view?
The police are listening to
•
Is it possible there might be an innocent explanation for…?
my thoughts/recording me/
•
You must be worried about being fol owed/recorded by the police.
following me.
I can’t help you with that, but if you can tell me about… then I can
help you with that.
•
I can’t do anything about an event that hasn’t yet happened.
•
Some of the things you’re asking about are hypothetical. I can only
respond in detail to an actual event.
•
If … happens in the future, you can ring me then.
•
I know you will understand that we can’t act on a complaint
without evidence.
•
I appreciate that you’ve put a lot of thought into this issue and you
have a lot to say about it. However, discussing [irrelevant issue]
won’t help us to focus on those things that our office can deal with
which are. .
•
I’d real y like to help you, but what’s lacking in your complaint is the
evidence to support what you’re saying. Without it I won’t be able to
follow up your complaint.
• Ask a series of questions
– What would make the situation better?
What are you hoping to achieve by contacting us? What did you
hope we could do for you? – and then manage expectations
.
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Statement or conduct
Possible responses
The legislation says that your •
I appreciate that you have a certain opinion about how legislation/
office must…/ I’m entitled
document is to be interpreted. We take the position that it should
to…
be applied like this.
•
It’s obvious that we have different opinions about how this policy/
legislation should be interpreted and applied. We’ve/I’ve explained
our/my position to you and there is nothing else that we can add to it.
•
Sometimes people have different opinions about the same
situation/issue. You and I clearly have different opinions on. .
•
I accept that … is your point of view. I have a different point of view.
I think … For these reasons I won’t be taking any further action on
your complaint/will take the fol owing action. .
•
I understand that … is your position. However on assessing the
information that has been submitted to us, we have formed a
different position – which is that…
•
Your opinion/position is … Is there any possibility that there could
be another opinion/position?
You/your organisation/they
•
Do you have evidence to support this al egation?
are biased/corrupt….
•
Organisation/person has made a professional judgment and we
have seen documentation explaining the reasons for their decision.
•
I understand you’re annoyed/sceptical/angry about …
The evidence we’ve gathered suggests the conduct is not
unreasonable/so unreasonable as to warrant action on our part.
•
I need to give organisation/person a chance to explain their side of
the story. If I’m not satisfied, I’ll take it further.
•
Simply because you disagree with my/our/their decision doesn’t
necessarily mean that we’ve been biased towards you. Do you
have evidence to support your al egation?
•
I understand that you think that there has been bias in this situation.
I’ve made my own assessment of these claims and, after looking
at your concerns and checking the information that has been
provided to me, I don’t consider that there has been bias.
•
You may believe this to be the case, but we are satisfied that. .
•
I appreciate that this is your view. The evidence in this case suggests. .
•
We rely on good documentary evidence to make our decisions.
Any biases, misconduct, shortcomings or other discrepancies
usual y become apparent during our enquiries and reviews of
documents. So far, we haven’t found any evidence to support that
. . has occurred in this situation.
•
Often there can be many reasons why a person/organisation
doesn’t disclose the type of information that you’ve requested other
than bias like you suggest. There may be confidentiality or privacy
issues that they are required by legislation to observe.
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Statement or conduct
Possible responses
You’re taking their word for it. •
No, that’s not correct. I have sought documentation reports/files
or
notes/correspondence to assess the decision making process and
reasons for the organisation’s/staff member’s conclusions.
You’re colluding with them.
•
It seems you think that, because I haven’t agreed with your
complaint, I’m simply accepting their word. In fact, my job is to
hear and consider both sides of a story and then to decide whether
there is any/sufficient evidence that something has gone wrong.
•
I’m independent of both parties and I’m not here to take sides.
•
The fact is we are impartial/independent investigators and don’t
advocate for either side and cannot do what you asked for. I
explained this to you before.
•
That’s not the case. I have looked at the documentation and I can’t
see any evidence to contradict our position.
•
I’ve asked them to explain the situation and I’m satisfied with their
explanation.
•
You may think that. I have to make my own assessment of the
matter. After looking at your concerns/checking out the relevant
policies/seeking information from the department I consider there is
nothing for us to take up.
•
The fact that you disagree with their decision doesn’t mean they
have been unreasonable.
•
What do you base this claim on?
•
I understand you’re disappointed with my decision/view and I must
say I’m sorry you see it this way. My role is to be impartial. Based
on the evidence available to me, I can’t see that the organisation
has acted wrongly.
Why won’t you do it for me?
•
Each case is different. Perhaps we can get back to your situation.
You did it for my friend/
•
I’m not sure how your friend’s situation applies here. Let me explain
someone I know.
how we came to our conclusions about your situation.
I thought your organisation
•
You’re right. We are very interested in what is fair and reasonable.
was interested in fairness.
•
We have carefully looked at your complaint and we have decided
that there does not appear to have been any unfairness in your
case.
They’re lying to you/
•
You may believe this. However, I’m satisfied with their response.
manipulating you/pulling the
Unless you can prove that they’ve deliberately misled or
wool over your eyes and you
misinformed me, my decision stands.
can’t see through them.
•
I’m very aware of the way responses are made to me. I can assure
you that I get copies of reports and documents to substantiate what
I’m being told.
•
I appreciate that is your view. The evidence in this case is …
•
So far I have no reason to believe this. I certainly welcome any
evidence you can give me that supports your assertion.
•
I have considered your evidence as well as the evidence provided
to us by the organisation/their staff and I can’t agree with your
assertion, though I do acknowledge that this is your view.
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Statement or conduct
Possible responses
They think they can get away
•
They are required to abide by the law/policy/procedure that is
with anything.
relevant to them. They have had to explain their actions to us. I
or
consider that they have reasonably explained their conduct.
So the law doesn’t apply to
•
Well no, they’re not. The issue here is about a complaint you have
them/they’re above the law?
brought to our organisation. Our role is to see whether there may
be any evidence that something went wrong. Having looked at your
complaint, I have formed the opinion that there isn’t any evidence
there.
•
The organisation has to conduct their business and has legitimate
authority to make their decisions. We haven’t found evidence that
they are acting unreasonably in doing this.
It’s all your/their fault. How
•
I can’t take responsibility for what has happened in the past.
could you let this happen?
However, I would like to help you with. .. Can you tell me about. .?
•
I understand that your experience with ... was/has been difficult for
you and that you’re still quite upset. However for me to be able to
help you with your current complaint, we need to focus on. .
•
I’m sure that you can understand that I’m not to blame for ... So why
don’t we focus on what I can help you with now. .
•
I recognise that you believe ... is responsible for. . But perhaps there
is another explanation. .
•
Is it possible that there might be some other reason why ... has
occurred?
•
For me to do .. ., you will need to do ... otherwise, we’ll have to close
your file
•
I’m sorry you’ve had trouble, but I can help you with (explain).
Resistance to explanation
Some complainants are resistant to explanation and are unwil ing to
consider views other than their own. To determine if a complainant wil
be receptive to your explanations/point of view you may ask the fol owing
types of questions as they may give you an indication of whether it wil
be productive to continue on with your discussion with them:
•
Your view is … Is there any possibility that there could be another/
different view?
•
You say … is the case. Is this necessarily so?
•
You seem to be saying … is the case. How is this true?
•
To manifestly il ogical conspiracy al egations – Is it possible there
might be an innocent explanation for …?
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Chapter 13 – Strategies and script ideas for managing
unreasonable behaviours
Unreasonable behaviours
The principles underlying the strategies and script ideas for managing unreasonable behaviours are ‘setting
limits’ and ‘setting conditions’. Setting conditions is about requiring something of the complainant as a
precondition to taking any action on their complaint or performing a particular service/action. Setting limits is
about establishing clear boundaries and placing limits on services, if necessary. When setting limits, you should:
• identify the unreasonable behaviour
• ask the complainant to change their behaviour
• state the consequences if the behaviour continues (identify the limits)
• offer the complainant a choice, if possible
• enforce the limits, if necessary.
For example:
I cannot continue with this interview if you are going to continue to bang the table. Please stop otherwise I wil
end the interview. Would you like to continue or would you like to do this some other time? It’s your choice.
Important caveat
The suggested strategies in Table 14 below must always be considered in the context of your organisations
security protocols and procedures. In cases where any of the suggestions conflict with those protocols and
procedures the latter should always take priority, unless you are otherwise instructed by a supervisor or
senior manager.
See also, Chapter 14 – Assessing Risks (page 89), Appendix 6 – Risk assessment worksheet (page 125),
and Appendix 7 – Ten steps for responding to threats, hostility and aggression (page 127).
Also for information on things you can take to protect your personal safety – in addition to the systems and
protocols that your organisation has in place – see
Staff safety in the workplace: Guidelines for the protection
and management of occupational violence for Victorian Child Protection and community – based Juvenile
Justice staff. It is available at: www.dhs.vic.gov.au.
Table 14 – Strategies for managing unreasonable behaviours
Complainant conduct
Suggested strategies
Low risk
• Attempt to calm the complainant.
Foul language and
• Tell them that you are uncomfortable with their choice of words and
swearing that is
politely ask that they change them.
part of their normal
• If it continues, ask them to stop and warn that you will have to end the
communication style
call if they continue.
or an expression of
• If it continues, end the call and make a note of the conversation.
distress, but still makes
you feel uncomfortable.
• You may also wish to invite the complainant to call back when they are
prepared to use more appropriate language. Avoid saying:
We need
time out here so we can calm down, as this is likely to escalate the
situation.
• If you do tell the complainant to call back, make sure to give them
clear instructions about who they can contact, when, how (method of
communication) etc.
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Complainant conduct
Suggested strategies
Low risk
• With a supervisor/senior manager, you may also consider whether:
Foul language and
− to take further cal s from the complainant and, if so, who should
swearing (cont.).
take them
− further cal s should be automatical y put through to voicemail, if
possible
− to inform reception about what they can do with any further cal s.
Note: Whether or not this behaviour is unreasonable will depend on the
circumstances of the case.
Low risk
• Attempt to calm the complainant.
Acting up in the
• Remove the audience as quickly as possible, by either taking the
presence of others/
complainant to another room or removing others from the immediate
at public functions to
area where the complainant is located.
create a scene.
• Do not discuss any issues relating to their complaint or any sensitive
issues in front of others, no matter how much they try to taunt you.
• If the complainant calms down, get them to agree to go to another
room and get a col eague to assist you with the interview.
• If a col eague is not available, leave the door open and sit closest to
the exit so you can make a swift and easy escape if an incident arises.
This ensures that staff in the immediate vicinity can be quickly alerted
to what’s happening.
• If the complainant refuses your requests to calm down and the situation
persists, tell them that security may be contacted if they cannot calm
down. Give them time to cool off, but fol ow through as appropriate.
See below – Refuses to leave the premises or move when asked (page 79).
Low risk
• Make a copy of the communication, file and return the original to
the complainant, advising that it will not be considered until the
Confronting comments
inappropriate content is removed.
or threats in written
communications.
• Notify your relevant supervisor or senior manager immediately if any
actual or suggested threats have been made in the communication so
a decision can be made about the appropriate course of action.
• If the complainant continues to send communications with
inappropriate content, in particular by email, consider talking to your
supervisor or senior manager about restricting the complainant’s
access to your direct email and only al owing contact to be made
through your organisation’s general email portal.
Low risk
• You should not respond to personalised or negative online comments.
Make a copy and take it to your designated communications officer/
Uses communication
manager who can decide on the appropriate course of action.
technologies like social
media and the internet
• Warn the complainant that this type of conduct will not be tolerated and
to vilify, defame, harass,
action may be taken to restrict their contact with the organisation.
intimidate or threaten.
• If you think the comment may give rise to criminal or civil liability, you
should immediately consult your relevant supervisors/senior manager so
they can decide whether legal action will be taken to address the situation.
• Report the content immediately to your relevant supervisor or
communications officer for consideration and possible action.
See Chapter 21 – Dealing with misuses of electronic communications, the
internet and social media (page 107).
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Complainant conduct
Suggested strategies
Low risk
• Expressly ask the complainant if they are recording the conversation
or interview and clearly and firmly tell them that you do not consent to
Audio or video recording
being recorded.
interviews or phone calls
without prior consent.
• If the complainant says they are not recording but you still suspect they
are, you may inform them that:
− they are required by law to warn any and all other parties to the
discussion/interview of the recording and obtain prior consent from
each – otherwise they may be committing a criminal offence
− they may also be violating confidentiality and privacy laws and your
organisation will take legal action against them, if necessary.
• You may also consider terminating the call immediately and discussing with
your supervisor/senior manager about changing how you communicate
with the complainant in the future – eg contact in writing only.
Note: You will need to seek appropriate direction on the laws in your
jurisdiction to determine the most appropriate approach for dealing with
such situations.
Low risk
• Politely ask the complainant to leave and move towards the exit.
Refuses to leave the
• If the complainant fol ows you walk them out to ensure that they have
premises or move when
left the building.
asked.
• If the complainant does not leave, you should leave the room or area
where they are located, as soon as possible.
• Immediately inform other relevant staff/supervisors that the complainant
refuses to leave and make sure that no one approaches the area where
the complainant is located unnecessarily.
• Tell the complainant that you will give them 10 minutes to leave, after
which time security or the police will be contacted and they will be
escorted from the building.
• Al ow the time to pass and contact security as advised if they are still there.
• If security is not available and you need to contact the police, at the
end of the 10 minutes, tell the complainant that the 10 minutes has
passed and that the police are in the process of being contacted – this
will give the complainant a final opportunity to leave before you fol ow
through with that action.
• Al ow security/police to address the issue.
• Make a detailed record of the incident, including the time and wording of
all instructions/requests that you (and others) made to the complainant
to leave the premises, the reasons why the complainant was directed to
leave, and the complainant’s responses to each request/instruction. See
Chapter 15 –Recording and reporting incidents (page 92).
• With a supervisor/senior manager, you may also consider whether
the complainant’s access to your organisation’s premises should
be restricted, for example, by notification under the
Inclosed Lands
Protection Act 1901 (NSW) or equivalent trespass legislation in your
jurisdiction. See Chapter 19 – Using legal mechanisms to deal with
extreme cases of UCC (page 103).
See also – Aggressive, abusive, harassing or otherwise confronting
behaviour face-to-face (below).
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Complainant conduct
Suggested strategies
Medium risk
• Attempt to calm the complainant down and stay calm yourself.
Aggressive, abusive,
• If the complainant does not calm down, explain that you consider their
harassing or otherwise
language/aggressive behaviour to be unacceptable and ask them to stop.
confronting phone calls.
• If it continues, warn the complainant that you will end the call (you may
mute the phone and seek assistance, if necessary) – but do not hang up.
• If it continues, tell the complainant that the call is being terminated
and fol ow through, unless the call should be traced – in this case you
should mute your phone, but do not hang up.
• Report the incident to reception/inquiries staff immediately in case the
complainant rings back.
• With a supervisor/senior manager, you may also consider whether:
− to take further cal s from the complainant and, if so, who should
take them
− further cal s should be automatical y put through to voicemail, if
possible
− to inform reception about what they can do with any further cal s.
• Make a file/case note of the discussion, fill out a security incident form,
and direct it to the appropriate supervisor/senior manager.
• Seek support either through formal or informal debriefing. See Chapter
16 – Managing stress (Debriefing) (page 93).
Note: If the abusive complainant has been previously told only to contact
the office in writing, you should immediately remind them of this and
terminate the cal .
Medium risk
• Make the threat overt by naming it – repeat their statements as close
to verbatim as possible so the complainant takes ownership of their
Targeted threats towards
threats/comments.
the case officer – overt
or covert – during phone
• Take comprehensive notes of everything that is being said.
calls.
• Tell the complainant the possible consequences of making such threat
and ask that they calm down.
• If the threats continue, ask the complainant to stop and clearly restate
what the consequences will be if they do not – eg the phone call will be
ended, police or mental health crisis team will be contacted etc.
• Attempt to redirect the conversation onto their substantive issues of
complaint, being careful not to reward their behaviour.
• If it continues, tell the complainant that the call is being terminated
and fol ow through, unless the call should be traced – in this case you
should mute your phone without hanging up.
• Report the incident to the receptionist/inquiries staff in case the
complainant rings back.
• Immediately inform your supervisor/senior manager of the call and
seek advice about any further action – eg disclosing information about
the call to police or mental health professionals – if this will lessen or
prevent harm to the complainant, yourself or other third parties.
• Make a file/case note of the discussion, fill out a security incident form,
and direct it to the appropriate supervisor/senior manager.
• Seek support either through formal or informal debriefing. See Chapter
16 – Managing stress (Debriefing) (page 93).
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Part 5 - Responding to and managing UCC
Complainant conduct
Suggested strategies
Medium risk
Drugs and alcohol increase aggression and reduce impulse control.
Therefore, aggression among these complainants can be very
Attends the premises
unpredictable and they are more likely to be easily provoked or frustrated.
while under the influence When dealing with such complainants you should:
of drugs, alcohol or other
substances.
• Stay calm.
• Be assertive and firm.
• Use non-threatening words and tone – avoid using words like ‘drunk’ in
their presence.
• Not argue – as it is usual y pointless when a complainant is intoxicated
and could lead to physical violence.
• Ignore abusive words.
• Keep your distance and do not touch the complainant, if possible.
• Show concern for their safety and comfort – you might offer them a cup
of water or food.
• Repeat statements like a ‘broken record’.
• Seek assistance including cal ing a col eague, security or police as
appropriate.
• Look for a workable compromise, if possible – eg if they are insisting on
meeting with you immediately suggest that you will meet with them in a
day or two when you have more time to discuss their concerns.
• If you make arrangements to meet with the complainant another
time (ie when they are sober) you should consider talking to your
supervisor/senior manager about having another staff member or
security or police officer present during that meeting – if you have any
apprehensions about it.
Note: Depending on the circumstances, one of more of the other
suggested approaches in this section may be applicable.
High risk
You do not have to tolerate aggressive behaviour. If you feel
threatened or distressed end the interview immediately.
Aggressive, abusive,
If you believe you are in imminent danger:
harassing or otherwise
confronting behaviour
• Immediately press your portable duress alarm or the closest alarm.
face-to-face.
• Leave the interview room or immediate area and go into a more secure
For example – leaning
area of the office.
towards you, moving
• If leaving is not possible, you may need to defend yourself by using
around the room,
‘reasonable force’ – that is, the amount of force necessary to stop an
invading your personal
attack or prevent personal injury – nothing more.
space.
• Seek support from a more senior officer.
• Make a file/case note of the discussion, fill out a security incident form,
and direct it to the appropriate supervisor/senior manager.
• Seek support either through formal or informal debriefing. See Chapter
16 – Managing stress (Debriefing) (page 93).
In all other circumstances you should:
• Continual y assess the possibility of the situation becoming violent – Is
the complainant’s conduct improving or getting worse?
• Ask a col eague or relevant supervisor for support.
• Keep a safe distance and preferably get the complainant to sit down
• Create space if there are any signs of physical aggression – get
something like a desk, between you and the complainant.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Complainant conduct
Suggested strategies
Aggressive behaviour
• Provide alternatives to the aggression by making it clear to the
(cont.)
complainant that aggression will not achieve their goal and that the
interview wil be terminated if it continues.
• Maintain non-confrontational verbal and non-verbal communication
and avoid any ‘jargon’ and or language that will confuse the
complainant and increase their frustration.
• Be careful not to get into a fight and do not attempt to physical y restrain
the complainant or physical y intervene between other people who are
behaving aggressively towards each other – do not try to be a hero.
• If the complainant continues, end the interview. It is better to withdraw
earlier rather than later. You may offer to hold the interview another time
or suggest an alternate form of communication.
• Make a file/case note of the discussion, fill out a security incident form,
and direct it to the appropriate supervisor/senior manager.
• Seek support either through formal or informal debriefing. See Chapter
16 – Managing stress (Debriefing) (page 93).
High risk
Dealing with threats of self-harm or suicide can be a very difficult thing to
deal with. If you do not feel that you are competent or emotional y capable
Makes threats of suicide
of dealing with such cal s you should transfer them to another staff
or self-harm (overt or
member who can. We advocate that you always react to such cal s and
covert).
make explicit any threats of self-harm by naming them. If the complainant
confirms the threat, then attempt to keep them on the phone for as long
as possible to get as many details as possible about what they intend to
do. Report the threat immediately to your supervisor/senior manager and
complete an incident form.
In accordance with the ASIST model developed by Livingworks, you should:
•
Notice invitations – recognise when the complainant may be thinking
about suicide. Listen for statements like:
−
I can’t take it anymore or I can’t cope.
−
What’s the point?
−
I’m going to off myself.
−
I’m sitting in my car and I just don’t know what to do anymore.
•
Explore invitations – respond in ways that clarify and address the
suicide risk. Ask:
−
Do you have thoughts of suicide/are you thinking of kil ing yourself?
−
It sounds like you’re very upset. If yes I’m concerned and do take this
seriously.
Note: you can’t put ideas into their heads by asking. However, you
should avoid responding in ways that might be perceived as being
authoritative or unsympathetic. You should also try to calm the
complainant down.
•
Listen – try to understand why they want to commit suicide – the
reasons for dying, the reasons for living. There is usual y some
hesitation once they start speaking about it.
•
Review – the risk factors and take comprehensive notes:
−
How? When? Where are you?
−
Is there anyone else with you?
−
How are you going to do it?
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Part 5 - Responding to and managing UCC
Complainant conduct
Suggested strategies
Makes threats of suicide
•
Disable their plan – this might involve tel ing them that a Mental
or self-harm (cont.)
Health Team will be asked to go and check up on them.
•
Make a safe plan – get a commitment from them – eg that they will
make an appointment with their GP right away etc.
•
Remain on the phone and seek assistance – While on the phone
alert those around you/your supervisor about the complainant’s threats
so that they can take steps to obtain appropriate assistance for the
cal er – eg getting a local Mental Health Team to go to their location.
Try to keep the cal er on the phone until they arrive. Do not hang up.
If the cal er does hang up the call do not hang up the cal . The cal er’s
location may be capable of being traced so that a Mental Health
Team or the Police can be sent to that location to assist them. Also,
immediately discuss the situation with a supervisor to decide on the
appropriate course of action in the circumstances.
Note: This brief summary doesn’t constitute training. All staff should be
appropriately trained on how to deal with threats of self-harm and harm to
others – for example see www.livingworks.org.au.
Extreme risk
• If you are subjected to harassment or aggression, you should leave the
complainant’s home immediately.
Aggressive, abusive,
harassing or otherwise
• If you are physical y attacked, press your duress alarm immediately if
confronting behaviour
possible. You are also entitled to use such force as is reasonable to
during home visits.
defend yourself.
• Contact police immediately on leaving the premises and fol ow
appropriate security procedures.
Otherwise you may fol ow the fol owing guidelines from the Department of
Human Services (Vic).23 Make sure that at all times you:
• Respect the complainant’s wishes – for example, in terms of taking off
shoes before entering the home etc.
• Continual y assess your surroundings while conducting the interview.
• Observe the exits in the house and stay close to exits in rooms.
• Do not al ow yourself to be blocked or locked in.
• Sit in a position that al ows easy access to the front door.
• Interview the complainant in the closest suitable room to the front door.
• Avoid the kitchen (potential weapons) and bedrooms (personal space,
firearms).
• Scan the environment for dangerous items or drug paraphernalia.
• Face the complainant during the interview.
• Attempt to monitor what the complainant is doing at all times.
• Stay alert to anything out of the ordinary.
• Monitor the presence of threatening pets and request they be secured
in another area of the premises if you feel unsafe.
See:
Staff safety in the workplace: Guidelines for the protection and
management of occupational violence for Victorian Child Protection and
community – based Juvenile Justice staff (2005).
23
23 Department of Human Services (Vic),
Staff safety in the workplace, pp.17. (See also footnote 15 (p.29) for additional copyright information.)
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Complainant conduct
Suggested strategies
Extreme risk
• Make the threat overt by naming it.
Threats to damage
• Take comprehensive notes about the threatened action.
property, including bomb • Let the complainant finish their sentences without interruption.
threats –overt or covert.
• Try to keep them talking and obtain as much information as possible,
including:
− When the bomb will explode/action take place
− What the bomb looks like
− Where the bomb is located/where will it happen
− What kind of bomb it is/what are they going to do
− Why the bomb was placed there/why do they want to do it
− Who their intended target is, if any
− The complainant’s personal details (their name, where they are
located etc.).
• Note the exact time of the call and its duration.
• Do not hang up the phone if the complainant terminates the cal .
• Immediately report the threat to a relevant supervisor or security officer.
If the bomb threat is believed to be genuine, the supervisor should:
• Inform a designated senior manager or security officer, any security
committee and the head of building security so appropriate action can
be taken – for example, contacting the police or an evacuation.
• Monitor the staff member involved, especial y if support options like
debriefing or counsel ing have not been used.
• Liaise with the relevant senior manager/security officer who is
responsible for making decisions about support services to determine
whether counsel ing and/or an operational debrief is needed.
• Make sure the staff member has completed a bomb threat checklist
within 24 hours of receiving the phone cal , if possible.
Extreme risk
• Avoid doing anything that might incite the complainant – do not try to
be a hero.
Threats with a weapon
face-to-face.
• Remain calm and assess the situation.
For example – producing • Activate the duress alarm or call for help, if it is safe to do so.
a weapon or statements
• Obey the complainant’s instructions, but only do what you’re told and
that the person is in
nothing more – do not volunteer any information.
possession of a weapon.
• Move slowly and avoid eye contact.
• Advise the complainant of any movements you may have to make
which could appear sudden or unexpected, such as opening a drawer.
• Do not invade their personal space.
• Keep your hands in view.
• If required, contact a first aid officer to provide first aid to staff and/or
others as soon as is safe for them to do so.
• Once the threat is over, fill out a security incident form and direct it to
the appropriate supervisor/senior manager.
• Seek support either through formal or informal debriefing. See Chapter
16 – Managing stress (Debriefing) (page 93).
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Part 5 - Responding to and managing UCC
Complainant conduct
Suggested strategies
Extreme risk
Senior staff responding to the duress alarm should try to isolate the incident
by evacuating the area and preventing others from entering it – for example,
Threats with a weapon
stand by the lifts or ask building management to close off the lifts to the floor.
face-to-face (cont.)
The most senior staff member present, or the office security adviser, should:
• override the duress alarm, if it has been activated
• ring 000 for urgent assistance or check that the police have been cal ed
• if it is safe to do so, ensure communication is maintained with the
aggressor until the police arrive.
• Liaise with the relevant senior manager/security officer who is
responsible for making decisions about support services to determine
whether counsel ing and/or an operational debrief is needed.
Extreme risk
Stalking includes a complainant for no justifiable reason:
• fol owing, telephoning, sending messages or otherwise contacting you
Stalking behaviour
or another person
online or in person.
• giving you offensive material or leaving it where you will find it
• walking or frequently being in your vicinity
• approaching your home, place of work or any place that you frequent.
If you suspect you are being stalked, you should immediately report it to
your supervisor or relevant senior manager. Together you can discuss the
possibility and appropriateness of:
• getting escorts home
• contacting police
• obtaining a legal order – such as an apprehended violence order or an
order for trespass.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Table 15 – Scripted responses to statements and conduct associated with unreasonable
behaviours
Statement or conduct
Possible responses
F#$%! F#$%@*&! F#$%!
•
I want to hear your side of the story. Please stick to the facts to help
S@*&! – that is part of their
me understand what happened.
normal communication style •
I can hear/see that you’re upset/angry. However, I’m uncomfortable
or a consequence of being
with you swearing. Please stop swearing.
distressed.
• [Mr/Ms/name]
I’ll try to do what I can to resolve this situation, but can
you please avoid using swear words. They are distracting us from …
•
I’ll have to end this conversation if you don’t stop using swear words.
•
I’ve asked you at least [number of times]
to stop using swear words. I’m
going to end the call here and may have another officer call you back.
Are you people stupid or
•
I’m wil ing to help you with .. , provided that you stop. . If it continues
something?
I’m going to end this conversation. It’s up to you, but I need your
or
agreement now before we continue.
Shove it up your a**.
•
I’m happy to talk to you about this issue, but not while you’re yel ing
at me/but I won’t accept you cal ing me. .
•
I hear that you’re upset/angry, which is making it difficult for us
to focus on the task at hand. Perhaps I should call you back in 5
minutes? (make sure to call them back as promised)
•
It’s quite difficult for us to focus on the issues that we need to when
you’re [name behaviour]
. I’m happy to continue the conversation
with you, but you will have to stop [name behaviour]
. Otherwise, I’ll
have to hang up and call you back in 5 minutes.
•
I understand that your complaint is important to you and that you’re
disappointed with the decision that I’ve made/what I’m tel ing you.
However, making personal attacks towards me is not productive. I’ll
have to end this conversation if this continues.
•
I’m sorry we weren’t able to do what you wanted us to do/had hoped
we could do. The fact is ..
•
Did you call me a [#$%]?
I can’t talk to you if you’re going to call me
that. I’ll end this call now and when you feel you’re able to speak to
me politely/in more moderate language, you can call me back.
Note: only repeat the swear word if you feel comfortable repeating
them and/or will not escalate the conversation.
• (After warning)
– It seems like you’ve made your choice, so I’m ending
this conversation. If and when you’re wil ing to talk without negative
remarks, I’m wil ing to help. But right now, this conversation is over.
•
I warned you that I would end this call if you continued to speak to
me like this. I’m now ending the cal .
•
I’m going to hang up now. I invite you to call me back when you’re
ready to use more appropriate language.
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Part 5 - Responding to and managing UCC
Statement or conduct
Possible responses
Aggressive behaviour face
•
When you get too close to me, I feel trapped. I’d like you to step
to face.
back or I’m going to have to ask you to leave.
•
I’ve said all that I can about this. I’ll have to end our interview here to
deal with other people who are waiting.
•
I’m happy to talk with you about your complaint, but not while you’re
swearing at me. I’ll have to end this interview if you don’t stop.
•
I’m a bit thirsty. Would you like me to get you a drink while I get one
for myself? (leave the room and seek assistance, if necessary or
just take a short time out).
•
It’s clear that you’re upset/angry ..
•
It’s quite difficult for us to focus on the issues that we need to when
you’re [state conduct].
I’m happy to continue with the interview so
long as you stop. .
•
I’m afraid I have to ask you to leave now. If you’ve any outstanding
concerns you can put them in writing.
•
I’m going to leave the room now. You can call me when you’re ready
to use more appropriate language.
Escalated behaviour in the
•
I’m sure you prefer that your privacy is protected so let’s go to the
presence of others.
office and we can continue there.
•
That sounds like very personal information you’re tel ing me. This
isn’t a private place and I think it would be better if we talked about
this in the next room.
•
Why don’t we go and sit down in .. room where we can discuss this
in more detail and I can get my ... file?
•
So what I hear you saying is that you’re upset/frustrated/ angry about
…. Why don’t we go into the next room and you can tell me more
about that feeling and we can see what we can do about it?
•
There’s a lot of background noise here, perhaps we should go into
another room and talk more privately? If the complainant agrees
take them to the room. If you think you may need support, you
might say:
If you’d like to take a seat, I’m sure we can wrap this up
quickly. Let me just go and get your file/other object and I will be
right back (go and get support).
Threats
•
When you say….it sounds like you’re threatening to. .. Is that what
you mean?
•
It seems to me you’re saying that you’re going to do something to
hurt me/other person. Is this correct?
•
So what I hear you saying is that you’re going to …?
•
Did you just say you were going to fol ow me home and hurt me and
my family?
•
If this is what you said, I’ll have to report your threat to my supervisor.
I may also have to report it to the police (or refer to relevant part of
your organisation’s risk management protocol). Go on to report it
immediately.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Statement or conduct
Possible responses
I’m going to come over there •
It seems to me that you’re saying you’ll do something to damage our
and...
offices. Is this correct?
•
If this is correct, I’ll have to report your threat to my supervisor. It may
also have to be reported to the police.
•
So what I hear you saying is that you’re going to …?
•
Did you just say you were going to throw a brick through our door?
•
If this is what you said, I’ll have to end this phone cal /interview
right now and report your threat to my supervisor. We’ll also have to
call the police (or refer to relevant part of your organisation’s risk
management protocol). Go on to report the threat immediately.
I’m not leaving. You’ll have
•
I’m not going to force you to leave. It’s real y up to you what
to carry me out of here.
happens next. I’m going to leave and if you want to stay here a
little while to think, then that’s fine. But if you aren’t gone in twenty
minutes, we’ll have to contact security/the police to escort you out of
the office. It’s up to you.
Inappropriate online
•
We can’t stop you from posting something online. However, you
conduct.
should be aware that if we are alerted to any online content that
either defames, harasses, intimidates or threatens any officer at this
organisation or the organisation as a whole, then we may take legal
action through the police and/or the courts.
•
I should warn you that our office takes such conduct seriously and
will take legal action if necessary.
•
We treat inappropriate online behaviour the same way we do
inappropriate behaviour general y. If it requires legal action, then
we’ll do that.
Recording the interview/
•
Are you using a recording device? If you are, you should know that
phone call.
. . legislation/Act requires that you have my permission to record me.
I don’t consent to you doing this.
•
Are you using a recording device? If you are, I’ll have to terminate
this ‘phone cal /interview and will send ... in writing instead. I don’t
agree to being recorded.
•
You should know that if you are recording me you are violating my
rights to privacy and confidentiality. .
•
As you are recording this discussion, I’ll have to terminate this
phone cal /interview here. Goodbye.
88 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 5 - Responding to and managing UCC
Chapter 14 – Assessing risks
Assessing the risks posed by a complainant’s behaviour
An important part of deciding how you will respond to a UCC incident is the level of risk associated with that
incident – either for yourself, the complainant or third parties.
All UCC incidents carry risks. While some incidents carry lower and more acceptable levels of risk, others pose
significant and unacceptable levels of risk and warrant urgent action, including at the management level.
The fol owing risk assessment matrix has been developed to help you determine whether a complainant’s
conduct poses an acceptable or unacceptable level of risk, as well as and the appropriate response to that
risk (and by whom).The risk assessment matrix is based on a rating system from ‘low risk’ to ‘extremely high
risk’. As the seriousness of the complainant’s conduct rises so will its rating, as well as the response needed
to deal with it.
Note – Although the matrices below will be relevant throughout the complaints process, using them when
the warning signs of UCC first become apparent will al ow you/your organisation to take a swift and decisive
response and apply the strategies when they can best minimise identified risks. Also the matrices will be
particularly relevant when dealing with the types of behaviours listed in Table 14 – Strategies for managing
unreasonable behaviours (page 77). It has been colour coded to illustrate how the risk assessment rating
system can be applied.
Table 16 – Risk assessment matrix
Likelihood
Seriousness
Very serious
Serious
Moderate
Minor
May result in death or
May result in minor
Intimidation, threats or
Verbal threats or abuse (over
serious injury.
injury, major property
abuse (face to face) –
the phone), resulting in some
damage, or have a
resulting in stress/fear,
degree of stress experienced
significant impact on
property damage, or
by staff, possible property
time and resources.
measurable impact on
damage and impact on time
time and resources.
and resources.
Almost certain
Most likely to occur
immediately or in a
Extremely high
short period of time.
High risk
Medium risk
Medium risk
risk
Has happened in
the past or happens
frequently.
Likely
Quite likely to occur.
Extremely high
High risk
Medium risk
Medium risk
Has happened in the
risk
past.
Possible
May occur – no
Extremely high
High risk
Medium risk
Low risk
immediate threat of
risk
harm.
Unlikely
Unlikely to occur– is
High risk
Medium risk
Low risk
Low risk
a ‘one off’ incident.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Table 17 – Level of action required based on level of risk
Level of risk
Required action/response
(based on assessment
in Table 16)
Extremely high risk
Conduct fal ing under this category poses an unacceptable level of risk. It is
likely to include things like physical violence, threats with a weapon, bomb
threats, stalking, etc.
You should take immediate and urgent action to eliminate or mitigate the risks
posed by the behaviour.
You should also immediately notify your supervisor and/or nominated senior
manager and make appropriate records of the incident.
Management action is required in these situations.
High risk
Conduct fal ing under this category poses a serious level of risk. It is likely to
include things like confronting behaviour during face-to-face interviews and
threats of self-harm and suicide.
You should take immediate and urgent action to mitigate or eliminate the risks
posed by the behaviour.
You should also immediately notify your supervisor and/or nominated senior
manager and make appropriate records of the incident.
Management action is required in these situations.
Medium risk
Conduct fal ing under this category poses some level of risk. It is likely to
include things like aggression, targeted threats or harassing phone cal s, and
coming to your offices while under the influence of drugs or alcohol.
You should take reasonable steps to try to mitigate or eliminate the risks posed
by the behaviour.
You should also notify you supervisor and/or nominated senior manager and
make appropriate records of the incident.
Low risk
Conduct under this category poses a minimal (acceptable) level of risk. It is
likely to include things like swearing or confrontational language in written
communications.
Although management action may not be needed in these circumstances, you
should take steps to manage or reduce any risks posed by the behaviour by
using the frontline strategies provided in Part 5 – Responding to and managing
UCC (starting on page 37). You should also make a record of the conduct
involved so that recurrent behaviour can be promptly identified, monitored and
dealt with.
See Chapter 15 – Recording and reporting incidents (page 92).
A risk assessment worksheet is also provided in Appendix 6. It is designed to help you work through
incidents involving UCC to decide on the most appropriate response. It can also be used to draft a plan with
your supervisor when deciding on a response to a particular UCC incident. See Chapter 17 – Management
roles and responsibilities (page 98).
90 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
PA RT 6
Post incident issues and
responsibilities
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February 2012 | 2nd Edition – Managing unreasonable complainant conduct practice manual
Chapter 15 – Recording and reporting UCC incidents
The importance of record keeping
Managing UCC will only be effective if you keep accurate and
contemporaneous records of your interactions with complainants.
Good record keeping will ensure that all incidents of UCC (and UCC
trends) are promptly identified and dealt with. It can also ensure
transparency and accountability in any actions taken or decisions
made to modify or restrict complainant’s contact as a consequence
of their conduct. As a result it is essential for organisations
and complaint handling staff to be clear about how and where
interactions with complainants will be recorded.
As a general rule, records should accurately reflect things as they transpire with a complainant and should
include the fol owing details:
• the name of the complainant
• your name
• the location of the interaction (if done face-to-face) as well as details of who was present
• start and finish time of the interaction and the date
• a summary of the issues discussed – including questions asked, advice given, verbatim records of any
threats or abusive words (if applicable) and any agreed outcomes
• any other relevant details.
Records should never include statements of opinion about a complainant or speculate about what they may
be thinking or doing. They should only include statements of fact about what was said and what you observed.
Also, all serious incidents involving personal abuse, harassment, threats and actual violence must be
recorded. Correspondence containing inappropriate or offensive content should be copied and placed
on the complainant’s paper and/or electronic file and should be reported to the relevant security officer or
senior manager.
Where possible, and if it will not lead to conflict with the complainant, you may also try to get the
complainant to sign and approve the accuracy of your record. This can be particularly useful for face-to-face
interviews where they committed to taking a particular action – so the signed record can be referred to later
on, if necessary.
Reporting incidents of UCC
Reporting all UCC incidents to appropriate managers and supervisors is also important to effectively
managing of such incidents – both individual y and across the board. Reporting ensures that incidents are
dealt with appropriately and in a timely manner to minimise any actual or potential risks for yourself, your
col eagues, third parties and the complainant. Reporting can be done verbal y or in writing, though you
should consult your organisation’s relevant protocols on this issue.
See Unreasonable Complainant Conduct Model Policy – available at: www.ombo.nsw.gov.au.
Monitoring further UCC incidents
Also, once a complainant’s contact has been modified or restricted, all staff members are responsible for
observing and monitoring their conduct during interactions with the organisation – including noting any
attempts by the complainant to circumvent the restrictions that have been imposed on their access. Any
unauthorised behaviour should be acted on immediately by enforcing the restriction and notifying the
nominated senior officer who will decide on the appropriate course of action in the situation.
92 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 6 - Post incident issues and reponsibilities
Chapter 16 – Managing stress
UCC and critical incident stress
Dealing with complainants, in particular those who engage in UCC, can be
extremely stressful – and at times distressing or frightening. It is perfectly normal
to get upset or experience stress when dealing with difficult situations, particularly
fol owing a critical incident. The approach advocated in this manual, when
systematical y applied, can go a long way towards reducing this stress and fear.
A critical incident is an event that disrupts your office’s normal functions. It is
an incident that you, your col eagues or staff perceive as being a significant
personal or professional danger or risk. Some examples of major critical
incidents are:
• threats of harm to self or others
• serious injury
• actual or threatened death
• deprivation of liberty
• severe verbal aggression
• bomb or hostage threats.
In a complaint handling context, we are more likely to experience minor critical incidents, such as abusive
phone cal s – though more extreme situations do occur on occasion, as this manual illustrates.
Recognising the signs of stress
Everyone reacts to stressful situations differently and our reactions to stress can vary considerably. For
example, some of us may be more susceptible to critical incident stress than others because of events in our
personal lives, our personality type or our perception of an incident with a complainant. Some may react to a
stressful incident immediately, while others may react sometime later – well after the incident has passed.
Also for some of us stress can be cumulative, often resulting in a strong reaction to a series of minor events.
And in some cases, we can even be affected by a critical incident that we have not experienced firsthand –
because we perceive the incident to be critical to us.
Because of these different possibilities in how we can respond to stress, it can be difficult to identify whether
a col eague or a staff member is suffering from stress/or will experience stress after a critical incident.
As a result, the fol owing list of the more common signs of stress experienced in the workplace, including
fol owing a critical incident may help you recognise stress in your staff, col eagues and yourself and take
appropriate steps to manage that stress:
Physical signs
Emotional responses
Behavioural changes
• shock
• anger
• increased irritability
• nausea
• fear
• withdrawing from people
• fainting immediately after the
• depression
• insomnia
event
• feelings of isolation
• nightmares
• chest pains
• crying or feeling tearful
• resorting to alcohol more
• headaches
• feeling powerless
frequently or in greater
• muscle soreness
Intellectual signs
quantities
• fatigue
• interpersonal problems
• difficulty thinking clearly
• gastrointestinal problems
• social withdrawal
• difficulty making decisions
• elevated heart rate
• anxiety
• difficulty concentrating on
• elevated blood pressure
the job
• depression
Some common myths about critical incident stress are:
• If staff members are experiencing critical incident stress, they are not competent or not suited for the job.
• Experiencing critical incident stress is a sign of psychological weakness.
• Talking about the incident will only make the stress worse.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Self-care strategies to manage stress24
Outside of any support services provided by your organisation, you can take the fol owing proactive steps,
developed by the the Queensland Ombudsman, to manage your own stress levels and maintain your
mental and physical wel being. These personal care strategies include the fol owing:
• Be aware of feelings of self-blame if things do not go to plan.
• Be proactive in managing feelings of frustration, anger or resentment.
• Set manageable goals, break them down into simple steps and identify priorities.
• Rather than focusing on what you cannot accomplish, think positively and focus on the things you can –
and reward yourself when goals are achieved.
• Don’t be afraid to ask for help if you need it and have the ability to say no without feeling guilty.
• Debrief with col eagues, a supervisor, manager or an external professional.
• Draw on your team/col eagues for support and to work through issues.
• Build a good working relationship with your direct supervisor and other senior staff and regularly report
to them. Communicate openly and seek support.
• Ensure you take lunch breaks, annual leave and flexi-days and that you do not regularly take work home
to complete.
• Make use of employee assistance programs and seek professional help, if required.
• Use humour in the workplace to help lighten emotional experiences and provide a broader perspective
of a situation.
• Be part of social networks at work and at home for support and satisfying relationships.
• Take part in activities that you enjoy in your free time.
• Take part in regular physical activity to help you manage stress.
• Lead a healthy lifestyle.
• Trial relaxation methods to see what works for you.
Effects of critical incident stress on the workplace
Critical incident stress can significantly impact on the wider work environment and can affect team
dynamics and functioning. Work effectiveness and productivity can become impaired and there may
be a higher than usual rate of absenteeism or a sudden rise in staff turnover rates. Levels of morale may
fall and group problem solving abilities may become compromised. Mistrust towards complainants may
also take hold. For these reasons supervisors and senior managers should look for signs of stress in
their staff and ensure that appropriate support services like debriefing and counsel ing is made available
to them. This will also be important to meeting duty of care and WH&S obligations towards their staff.
Debriefing
Many of us ‘debrief’ after a difficult interaction with a
complainant without realising that we are doing it. For example,
after an abusive phone call we might turn to our neighbour(s)
to tell them about the horrible things that the complainant said
to us and seek reassurance that the complainant – not us –
were being unreasonable. Doing this helps us to off-load the
stress (and sometimes anger) that we feel when dealing with a
chal enging situation and gives us an opportunity to say all the
things that we often want to (but cannot) say to a complainant –
as professional complaint handlers.
24 Queensland Ombudsman 2007, ‘Manage your stress in the hotseat’,
Frontline Perspective, Issue no 2, August 2007
http://www.ombudsman.qld.gov.au/Newsletters/FPIssue2August07/TipsandTraps.aspx.
94 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 6 - Post incident issues and reponsibilities
Debriefing is an important part of managing our stress levels. As the example above suggests, it is usual y a
voluntary process, with the exception of operational debriefs, and can occur in a number of different ways:
•
Professional debrief – is provided by an external professional service on an 'as needs' basis.
•
Internal management debrief – is provided by a supervisor or senior manager. Any supervisors or
senior managers who provide debriefing to staff should be trained in debriefing techniques.
•
Informal peer debrief – debriefing after a minor incident can be provided by peers. It is an immediate
opportunity to express your thoughts and feelings and receive appropriate support from your peers, for
example, over a coffee, a walk or a short break. If this method is used, management needs to make it
clear that it is a legitimate component of the work of each staff member to assist a col eague to debrief if
they are asked for this assistance.
•
Informal group debrief – frontline staff meet together to discuss recent or a particular difficult incident.
•
Operational debrief – this is to review operational issues fol owing an incident. It is intended to deal
with people’s personal issues and usual y occurs after people have worked through those issues via
alternative means. What happened and whether things could have happened differently, or better, should
be considered.
Key components of debriefing
Some key components and objectives of debriefing include the fol owing:
• It aims to assist recovery from critical incident stress and avoid future problems such as post-traumatic
stress syndrome.
• It general y needs to occur 24 to 72 hours after an incident, depending on the readiness of the affected
staff member(s).
• Some people may display a delayed reaction, in which case, debriefing may occur weeks or even
months after the event.
• Formal and operational sessions are always private and discussions are confidential.
• Participation is voluntary – although staff should be advised of the opportunity to debrief.
• Fol ow-up sessions may be necessary.
• It should also include an educational component about stress-related symptoms that may be
experienced and how to manage them.
• The affected staff member(s) may need support for a period beyond debriefing – such as a lighter
workload for a while, changed duties, part-time work or leave.
A debriefing report should be prepared at the end of each session. This is a confidential document that
relates to the organisation’s operation and should be kept separate from the affected staff member’s
personnel file.
Employee Assistance Programs and counsel ing services
Sometimes you may feel more comfortable talking to a person outside the office – to someone other than
a col eague or senior manager. You may just want time to work through an incident, particularly if you are
experiencing other stressful life events, or may need ongoing or additional support through a confidential
counsel ing service like Employee Assistance Programs (EAP). EAP is a work-based intervention program
designed to improve the emotional, mental and general psychological wel being of all employees and their
immediate family members. It aims to provide preventive and proactive interventions for the early detection,
identification and/or resolution of both work and personal problems that may adversely affect performance
and wel being. These problems and issues may include health, trauma, substance abuse, depression,
anxiety and psychiatric disorders, communication problems and coping with change.
Most public sector organisations will have information about EAP readily available. If not, you should
consider asking your supervisor or senior manager about the availability of these services.
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PA RT 7
Supervisors and
senior managers
97
February 2012 | 2nd Edition – Managing unreasonable complainant conduct practice manual
Chapter 17 – Management roles and responsibilities
Understanding the role of supervision
As mentioned throughout this manual when it comes to UCC, supporting
and protecting staff should be your key priority as a supervisor or senior
manager. As a supervisor you need to make it clear to your staff that they
have your full support in dealing with UCC, as well as using the strategies
provided in this manual. This support will enable them to make confident
and clear decisions when responding to and managing UCC.
When it becomes apparent that UCC is a factor in a particular case –
and it seems that it will be ongoing, will use up an unreasonable amount
of time and resources, and/or may escalate – it will be essential for you
(as a supervisor) to discuss the matter with the staff member concerned.
With them you should:
• make a plan about how the case and the complainant will be managed
• stick to the plan as closely as possible without being inflexible.
You should never leave a case officer to suffer in silence.
When deciding on a plan, it is important that you do not limit your assessment to the complainant’s conduct.
You should look to the conduct of the relevant case officer(s), your own conduct (if relevant), as well as
your organisation’s processes and procedures to determine if they have contributed to the complainant’s
conduct in any way. If so, you should ensure that appropriate steps are taken to immediately rectify the issue
with the complainant. See Chapter 8 – Apologies (page 35).
Also, as a supervisor, you should ensure that as far as the complainant is concerned, supervision happens
behind the scenes. You should avoid becoming visibly involved in a matter, except if it involves a complaint
about a member of your staff, or a member of your staff asks you to be involved – eg because they think you
can help to defuse the situation. Outside of these circumstances complaints should not be escalated to you
simply because a complainant has demanded it, especial y if the relevant staff member is capable of handling
the situation. Complaints and phone cal s that are escalated in this way tend to give complainants the perception
that they can control how their issue is dealt with (and by whom) and do very little to manage their conduct.
Senior management responsibilities
Developing and implementing strategies to manage complainant aggression and violence is a
management responsibility.
Under work health and safety legislation in each jurisdiction employers have a duty to take all reasonably
practicable steps to protect the health and safety of their employees while they are at work.25 This duty
requires employers to take proactive steps to identify hazards with the potential to affect employee health
and safety and implement measures to eliminate or control those hazards.26 It also includes reducing their
risk of exposure to violent and aggressive complainant conduct as well as ensuring they have the training
and skil s they require to deal with complainant aggression. Employers must also have appropriate policies
and procedures in place for dealing with risks and should involve their staff in the development and review
of these policies.27
To meet these obligations (and for the approach in this manual to be effective) as a senior manager you
should take steps to ensure that you create a safe and supportive workplace environment and culture for
your staff. You should also ensure that you have systems in place for identifying, assessing and managing
UCC related risks and should consider using environmental design strategies to maximise the safety of your
staff members and other visitors to your offices.
25 See
Work Health and Safety Act 2011 (Cth),
Work Health and Safety Act 2011 (ACT),
Work Health and Safety Act 2011 (NSW),
Workplace Health
and Safety (National Uniform Legislation) Act 2011 (NT),
Workplace Health and Safety Act 2011 (QLD),
Work Health and Safety Bill 2011, Workplace
Health and Safety Act 1995 (TAS),
Occupational Health and Safety Act 2004 (VIC),
Occupational Safety and Health Act 1984 (WA)
.
26 Comcare 2010,
Preventing and managing bul ying at work: A guide for employers, OHS 65, Canberra, pp.11.
27 Comcare 2009,
Prevention and management of customer aggression, OHS 33, Canberra, pp.9.
98 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 7 - Supervisors and senior managers
Safe and supportive workplace culture
A safe and supportive workplace culture is one where:
• Staff safety is a foremost consideration. You must demonstrate a zero tolerance approach to violence
against your staff.
• Both staff and senior managers openly and actively recognise the realities of dealing with UCC, in
particular violent and aggressive complainants.28
• The stressful nature of dealing with UCC and its impacts are recognised and staff are encouraged to
learn and practice self-care techniques.29 See Chapter 16 – Managing stress (page 93).
• Staff have access to support mechanisms such as EAP counsel ing and trauma services and each UCC
incident is treated individual y in terms of assessing staff support needs.
• A UCC policy and procedure is implemented and communicated across your organisation using various
methods (eg intranet and internal newsletters) to ensure that staff are aware of them. If possible, staff
at various levels of your organisation should be involved in the development of this document(s). See:
Unreasonable Complainant Conduct Model Policy – available at: www.ombo.nsw.gov.au.
• All new and existing staff are trained to deal with UCC and the strategies that they are authorised to use
to manage it.
• UCC related issues (including security procedures) are regularly discussed and staff feel comfortable
raising any doubts, fears, uncertainties or concerns they may have about dealing with UCC.30
• UCC incidents are used as learning opportunities that inform your organisation’s policies, procedures
and practices for dealing with UCC – as well as identifying new potential risks.
• It is recognised that when one staff member is involved in a UCC incident it can impact on their entire
team and possibly even the entire office. As a result, mechanisms should be in place for debriefing and
providing counsel ing services for all staff if needed.31
In addition, you should ensure that:
• There is a centralised case management system for recording information about complainants and
incidents of UCC.
• Appropriate risk management processes are in place for identifying, assessing, control ing and reviewing
actual and potential risks associated with UCC.
• Ground rules are drafted and made available to complainants. See also: Unreasonable Complainant
Conduct Model Policy (Appendix 1 – Mutual Rights and Responsibilities of the Parties to a Complaint).
It is available at: www.ombo.nsw.gov.au.
• The police are contacted in appropriate cases and that formal reporting requirements are met by frontline
staff – critical incident reporting, appropriate record keeping, etc.32 See Chapter 15 – Recording and
reporting UCC incidents (page 92).
• Staff use of the strategies in this manual is monitored and reviewed to ensure that they do not conflict
with your internal protocols and procedures.
• There is overall consistency in how UCC is dealt with in your organisation.
Systems for identifying, assessing and managing UCC related risks
When the approach in this manual is systematical y applied, it provides a robust risk management approach
that goes some way to ensuring that you meet your WH&S obligations towards your staff – in relation to
UCC. However, you should also ensure that in addition to anything in this manual, risk management occurs
on an on-going basis within your organisation to identify, assess, control and review current and potential
UCC related risks. Figure 2 below demonstrates how this process might be undertaken.
28 Department of Human Services (Vic),
Staff safety in the workplace, pp. 23. (See also footnote 15 (p.29) for additional copyright information.)
29 ibid.
30 ibid.
31 ibid.
32 ibid.
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Figure 2 – Risk management process33
Step 1 – Identify the hazards
Identify all hazards associated with the systems of
work.
Have the control
measures
Step 2 – Assess the risks
eliminated or
Is the process
Assess the risks arising from the hazards.
reduced the
working
risks?
effectively to
identify hazards
Have the control
and manage
Step 3 – Control the risks
measures
risks?
introduced any
Decide on and use appropriate control measures.
new hazards?
Step 4 – Monitor and review
1. Identify the nature of the potential hazards
This includes assessing the workplace environment for any physical hazards that may be used by the
complainant to cause harm to themselves or others. It also includes going through any records you have of
incidents of UCC or workplace violence. This might reveal whether there are problem areas that need to be
addressed, or if any patterns are emerging.
2. Assess the risks
This includes making a judgment about the seriousness of each hazard, and deciding which hazard
requires the most urgent attention. It involves developing a list and ranking the hazards from highest to
lowest priority based on the level of risk and regularly reviewing and updating the list as needed. It also
requires continued monitoring of your workplace environment and assessing off-site visits to make sure that
any potential new hazards are immediately identified – staff participation will be important in this regard.
3. Control the risks
This includes addressing the hazards and potential risks that have been identified. The primary goal will
be to total y remove the risks. For example, if the risk involves a complainant throwing things like staplers
around the interview room, then staplers should be removed from all interview rooms.
If it is not possible to completely remove a risk, you may manage it to the extent possible. For example, you
might consider the design layout of your office to make interview rooms more visible to all staff members in
the immediate vicinity – eg instal ing large or floor to ceiling windows in interview rooms. Alternatively, you
might consider changing the ways certain jobs are done or have face-to-face interviews conducted by at
least two staff members at a time.
Whatever your resources are you will find that there are usual y a wide range of options for addressing
many risks, with little or no expense in some cases. See Appendix 8 – Dealing with internal hazards through
environmental design below (page 129).
4. Regularly review the risks
This includes continual y monitoring your workplace environment and assessing off-site visits to make sure
that any potential new hazards are immediately identified – staff participation will be important in this regard.
Where necessary safety procedures may need to be changed and systems may need to evolve to ensure
their effectiveness.
For more information on risk assessment processes see also: www.worksafe.vic.gov.au.
For information on how the design/layout of your workplace can help to prevent or minimise the potential risks
associated with UCC, see Appendix 8 – Dealing with internal hazards though environmental design (page 129).
33 Comcare 2005,
Identifying Hazards in the Workplace, OHS 10, Canberra, pp. 4.
100 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 7 - Supervisors and senior managers
Chatper 18 – Modifying or restricting access to services:
A management responsibility
Decisions to modify or restrict access
Decisions to restrict a complainant’s access to services should be viewed as the exception rather
than the rule.
There are times when the frontline strategies provided in Part 5 – Responding to and managing UCC – will
not be effective or appropriate to manage a complainant’s conduct. In these situations, it will be important to
consider ways to modify or restrict contact with a complainant to protect the health and safety of your staff
(or others) as well as ensuring equity and fairness in the distribution of your resources.
Decisions to modify or restrict a complainant’s ability to access services are management responsibilities
and should always be approved by a CEO (or a senior delegate). They should also be made with the
greatest reluctance after careful consideration of factors like the complainant’s personal circumstances and,
where relevant, the role a case officer or organisation has played in exacerbating the unreasonable conduct.
Modifying or restricting access with alternative service arrangements
'Alternative service arrangement' is the common term used to describe the process of modifying or
restricting usual service delivery methods to customers and complainants. In the UCC context, alternative
service arrangements can be used to modify or restrict the ways in which you and your staff deliver services
to a complainant to minimise the impacts and risks posed by their conduct. For example, they can be used
to restrict:
Who – a complainant can make contact with within your organisation. A complainant may be limited to
dealing with one staff member within your organisation if they have:
• engaged in persistent and otherwise unmanageable forum shopping
• reframed their complaint to get it taken up again
• repeatedly raised minor and/or irrelevant issues with your organisation
• made regular, frequent and unwarranted contact with your organisation.
What/the subject matter – your organisation will respond to. This solution may be used in situations
where a complainant has:
• repeatedly raised the same complaint or issues with your organisation and appears to be incapable of
letting go of their issues
• reframed their complaint to get it taken up again
• been persistent in wanting your organisation to purse trivial issues
• made unreasonable and il ogical arguments which they insist you should pursue.
When – a complainant can make contact with your organisation. This could include restricting them to a
particular time, day or length of time, or curbing the frequency of their contact if they have:
• engaged in persistent and/or lengthy contact with staff when this is not warranted
• been aggressive, threatening or confrontational towards your staff.
Where – a complainant can interact with your staff face-to-face. This could include limiting the locations
where contact occurs, for example to a secured facility on your premises, at a local police station, or a
community centre. Situations where these strategies might be used include cases where a complainant has
engaged in:
• extremely aggressive or confrontational behaviour
• threatening, violent or hostile conduct
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
How – a complainant can contact your organisation. This could include restricting their contact to writing
only, prohibiting access to your premises, only al owing contact to be made through a representative,
restricting access to direct staff emails and only al owing access through the organisation’s general email
portal, etc. These strategies might be applied in situations where a complainant has:
• engaged in persistent and otherwise unmanageable aggressive, confrontational, threatening or violent
conduct
• sent a constant stream of written communications, cal ed or visited your offices when it is not warranted
and when they have been asked not to do so.
For more information on possible strategies for modifying or restricting a complainant’s contact/access to
services and procedures for doing so, see: Unreasonable Complainant Conduct Model Policy. It is available
at: www.ombo.nsw.gov.au.
Withdrawing access to services
In our view, the only situations where an organisation should contemplate withdrawing a complainant’s
access to services are in cases where a complainant:
• is consistently abusive, harasses, stalks or intimidates a member of your organisation and/or their family
members
• is physical y violent and/or causes property damage while on your premises
• makes threats to staff or other members of the public using the services or at the agency’s premises
• produces a weapon or makes bomb threats
• entraps a staff member in their home during a field visit or is otherwise violent during such visits
• engages in conduct that is otherwise unlawful.
In all other circumstances, it is probable that there are other alternative arrangements that can be used and
that will be effective in managing a complainant’s conduct.
Even in cases where a complainant exhibits the types of behaviours listed above, consideration should
be given to a wide range of issues – not just the complainant’s conduct – such as the complainant’s
personal circumstances and the impact that the restriction will have on them and their dependents. For
example, if the services provided by your organisation are important or essential to the physical or mental
wel being of the complainant, it may be preferable to modify the way that services are delivered to the
complainant (using the types of alternative service arrangements suggested above) rather than withdrawing
or withholding access completely. Alternative and possible solutions in these situations may include having
security guards or police present during face-to-face interactions with the complainant, holding interviews
at your local police station or other secured facility (either on your premises or elsewhere), or using special y
trained staff for interviewing the complainant. You might also consider having relevant materials delivered to
the complainant’s home rather than having them col ect them from your organisation.
Public interest considerations for withdrawing access to services
We strongly encourage any organisation that is considering withdrawing a complainant’s access to their
services, to do so with the fol owing public interest considerations in mind:
• In the absence of very good reasons to the contrary members of the public have a right to access
agencies to seek advice, help or the services the agency provides.
• In a democracy people have a right to complain. Criticism and complaints are a legitimate and
necessary part of the relationship between agencies and their customers or communities, and may be
dynamic forces for improvement within agencies.
• Nobody, no matter how much time and effort is taken up in responding to their complaints or concerns
should be unconditional y deprived of the right to raise those concerns and have them addressed.
102 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 7 - Supervisors and senior managers
Chapter 19 – Using legal mechanisms to deal with extreme
cases of UCC
Taking legal action
‘Public servants are employed to serve the public. As such, we should be seen to act with tolerance
and reasonableness. We should only resort to legal sanctions against our customers as a last resort.
Nonetheless, there will be times when such action is appropriate.’34
34
As a senior manager you may also come across cases where you consider it to be necessary and
appropriate for your organisation to use legal mechanisms to restrict a complainant from your premises and/
or to protect specific members of your staff. For example, if a staff member becomes a victim of assault or
intimidation or is stalked by a complainant you may legitimately support them to pursue their legal rights
including supporting them to obtain an order of protection or apprehended violence order (AVO).35
An AVO is a legal order that is issued by the Local Court under the
Crimes (
Domestic and Personal Violence) Act
2007 (NSW). It aims to protect people from personal violence, threats, harassment and intimidation by restricting
the conduct and movements of their aggressor. An AVO may be effective in managing situations where a staff
member requires protection while at work as well as when they are away from the office – eg at their home.
Another legal option that you might consider when dealing with incidents that are confined to your
organisational premises and/or incidents that pose a general risk to staff members or visitors at your
premises, is the
Inclosed Lands Protection Act 1901 (NSW).36 The Act provides a basis for taking civil and/
or criminal action in relation to trespass and empowers owners, occupiers, or people in charge of ‘inclosed
lands’ to require a person (eg a complainant) to leave their premises in certain circumstances.
However, extreme caution must be used when contemplating the use of any legal options to manage UCC.
In our view these options are options of last resort and should never be used to deal with a complainant
who is merely difficult to manage or who your staff are uncomfortable with. Legal mechanisms should only
be considered in situations where one or more members of your staff have a real and genuine fear of harm
by a complainant. In all other circumstances, other reasonably available management strategies should be
considered and/or attempted in the first instance.
For information on the circumstances when it may be appropriate to support a staff member to obtain an
order of protection, see:
Orders to address violence, threats or intimidation and unauthorised entry onto
agency premises. It is available at: www.ombo.nsw.gov.au.
For information on the circumstances when it may be appropriate to use trespass legislation to restrict a
complainant from your premises, see:
Applying the provisions of the Inclosed Lands Protection Act 1901 (NSW). It is also available at: www.ombo.nsw.gov.au.
34 Efficiency Unit, Government of Hong Kong Special Administration Region, 2009,
A Guide to Complaints Handling and Public Enquiries, pp. 23.
http://www.eu.gov.hk/english/publication/pub_bp/files/A_Guide_to_Complaints_Handling_and_Public_Enquiries.pdf
35 For more information on the circumstances when public officials can receive ex gratia legal assistance, see : M1999-11 Guidelines
for the Provision of ex Gratia Legal Assistance for Ministers, Public Officials and Crown Employees, available at:
http://www.dpc.nsw.gov.au/announcements/ministerial _memoranda/1999/m1999-11.
36
See also Public Orde
r (Protection of Persons and Property) Act 1971 (Cth)
; Trespass Act 1987 (NT)
; Land Act 1994 (Qld); Police Act 1892 (WA)
;
Summary Offences Act 1953 (SA)
; Police Offences Act 1935 (Tas)
; Summary Offences Act 1966 (Vic)
; Enclosed Lands Protection Act 1943 (ACT)
.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Case study example – Situations where legal action may
be required to deal with UCC
provided by the NSW Ombudsman
Mr D complained to our office in February 2009 and again in April 2009, January
2010 and February 2010 about his local council. His complaints general y
concerned a local development application and the conduct of the General
Manager of his local council.
Although none of our enquiries into Mr D’s complaints uncovered any wrongdoing, he persisted in
contacting our office about his complaints. In the period between his first formal complaint and his last
(in February 2010) Mr D sent over 100 emails to our office and made more than 16 phone contacts with
our staff – all about his local council. These emails included numerous copies of media articles about
the council and copies of correspondence between him and the council, which were largely irrelevant
to the work we had done on his complaint. That same month we blocked Mr D’s email access and
restricted him to sending correspondence via Australia Post.
Unfortunately, this did not stop Mr D. He repeatedly attempted to circumvent our restrictions by
changing his email address on multiple occasions. We dealt with Mr D’s conduct by not responding to
any of his correspondence and blocking each new email address that he used to contact our office. To
date at least 88 of Mr D’s emails have been blocked.
We subsequently learned that the council Mr D had complained about had also placed similar
restrictions on his email access. This action was taken after the council received more 300 emails from
Mr D within a 6 month period. The council was also concerned about the impact that Mr D’s conduct
was having on their staff and their resources (they had to dedicate one senior staff member two days a
week to deal with his matters). In addition the council was concerned about the contents of his emails
which were very intrusive and threatening to staff – in particular threatening their jobs. In one incident,
Mr D even managed to obtain the personal email address of a staff member at the council (which had
not been disclosed to him) and began emailing her on her personal email account.
After several run-ins with members of the council, including the General Manager and the Mayor (and
their families), AVOs were issued against Mr D for a period of 5 years by both parties.
In reasoning, the local magistrate who presided over the case made the fol owing observations:
. .The complaints relate to. . voluminous correspondence both written and electronic which appears
to have been sufficient to justify the instal ation of a duress alarm in [GM’s] assistant’s office, the back
base home security at his own home and blocks on emails being received from the [complainant]
to the Council. It is clear that there has been an attempt by [the complainant]
to circumvent the
processes to ... put himself in the company of [the GM]
and [the Mayor] with a view to raising matters
of council business. .
These contacts have been made not only at the business premises [of the council]
but attempts [also
at the Mayor’s home]
and it would seem, attempts to unsettle [the GM]
by being in the vicinity of his
private residence and making it very clearly conspicuous to [the GM]
that [he]
was in fact there.
....
I have no doubt, even at the low standard of the civil standard but I would place it even sufficient
to satisfy the criminal standard of beyond a reasonable doubt that [the complainant] has engaged
in behaviour where he stalks and harasses these two public figures under the guise of legitimately
pursuing issues which he says are relevant to council activities. The volume of the contact including in
person, by phone and electronical y is extraordinary to say the least.
With respect, I have formed the view that he is a person I believe possibly suffers from some form of
mental disorder which has manifested itself in the form of persecution of two public figures for his own
deluded gratification and to inflict elevated levels of concern not only on those two people directly,
but also extending the concern to members of their respective families in the form of disturbing and
unsolicited correspondence. Whilst those persons in public office must expect that their activities
and performance of their various roles will be subject to the normal levels of scrutiny and review, what
[the complainant]
purports to do by presuming to be in a position to have the mayor and the general
manager of the council respond to his voluminous requests and demands exceeds the broadest
interpretation of reasonable accountability levels for public servants.
104 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 7 - Supervisors and senior managers
Chapter 20 – When restricting access is not possible: Using
alternative dispute resolution
What if access cannot be restricted or we have contributed to the problem?
In circumstances where your organisation:
• cannot terminate their contact with a complainant
• has considered and/or attempted other reasonable and possible management strategies to manage the
dispute, or
• bears some responsibility for causing or exacerbating a complainant’s conduct
Alternative dispute resolution (‘ADR’) may help to resolve a conflict with a complainant and rebuild a
relationship with them.
ADR is a term to describe a wide range of different processes that can assist people to settle their disputes
and conflicts by means other than litigation. ADR can be facilitative, advisory, determinative or a hybrid of
these approaches and can general y be selected to suit a particular conflict or dispute.
When using ADR in a UCC context, it is important to ensure that the ADR process is managed by an
independent and impartial third party who can help you to reach a solution that is satisfactory to both
parties. Having a third party can minimise the likelihood for negative perceptions and imputations about
bias or collusion (by the complainant) and can help settle an escalating dispute.
The complainant should also be encouraged/supported to obtain a support person or representative who
can assist them throughout the ADR process – as appropriate.
The pros and cons of ADR in a UCC context
In cases where UCC is an issue, ADR may be beneficial in the fol owing ways:
• It can make the complainant feel that they are being listened to and understood and that their matter is
being taken seriously.
• It can al ow the complainant to vent their emotions about their complaint or issue.
• It can assist your organisation to obtain information about the complainant’s issues, interests and
position and help you understand the underlying factors contributing to the ongoing dispute.
• It can give your organisation the opportunity to change the complainant’s perceptions/encourage them
to consider a different perspective in a non-adversarial setting.
• It can assist your organisation to manage the complainant’s expectations about the types of things
that can be achieved and the possible/likely outcomes to be achieved – a message that may be better
received from a 3rd party than from a member of your staff/organisation.
• It can may be less damaging to your relationship with the complainant, as compared to other
alternatives, and/or may bring about a change in that relationship.
• It can potential y identify areas for improvement within your own organisation for example, in your service
delivery, policies or procedures.
• It can be more cost and time effective than if you al owed the conflict to continue for years and/or
negatively affect members of your staff – eg on productivity levels or staff/team morale, etc.
• It can push the complainant (and your organisation) to focus on the future and on achieving a solution
rather than focussing on past conflicts or behaviours.
• It can solve the problem/conflict.
Conversely ADR can be ineffective in a UCC context for the fol owing reasons:
• A complainant who is engaging in UCC may not be wil ing to participate in the ADR process in good
faith. They may be resistant to compromise or unwil ing to work towards a solution that is fair for all
parties – making a resolution/conclusion unlikely.
• It can be an expensive process, in particular if an independent third party is obtained to facilitate the process.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
• It can give a complainant false ideas about the importance of their issue (ie that it is given high level
attention because it is valid or ‘correct’).
• It can be time consuming.
As a result, you will need to assess each case on its own facts to determine whether ADR might be effective
in ending an ongoing dispute with a complainant.
That said – even in cases where you determine (at first glance) that ADR will not be a suitable approach, it may
be worthwhile to review the case on a periodic basis to assess whether it might subsequently be submitted for
ADR – eg if the conflict is ongoing and shows no signs of ending, is likely to lead to a litigation or is significantly
affecting your resources, ability to carry out your functions or is affecting members of your staff.
What types of ADR could you use in a UCC context?
Some of the more common ADR strategies that may be used in a UCC context are:
•
Mediation – mediation is a voluntary process where the parties to a dispute, with the assistance of
a neutral third party (the ‘mediator’), identify their disputed issues, develop options for resolving those
issues, consider alternative options/arguments and endeavour to reach an agreement.
The mediator has no advisory or determinative role in the resolution of the dispute. Their role is to
assist the parties to identify their interests, understand alternative viewpoints and arrive at a mutual y
acceptable solution. The mediator may also assist the parties to draft a mediation agreement.
•
Conciliation – conciliation is a process where the parties to a dispute identify their disputed
issues, develop options for dealing with those issues, consider alternatives and endeavour to reach an
agreement – with the assistance of a conciliator.
The conciliator is responsible for managing the conciliation process. They will provide advice on the
matters in dispute and/or options for resolution, but will not make a determination. They may also have
professional expertise in the subject matter in dispute.
•
Facilitation – facilitation is a process where the participants (usual y a group) identify the problems
that they need to solve and the steps they need to take to solve those problems.
Facilitation is done with the assistance of a facilitator. The facilitator does not have an advisory or
determinative role in the content of the matters discussed or the outcome of the process, but may advise
on or determine the process of facilitation.
•
Facilitated negotiation – facilitated negotiation is a process where the parties to a dispute, who
have identified the issues they want to negotiate, obtain the assistance of a facilitator to negotiate an
outcome. The facilitator has no advisory or determinative role on the content of the matters discussed or
the outcome of the process, but may advise on or determine the process of facilitation.
•
Conferencing – conferencing is a series of meetings conducted by a convenor in which the
participants and/or their advocates discuss issues in dispute. Conferences are often used by
organisations with a regulatory or statutory responsibility and the convenor may provide advice on the
issues in dispute or possible options for its resolution.
•
Conflict coaching – conflict coaching is a voluntary, confidential, forward-focused process in which a
trained conflict coach supports and assists the client to understand and improve the way they manage their
conflicts and disputes. The coach helps the client to reflect on and identify their goals, explore different ways
for reaching those goals, develop practical methods for preventing unnecessary conflict and resolve their
dispute. The process also al ows the client to enhance their conflict management skil s
The coach does not act as an advocate or a representative and does not make any determinations for
the client.
Conflict coaching can be particularly useful if the complainant is an internal complainant, is consistently
in conflict with others and/or will have an ongoing relationship with your organisation.
For more information on conflict coaching, see: www.cinergycoaching.com/ and also visit the Department
of Defence website on: www.defence.gov.au (What are alternative resolutions: What is conflict coaching?).
For more information on alternative dispute resolution, see: http://www.nadrac.gov.au.
106 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 7 - Supervisors and senior managers
Chapter 21 – Dealing with misuses of electronic
communications, the internet and social media
UCC in e-communications: a growing issue for public organisations and
their staff
‘Clearly some people are viewing social media as a bypass to the traditional routes of discussing
dissatisfaction with the school.’37
37
An emerging issue in UCC that has been raised throughout Stage 2 of the UCC project, in particular during
focus group discussions,38 is the growing tendency for certain complainants to use the internet and social
media to attack, abuse, harass, vilify and defame the organisations and public officers they are interacting
with. In increasing numbers organisations are being confronted with very public and very extreme online
incidents involving their complainants and they are struggling to find effective ways to keep pace with and
manage these situations.
For example, a recent UK study into online abuse found several instances where teachers had been
targeted for abuse by parents and students on websites such as YouTube, Ratemyteacher.com and
Facebook – where specific Facebook groups were being created to target teachers. One teacher who
was targeted and victimised said of her experience: ‘I eventual y had a breakdown in the summer holiday
needing an emergency doctor to be cal ed out – as I had become suicidal. .. I had intensive support from
the mental health unit via my GP, a new telephone guidance service that real y helped me, plus medication
which was a great help, and still is.’39
In a similar testimonial, another teacher who was falsely accused of behaving inappropriately towards a
student said: ‘I was questioned by the police on one single occasion and released without charge, caution
or reprimand. . I also ended up in the care of a psychologist to help me deal with the loss of self-worth,
depression and the urge to commit suicide.’40
And in March 2010 in NSW, the media widely reported that school principals had been formal y advised that
they can sue parents who defame and harass them through social networking sites and email.41 The Primary
Principals Association President was reported to have said:
We felt that it would be appropriate for our principals to hear, directly, what course of action was open to
them if they were subject to these sorts of al egations that were unfounded or malicious or vexatious.
...
It’s obviously reached a serious degree to get beyond the normal complaints-handling process, and
those principals at the time thought it was serious enough to seek some support and, maybe, to
undertake action.42
However, this growing problem is not limited to teachers or the education sector – as our focus group
discussions revealed. Public organisations everywhere are increasingly being confronted with this issue.
37 Professor Andy Phippen cited in BBC News Technology 2011, ‘Study finds one third of teachers have been bul ied online’
BBC News 15 August,
viewed 16 August 2011, <http://www.bbc. co.uk/ news/technology-14527103>.
38 During stage 2 of the UCC project the NSW Ombudsman, with the support or each state and territory Ombudsman office held focus group
discussions across Australia on UCC (except in Tasmania and the Northern Territory). In al , they held 25 focus groups involving 179 public
servants between 3 March and 23 July 2010. For more information about the focus groups please see: Unreasonable Complainant Conduct
Project Report (Stage 2), available at: www.ombo.nsw.gov.au.
39 BBC News Technology 2011, ‘Study finds third of teachers have been bul ied online’
BBC News, 15 August, viewed 16 August,
<http://www.bbc.co.uk/news/technology-14527103>.
40 ibid.
41 Labi, S 2010, ‘Now schools can sue parents’,
The Sunday Telegraph, 28 March, viewed 27 May 2011, <http://www.dailytelegraph.com.au/news/
now-schools-can-sue-parents/story-e6frewt0-1225846360533>.
42 ibid.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
For example in NSW two council officials were reportedly granted apprehended violence orders against a
complainant who harassed them (and their families) for years through electronic communications, over the
phone and in person. One of the council officers said of the experience:
It is not just a financial burden for taxpayers. It also undermines our effectiveness as community leaders
due to the mental and emotional strain. Simple pleasures such as attending community functions with my
family became a worry because of the possible behaviour of this person.
...
We were forced to seek legal protection, but if we had clear legislative distinctions regarding what is
reasonable or excessive, we may not have had to endure this financial and emotional burden for over two
years.43
And in a landmark decision in November 2009 a South Australian man pled guilty to criminal defamation
after posting material on Facebook about a local police constable. The man created a Facebook group
cal ed
‘Piss off [name of constable]’. ‘The page included posts that were incorrect, offensive and
contained grossly defamatory statements about the Senior Constable. It identified him and his children in
photographs, and disclosed the location of his house. Some of the posts also encouraged acts of violence
and aggression towards the constable.’44
When asked about his experience, the Constable said:
It has caused considerable distress to my family ..
[I] was astounded at the savage nature of many of the interactions [on the page]
...
I was angry ... As a local police officer I believe it is part of the territory that we have to take a little bit more
than the average person. However, on this occasion it was quite a personal attack and it [the page] even
had photographs of my children. .. this was one step too far.
...
My answer to (his critics) is if you are not happy about what I do, complain about it [through the
appropriate channels] and have my activities scrutinised, and they will be. .45
What all of these cases illustrate is that UCC that occurs online and in electronic media can have far
reaching and devastating consequences for the staff members and organisations that have to deal with it. ‘It
is easier than ever for a single disgruntled [complainant] to permanently stain an [organisation’s] image’46 or
an individual’s reputation, causing serious psychological injury because of its very public and often vicious
nature. One single posting done intentional y or ‘in the heat of the moment’ has the potential to cause injury
on a far greater scale.47
As a result, in our view organisations need to develop appropriate systems and processes for identifying
and managing UCC that occurs online and in social media. This is not only important for the effective
application of the UCC approach advocated in this manual, it may be viewed as a foreseeable work-related
risk if a sufficient connection can be drawn between the professional work/services provided by a staff
member and a complainant’s online conduct – in which case an organisation may have a duty to act.
When does online conduct become unreasonable?
It is important to clarify that not all online behaviour is unreasonable and it is not the fact that complainants
are using social media and the internet to air their grievances that is concerning. Complainants have a right
to express their views or complain online in the same way that they can to our offices. The problem arises
when reasonable complaining behaviour turns into inappropriate and/or unlawful attacks on organisations
and their staff. This type of behaviour cannot be ignored and steps should be taken to evaluate and respond
to it – in the same way as other forms of UCC.
43 Parker, S 2011, 'What is fair in public office?: Mayor and general manager forced to court by excessive and ‘obsessive’ tirade',
Manning River times,
21 October, viewed 21 October 2011, <http://www.manningrivertimes.com.au/news/local/news/general/ whats-fair-in-public-office-mayor-and-
general-manager-forced-to-court-by-excessive-and-obsessive-tirade/2331486.aspx?storypage=0>.
44 Lim, P 2010, ‘You have 3 friend requests and 1 criminal conviction: tackling defamation on Facebook’,
Internet Law Bulletin, vol 12, no. 10, March pp. 169.
45 Hunt, N 2009, ‘Teen guilty of Facebook Slur’,
Sunday Mail (SA), 22 November, viewed 10 July 2010, <http://www.adelaidenow.com.au/news/south-
australia/teen-guilty-of-facebook-slur/story-e6frea83-1225801651074>.
46 Kerwin, M 2010, ‘Six Tips for Responding to Blogger Attacks’,
BulletProof Blog, 17 August, viewed 21 April 2011,
<http://www.bul etproofblog.com/2010/08/17/sixsix-six-tips-for-responding-to-blogger-attacks/#ixzz1VQXAEZSf>.
47 Rooding, A 2009, ‘Cyberbul ying in the workplace: dealing with social networking sites’,
Internet Law Bulletin, vol. 12, no.1, March, pp. 14.
108 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 7 - Supervisors and senior managers
Some examples of inappropriate and unreasonable online conduct by complainants include the fol owing:
• Vulgar and abusive language.
• Targeted, personal and obscene attacks.
• False al egations and lies with the intention to embarrass, humiliate, discredit or portray in a negative
light.
• Offensive language and terms inappropriately targeting specific groups or individuals – eg racial slurs.
• Threats or defamatory statements – eg a case officer is corrupt or dishonest (without proof).
• Spamming and sending multiple successive and irrelevant emails or posts.
• Cyber-stalking or cyber-bul ying.
• Conducting snide online pol s about case officers – eg about their level of competence, etc.
• Posting personal information about case officers including their personal contact details or phone
number, name, address, vehicle details etc. – so they can be targeted.
• Suggestions or encouragements to commit il egal activities or crimes.
• Posting inappropriate content/links to disreputable websites.
• Hacking or uploading viruses or other materials that are harmful to an organisation’s website, blog,
Facebook page, etc.
• Creating unpleasant websites with rude comments, photos or videos depicting members of an
organisation and/or their family members.
• Copyright and trademark infringements.
• Creating fake online profiles to impersonate someone – eg a staff member – or so that they cannot be
identified and then engaging in behaviours described above.
What can you do to manage online conduct?
To effectively manage UCC online organisations will need to adapt to online and electronic communication
technologies like social media to ensure that they and their staff are adequately protected from any risks to
health, safety and liability.48 Preferably, this should happen whether or not your organisation has an online or
social media presence and should include clear protocols and procedures for dealing with online conduct.
These protocols may be part of a broader UCC policy or can be a separate document, and should provide
clear guidance for staff on when and how to respond to such conduct.
The fol owing five-step process is provided to assist relevant staff in this regard. It is primarily based on
information obtained from articles by Mike Kerwin, Executive writer at Levick Strategic Communications
LLC49 and Alyssa Gregory, founder of Avertua LLC.50 This information has been used in conjunction with
other sources to suit a public sector complaint handling context.
Step 1 – Monitor
Maintain an ongoing system for researching and tracking postings, comments, websites, blogs, etc. for
negative content about your organisation or your staff:51
• Encourage all staff to report any inappropriate or questionable online content that they discover online
and which relates either to your organisation or a member of your staff.
• Use online listening tools and alerts – such as Google Alerts, Social Mention, Technocrati, TweetBeep,
Boardtracker, Dialogix, The Search Monitor, etc. to track comments about your organisation online. For
example, Google Alerts sends regular email updates of the latest online mentions of your organisation
whether it is on a blog, in an online newspaper, a video or tweet – thus eliminating the need for manual
searches.
• Designate a staff member (or response team or specialist service) to monitor online content. This staff
should also be responsible for identifying, evaluating and responding to inappropriate online conduct –
when necessary.
48 ibid, pp.13-14.
49 Kerwin, Six Tips for Responding to Blogger Attacks.
50 Gregory A 2009, ‘Online reputation management: The basics’,
Webpro Business, 20 May, viewed 27 April 2011,
<http://www.sitepoint.com/online-reputation-management/>.
51 ibid.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Step 2 – Evaluate
Once the unacceptable online content is discovered it needs to be assessed immediately to determine
whether a response is needed.52 It is essential for this to be done promptly so that you can avoid and/or
minimise the likelihood of the content ‘going viral’ and spiral ing out of control. The fol owing factors may be
considered:53
A. Content
• Does the online content contain constructive criticism or observations or is it purely negative?
• Is the online content reasonable in its tone or does it contain grossly inflammatory or offensive content
that will require some form of action?
• Is the online content grossly misinformed or misleading? Does it contain misrepresentations or lies that
could reasonably mislead others?
• Does the online content contain personal information about a staff member (or their family) that has
been inappropriately obtained and/or used for an inappropriate purpose – eg personal photos, videos,
address information, etc?
• Does the online content contain defamatory information or threats, violate trademark or copyright laws or
contain otherwise unlawful content?
• Does the online content contain indecent, vulgar, or obscene sexual content and/or unsubstantiated
al egations about staff?
B. Visibility and credibility54
• Is the online content on a website that is highly visible and easily accessible? For example, is it on
Facebook (with 9.8 mil ion Australian users) or is it an obscure website that has been viewed by a relatively
small number of people – eg the complainant’s inner and/or extended circle of friends and family.
• Has the online content ‘gone viral’ – taking on a life of its own, possibly even being reported in the news
media thereby requiring a relatively comprehensive response?
• Could the online content be perceived to be credible or is it so farfetched that it will not be believed by a
reasonable person?
C. Apparent purpose/objective
• Does the online content appear to be dedicated to targeting or degrading others? Is it part of a smear
campaign or a publicity stunt?
• Does the online content incite others to engage in particular acts or omissions – eg targeting your
organisation or a member of staff – or engage in unlawful conduct?
• Does the online content appear to have been created with the intention to embarrass or humiliate, or as
part of a joke?
D. Impact
• Could the online content significantly damage your organisation’s reputation or the reputation of a
member of your staff? – Note: this only applies if the damage is unwarranted/the content is false.
• What impact, if any, will the online content have on your workplace environment, on relationships
between col eagues or with complainants, in particular if it is believed?
• If the online content is about a staff member, how do they feel about the posting? Have they (or their
family) been affected by it in a substantial way?
• Could your organisation be open to a common law duty of care, WH&S or legal liability if some form of
action is not taken in response to the online content?
• Could the online content be interpreted as a representation made by or on behalf of your organisation?
• If relevant, is the complainant hijacking the communication stream in a way that is impacting on its
effectiveness or the ability of other people to use it in the intended way? – Eg if your organisation is
running a blog, Facebook or Twitter page where you engage in a two-way communication.
52 Morgan, D 2011, ‘Another Cautionary Tale about how NOT to Respond in Social Media’,
PSAMA Blog, 1 April 2011, viewed 21 April 2011,
http://www.psamablog.blogspot.com/2011/04/another-cautionary-tale-on how-to-not-to.html>.
53 Note: the factors are based on general information obtained from: Department of Education 2010,
Prevention and Education Team Standards and
Integrity Directorate, Western Australia.
54 Kerwin,
Six Tips for Responding to Blogger Attacks.
110 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 7 - Supervisors and senior managers
E. Context
• What are the circumstances surrounding the online posting? For example, does it stem from an interaction
or conflict the complainant has had with your organisation (or a member of staff), a decision that your
organisation has made or an action that has been taken – either against them directly or general y?
• Does the complainant appear to have a legitimate issue? If so, steps should be taken to rectify the matter
– even if the complainant’s actions seem to be somewhat disproportionate in the circumstances?
• What is the timing of the online content? For example, has it been created at a time when your
organisation (or a member of your staff) is under unusual public or media scrutiny? If so, a response may
be needed for the purpose of ‘damage control’.
Step 3 – Act
Once the content has been assessed a decision will need to be made about whether it needs to be
responded to. Some reasons for responding to negative or inappropriate online content may include that:
• There is a significant risk that the online content could mislead others, contains gross misrepresentations
or is highly misinformed.
• It is extremely inflammatory, offensive, defamatory or otherwise unlawful.
• It could cause significant reputational and psychological harm.
• It discloses sensitive personal information about staff or their families or could give rise to legal or WH&S
issues for the organisation if it is not acted on.
• It is highly visible and accessible, has or could ‘go viral’.
• It appears to be credible even though it is not, and/or could cause others to be grossly misinformed.
• It is having a significant impact on the workplace and relationships between col eagues and with
complainants.
• It has been created at an inopportune time for your organisation.
Some reasons for not responding to online content may include that:
• It would only encourage or incite the complainant if you responded – publicly or privately.
• It would only create controversy and invite media interest.
• It is so farfetched that it could not possibly be believed by a reasonable person.
• It is relatively moderate or contains constructive criticism and carries little risk to staff or the organisation.
• It does not violate any laws and would not raise any duty of care, WH&S or legal issues for your
organisation if it is not acted on.
• It is not located on a website that is highly accessible or visible to others.
• It is unlikely to cause reputational or psychological harm or affect the workplace environment in any
significant way.
If a response is needed
If it is determined that a response is required in a particular case, the response should be done promptly
(ie within hours if not minutes of the online content being identified) – before it has a chance to be picked
up and to spread widely. A timely response can be pivotal to whether or not you can defuse a situation and
whether the content is picked up by others and spreads out of control.55
The response must also directly address the comment/content, as a failure to do so may simply lead to
increased frustrations (by the complainant) and more negative comments and postings.56 An option in
these situations might to be to address the comment directly (in the public forum) and then contact the
complainant privately and resolve the issue.57
There are a range of possibilities for responding to online content. Responses can be public, private, or
both. They can take the form of a comment, a rebuttal or rejection or can include statement in agreement.
55 Kerwin,
Six Tips for Responding to Blogger Attacks.
56 ibid.
57 Bacal,
Defusing hostile customers workbook, pp. 143.
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Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Responses can also be done on the website or forum where the online content was discovered, on your
organisation’s website, blog or social media page, in an online newsletter etc. They can be done by email,
telephone cal , face-to-face interview or in a letter sent via Australia Post. The most appropriate form of response
will depend on the circumstances of the case along with the characteristics of the complainant involved.
If a response is needed you may also need to decide whether to notify police about the online content and/
or seek legal advice about the content. Also, note that if the complainant’s conduct constitutes a crime you
may be required to report their conduct – section 316,
Crimes Act 1900 (NSW).58
Public or private response?
Also, if you have decided that a response is needed in a particular case, you will need to decide whether
that response will be public, private or both. The fol owing general guidelines may be useful in this regard.
I. Public response
If the online content is on a website that is highly visible and accessible or includes gross and repeated false
and misleading information, a public response may be appropriate.
It is important for public responses to be unemotional. They should show restraint and should never include
personal attacks, be mean spirited, shun the complainant, or involve ‘he said/she said’ debates.59
Public responses should offer to correct things if your organisation or staff have done something wrong, and
if this fails, should simply thank the complainant for their comment and move on as quickly as possible.60
The reality is that the public audience is more likely to be looking for how you respond, rather than the
complainant’s response. If you respond poorly you will probably do more damage than the complainant
ever could do.
Once you have responded publicly, in the first instance, you may decide to shift to private responses/
correspondence with the complainant – for example via email, telephone or face-to-face communications.
Social media and the internet can be ‘poor platforms for problem-solving and there may be confidentiality
and privacy issues that will need to be considered.’61
II. Private response
If the online content is not on a website with high traffic, then a private email response by letter or telephone
may be appropriate and adequate. A private response can be used to clarify things, including when your
organisation or staff have done something wrong, or to give the complainant an opportunity to remove the
online content before taking more decisive action – eg legal advice in incidents involving defamation, etc.
III. Both public and private responses
If the online content has taken on a life of its own and has spread viral y across the internet or through
social media, targets specific member(s) of your staff, is unlawful, or appears to be credible, then a more
comprehensive response strategy may be required. This response strategy could include elements of both
a public and private response including press and/or media releases and interviews, proactive outreach
to relevant complainant(s), corrective messaging in social media and/or on your website or blog, or
response(s) in any other relevant publication(s) produced by your organisation.
Note: It can be difficult to know when an online posting or website will spread viral y. While some (usual y the
non-credible ones) can general y be dismissed quite quickly, others get picked up by other bloggers and
even the media.62 The online listening tools (referred to above) can be helpful in this regard because they
alert you to al mentions of your organisation. Therefore, if the number of mentions about your organisation
increase unusual y or repeatedly raise the same issue, you will have an opportunity to make a comment or
even deal directly with the source of the posting before things get out of hand.
No response needed
If a response is not needed then no further action will be required, although depending on the circumstances,
it may be appropriate to copy and make a record of the content to identify recurrent behaviour. It may also be
important to provide support for any affected staff members.
58 Waterhouse M, ‘Unsavoury Online Communications – How Can Australian School Authorities Take Action?’ In proceedings of the ANZELA
Conference 2011, pp. 4.
59 Morgan,
Another Cautionary Tale about how NOT to Respond in Social Media.
60 ibid.
61 Bacal,
Defusing hostile customers workbook, pp. 143.
62 Kerwin,
Six Tips for Responding to Blogger Attacks.
112 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Part 7 - Supervisors and senior managers
Step 4 – Fol ow up and fol ow through
Once the online content has been responded to – either directly or indirectly – you should continue to
monitor the internet, in particular the website/blog where the content was located, to see if there are any
new (or old) comments relating to the original posting. You should also check to see if the content has been
picked up elsewhere.63
Also, in cases where the content/comment is legitimate and/or your organisation or staff have done
something wrong, consider fol owing up with the complainant a couple of weeks after the incident to
make sure that you satisfactorily addressed their concern(s). By keeping in touch you convey a sense of
approachability and increase the likelihood that they will contact your organisation in the first instance next
time around – before turning to the internet.64
Step 5 – Supporting affected staff members
If the online content poses a significant risk of psychological or reputational harm to staff, it may also be
important to consider providing the affected staff with a public message(s) of support – as part of your
public response. The message of support will be important in discrediting and rejecting the complainant’s
remarks and making staff feel (and the public recognise) that they and their work are valued and supported
by the organisation. Appropriate steps should also be taken to ensure that staff receive adequate
counsel ing and support services like debriefing.
Staff should also be advised on the legal avenues that they can take in such situations and should be
supported to do so, in appropriate cases. Depending on the circumstances, the legal mechanisms that may
be relevant under Commonwealth and State statutes include, the:
•
Defamation Act 2005 (NSW)
•
Copyright Act 1968 (Cth)
•
Copyright Act 1879 (NSW)
•
Privacy Act 1988 (Cth)
•
Privacy and Personal Information Protection Act 1998 (NSW)
•
Racial Discrimination Act 1975 (Cth)
•
Anti-Discrimination Act 1977 (NSW)
•
Broadcasting Service Act 1992 (Cth)
•
Crimes (Domestic and Personal Violence) Act 2007 (NSW)
– for AVOs
•
Crimes Act 1900 (NSW), in particular Part 6 – Computer Offences
•
Criminal Code Act 1995 (Cth), in particular sections:
− 147.1 – Causing harm to a Commonwealth public official
− 147.2 – Threatening to cause harm to a Commonwealth public official
− 474.14 – Using a telecommunications network with intention to commit a serious offence
− 474.15 – Using a carriage service65 to threaten to kill another person or entity
− 474.16 – Using a carriage service for a hoax threat another person or entity
− 474.17 – Using a carriage service to menace, harass, or cause offence to another person or entity in
such a way as would be regarded as offensive by reasonable persons
See Appendix 9 – Flowchart for responding to inappropriate online comments/content by a complainant.
63 ibid.
64 ibid.
65 A ‘carriage service under the
Criminal Code Act is any service that facilitates communication through electronic energy. This includes telephones
or mobile phone service, the internet (and any facility on it like email or social networking websites), using facsimile, or other electronic means.
113
Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Case study example – Responding to UCC online
provided by the NSW Ombudsman
Mr C complained to the NSW Ombudsman in 2010 about the outcome of an
investigation that a public authority had undertaken into complaints he made about
his former employer. Mr C had complained that his former employer had failed to
comply with WH&S obligations. He felt that the public authority had not responded
appropriately to his complaints and had failed to refer to important legal evidence
that he had provided during the investigation. Mr C was very distressed and complained that in the
process of pursuing what he considered to be an important safety issue, he had lost his employment,
finances, retirement investments and worst of all his good health.
Our office made enquiries into Mr C’s complaint. During the course of our enquiries we were advised
that a website had been created about Mr C’s ordeal. All the information we were provided suggested
that Mr C had created the website.
The subject website was not relevant to our decision that the agency had not committed any
wrongdoing in his matter. However, we did access it as part of the information that had been provided to
us during our enquiries.
The website contained highly inflammatory and defamatory comments about his former employing
company, its board of directors, and various individuals and organisations that had rejected Mr C’s
complaints (including copies of correspondence with them – some of which had been altered). It also
included several comments and arguments that appeared to be il ogical and that did not appear to be
founded on credible information.
The website also made a vast array of al egations of criminal activity, negligence, fraud, discrimination
and violence and included images of more than 30 union, government and company trademarks and
logos – some of which had been altered.
The website also offered a reward $5,000 to anyone who could provide evidence to show that the
company concerned had violated WH&S regulations and encouraged people to access Twitter and
Facebook pages which had been created as ‘part of [his] pursuit to expose [the company’s]
al eged
[WH&S] crimes’.
The content of the website typical y met the threshold for the types of complainant conduct and online
content that organisations should respond to in order to protect and support their own reputations
and those of their staff. The website made targeted and personal attacks towards specific individuals,
included images of them, made what appeared to be false and unsubstantiated al egations, was highly
defamatory and appeared to violate copyright and trademark rules.
However, because any reasonable person looking at the website would likely consider it to be far-
fetched and not credible, and because the website was not visited often as well as the complainant’s
personal circumstances we did not believe that this was the type of incident that warranted further
action – although on-going monitoring of the site might be required in the circumstances.
114 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
A PPEN D I CES
115
February 2012 | 2nd Edition – Managing unreasonable complainant conduct practice manual
Appendix 1 – A word on unusually persistent complainants
(querulants)
Although this manual cautions against approaches that focus on mental health issues, one that is
particularly relevant to complaint handlers is querulance. Querulance is a psychiatric diagnosis for people
who have morbid (il ness driven) complaining behaviour.66 These people are abnormal y driven by suspicion
and accusations and tend to exhibit extreme kinds of UCC. For example, when compared to a matched
control group, querulants have been found to:
• Pursue their complaints for much longer than other complainants.
• Produce far greater volumes of material in support of their case.
• Telephone more frequently and for longer.
• Intrude more frequently without an appointment.
• Continue complaining after their cases have been closed.
• Engage in behaviour that was typical y more difficult and intimidating.
• Involve other/external organisations more often including contacting Ministers as their complaints progress.
• Want outcomes that a complaint handling system cannot deliver – eg vindication, retribution and revenge.
The research in this area also indicates that one of the distinguishing features of querulance is an extreme
loss of focus over time that results in querulants pursuing multiple complaints at the same time and across a
number of organisations as demonstrated in the charts below.
The usual
The persistent complainant
complainant
(aka. ‘scatter gun’)
X
Y
Z
A
B
X
Y
X
Z
B
The querulant (aka. ‘rolling thunder’)
F
E
Z
Y
X
A
B
C
D
Legend
the complaint/FOI application
issue or event that causes them to complain
X Y Z the agencies that recieve the complaints/FOI applications
66 Lester G 2005,
A guide to the management of the unreasonable complainant and their behaviours, unpublished manual, pp.18.
116 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Appendices
Most people can be expected, over time, to make one, two, sometimes three complaints to a few agencies
about issues resulting in a few separate complaints streams. They may display difficult behaviours at times,
but they do maintain reasonable balance and perspective.
The classic querulant’s issues will grow over time. They lose perspective of their issue and their focus moves
onto al egations of incompetence, conspiracy and corruption, initial y by the organisation handling their
issue and then by other review bodies to whom they have turned for vindication.
People who could be classified as querulants can be dealt with in the same way as all complainants who
display unreasonable behaviours, however it should be noted that they do tend to represent the extremes
of UCC. They are more likely to pursue their complaints into what Lester and Mullen have described as a
‘downward spiral’ that often ends in unemployment, bankruptcy, divorce, and possibly domestic violence
and suicide. Also, the chances of querulants reverting to ‘normal’ behaviours decreases as they descend
down the ‘spiral’ and managing their behaviour may require you to either severely restrict or even terminate
their access to services.
For more information on querulance see: Lester G, Wilson B, Griffin L & Mullen PE, Unusual y Persistent
Complainants,
British Journal of Psychiatry, 2004.
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Appendix 2 – Email sample received from complainant with
characteristics of UCC
What fol ows is a de-identified copy of parts of a 32 page email which a complainant copied to 23
Ministerial offices and 99 media outlets, organisations and individuals. The email exhibits some of the
indicators of possible UCC that can be identified from a complainant’s writing style. See Part 3 – Early
warning signs of UCC.
WITH RESPECT TO EVERYONE - PLEASE UNDERSTAND THIS VERY WELL
I refer to the matters above and to your inadequate response…
. .I repeat ALL ISSUES, as people
should not be put through (1) the wringer nor
...
(2) have to keep resubmitting and escalating [just like this 2nd submission]
...
if councillors [for one] were doing
the right thing by the public [their rate payers]
at large in the
first place. –
How many times do people have to keep resubmitting their valuable time, energy and
e n d l e s s f r u s t r a t i o n to then
compound councils ‘work load’ and waste of public funds
….to end up in your unhelpful office is a horrible compounding injustice !. – Therefore regarding
your comments on “
out of date and irrelevant” and what clearly “appears” to be your lopsided
defence of council ––
you’re certainly not showing yourself as a proactive public defender...
3. Nor would they publish it
if it wasn’t truthful and/or going to embarrass them in some way if it wasn’t
worthy of comment and/or “In the Public Interest”- ..
4. Therefore are you implying that this newspaper, part of a major media group don’t know what
they are talking about?...
5. Nor was this
claimed to be or defended as being “proper procedure” by
ANY of the
Councillors
interviewed -
read the article Ms…, I’d included it in the PDF, #RE Alleged breach of TMO [etc - attached
above] - being complaint #1 - for everyone’s reference and convenience – this sort of thing obviously
effects many ordinary folk locally and plausibly statewide
because your Office doesn’t seem
to act – how many similar cases is your office [for one] aware of ?. .
6. …
In fact - each and every point of my complaint(s)
[the major details] were/are
very very clearly
set out in my immediate opening address with the relevant areas of investigations taken directly from
your website [again as published - as supposedly committed -for public information]. You also don’t like
the
use of bold fonts and underlining throughout - AND - you don’t like copying and pasting
[otherwise being commonly used tools to emphasise, highlight, clarify, simplify etc] thank you
for the lesson Madam but I’d beg to differ - so tell me something – please -
wasn’t it really the way in
which I detailed explicate evidence and expressed the blunt truth have anything to do
...i
f you had ANY trouble accessing web links it’s very easy to do your own search with the info
I gave – just as I had initially with nothing to go on - otherwise - I did offer to send the matter as
PDF’s – all you had to do was take the trouble to ask. Plus I did say:
“Please follow the descending date & time email thread below [which form a part of this document
and to save reiterating, to be read in conjunction with all included matter/attachments]
then read
FIRSTLY the detailed PDF attachment titled ‘RE Alleged breach of - response 28 Feb 20..’--. which
is loaded with questions”...
Is everyone out there who is ‘looking on’ , awake to or care about the wider implications of what
“appears” to be happening here – this is our government at work – on us their fools - and it could
very well be you or your loved ones caught up in such situations - and - “may be” from ANY
agency etc. Relationship noted – ombo.nsw.gov.au ……...
nsw.gov.au….can ANYone notice the
standout feature – just asking ?...
...Is everyone keeping up with me here ? – if not please let me know if there’s ANY queries or
disagreement etc with ANY thing I have said otherwise it shall indicate that I AM MAKING-
perfectly-understandable-acceptable–logical-sense. Alternately let me
condense all of this matter [extensive I know, but every word
has genuine meaning] into one simple question –
are you people
HAVING A LEND OF US ? – as without a VERY CREDIBLE response - speculation and deduction
is acutely UNDERSTANDABLE
118 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Appendices
Appendix 3 – Sample acknowledgement letter for managing
expectations
Our reference: [reference]
Contact:
[case
officer]
Telephone: [number]
[Date]
[Name of complainant]
[Address of complainant]
Dear [name of complainant]
We have received your complaint about the [name of organisation/person].
The person handling your complaint is [case officer].
What we do first
General y speaking, when we receive a complaint we [briefly explain general complaints process].
At this stage we are assessing your complaint and will decide whether we need to [action]. It can take
[number of days, weeks, or months] for this to occur and for us to inform you of the results.
When a complaint takes longer to deal with
In some cases, it can take us longer than [number of days, weeks, or months] to [explain]. When this occurs
we may need to [explain]:
• inspect files and documents
• conduct interviews
• visit the site
• ask them for a written report.
These actions take time, but we will try to complete them and let you know the results within [number of
days/weeks/months].
Formal investigation
Sometimes when a problem is not solved or we think the problem is very serious, we can start a formal
investigation. This is a long, complex process that usual y takes at least nine months. In these cases, we will
keep you informed of our progress.
Important information
On the back of this letter, there is some information that explains what the [name of organisation] does and
what its responsibilities are. Please read this through carefully.
We will work through the complaint you have made and the facts you have given us, and will contact you
again shortly.
Yours sincerely
Signature
Full name
119
Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
[example of the reverse side of the acknowledgment letter used by the NSW Ombudsman]
What the Ombudsman’s office does
What the Ombudsman’s office doesn’t do
In most cases, we can investigate the
We do not have to investigate every complaint
administration of NSW government departments,
we get. We are more likely to investigate ongoing
organisations and local councils when that
problems or serious abuses of power.
administration appears to be wrong or bad.
We are free of control by any government body
We do not act for particular parties or organisations.
and act independently.
Our aim is to be fair and find out the truth.
We cannot force an organisation to take action in the
way a court can.
Our aim is to work out reasonable solutions that
We do not give legal advice.
are in the public interest.
The responsibilities of the
Your responsibilities when you make a
Ombudsman’s office
complaint
We are responsible for:
You are responsible for:
• handling your complaint professional y,
• providing us with a clear idea of the problem and
efficiently and fairly
the solution you want
• keeping you informed of our progress
• giving us all the relevant information you have (or
• giving you reasons for our decisions
know about) at the beginning
• treating you with respect.
• tel ing us new facts or letting us know you no
longer want our help
• cooperating with us
• treating us with respect.
For more information on who we are and what we do, please refer to our website www.ombo.nsw.gov.au.
120 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Appendices
Appendix 4 – Defusing complainant anger with CARP
1. Control
This is about getting the complainant to stop and listen and
letting them know that their anger is not going to control you or
the interaction. Be assertive, but not aggressive or passive.
2. Acknowledge
Deal with their feelings first. It’s important that the complainant
knows that you understand (or at least empathise) with their
emotional state of mind and situation.
Where it will not encourage UCC, give them an opportunity to let
off steam and vent their emotions. Venting can help them feel like
they are being listened to and understood.
Venting should be timely, usual y not lasting more than 2-5 minutes. The complainant should be able to
settle down and discuss their complaint in a calm manner after being given such an opportunity. Note:
Extended venting can do more harm than good because it can make the complainant feel like they are
reliving the bad experience.
Echo what they are tel ing you to show that you are listening. This usual y involves repeating the last few
words or their key words. This can be done by backtracking (eg ‘so you are saying…’) or paraphrasing (ie
defining what you believe they said and meant).
3. Refocus
Make the transition from their emotions to their issues of complaint by refocusing the conversation. Ask
questions about facts and repeat, in your own words, the complainant’s issues. See Table 11 – Scripted
responses to statements and conduct associated with unreasonable persistence (Unproductive phone
cal s).
4. Problem solve
This is about getting down to business – tel ing the complainant what can and cannot be done, what will
and will not happen, and focusing on possible solutions to their issue etc.
Remember: the order of CARP is important!
For more information on CARP you can also visit: www.darncustomers.com/course/ch4-defusingprocess.htm
and the
Defusing Hostile Customers Workbook, 3rd edn, by Robert Bacal, pp. 28.
121
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122 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Appendices
Appendix 5 – Effective communication strategies
Do:
• Show respect
• Clarify
• Al ow venting
• Acknowledge emotions
• Show empathy
• Find something to agree with
• Check understandings
• Acknowledge their point of view without agreeing
• Echo what they say
• Listen actively
• Al ow space to think, if necessary
• Admit and apologise, if necessary
• Stay calm
• Seek resolution
Don't:
• Argue, defend or deny
• Give excuses
• Be confrontational, verbal y and non-verbal y
• Be overly formal or bureaucratic in your responses
• Be too informal and do be wary of joking
• Respond to fighting words
• Suggest the complainant needs therapy or
counsel ing
• Invade the complainant’s personal space
See Part 4 of the Manual – Preventing UCC (Dealing with anger through effective communication).
123
Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
124 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Appendices
as
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o (
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h
r d
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itig
ond
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p
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o
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riate) t
y t
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at c
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at a
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stm
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125
Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
126 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Appendices
Appendix 7 – Ten steps for responding to threats, hostility
and aggression
1. Recognising danger signals and
5. Redirecting
reviewing risk
• Redirect or distract the attention of the client
• Recognise the signs of client anger – whether
with actions or comments that do not reward the
or not the anger is directed at you.
behaviour.
• Ask yourself: ‘Am I in danger?’
• Ask questions about the substantive issue to
• If ‘yes’ – remove yourself from harm’s way as
try to move the client from the ‘emotional’ state
quickly as possible. Walk through the nearest
back into a ‘cognitive’ or thinking state.
door into a more secure area, and then inform
• Take a 5 minute break or offer a cold drink, if
the complainant that the interview has/will be
needed.
terminated – eg
‘I cannot continue this interview
while you are behaving in an angry way or
6. Refocusing
making threats.’
• Try to help the client bring their emotions under
• If the threat abates – that is, the client’s
control, refocus their attention on their issue. A
behaviour improves – then you can re-start
question about the facts can change a client’s
the interview based on clear behavioural
focus from their feelings to thinking about the
ground rules.
substance of their issue.
2. Repeating
7. Raising concerns
• Make sure threats are clarified (made overt)
• If you feel threatened, activate a silent alarm
and the client takes ownership of the threat by
(if available) or leave the room and call for
repeating the statement as close to verbatim as
assistance from other staff.
possible–eg
‘You have just said to me that. ’
8. Running
• Ask if this is what the client meant to say and
• If all else fails and you feel an imminent risk of
whether it is in fact a threat to cause harm – eg
harm – run (or at least move quickly) to a safe
‘Is that what you meant? Are you threatening me?’
location.
3. Reacting
9. Recording
• React to all threats by explicitly acknowledging
• Always make a ‘verbatim’ record of all threats
them – whether they are overt or covert threats
and put a copy on the relevant file.
to you, themselves or to others.
• Always show some reaction to a threat, even if
10. Reporting and reviewing responses
minimal – eg take a 5 minute break.
• Report the matter to a supervisor/manager so
• But, don’t over-react or mirror the threatening
that both of you can review your responses to
language or the threatening behaviour.
the threatening behaviour and identify strategies
to manage or control any future interactions with
• Continue to show respect even when the person
the person.
is being rude or threatening.
• You may want a formal or informal debrief after
4. Responding
the incident.
• Ask the client to stop the behaviour –
‘Mr …
stop shouting at me’ – while informing them of
the organisation’s protocols for responding to
threats.
• Communicate clearly and consistently what the
consequences will be if the behaviour continues.
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128 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Appendices
Appendix 8 – Dealing with internal hazards through
environmental design
One way to minimise the risks posed by violent and aggressive complainant conduct is to consider
the environmental design (or layout) of your organisation. The concept of Crime Prevention Through
Environmental Design (CPTED) suggests if you enhance certain design features within your office you can
discourage violence, in particular by dealing with things like space, layout, colour, lighting temperature etc.
The fol owing examples of CPTED are taken from the Prevention and management of customer aggression
guideline – by Comcare. They include:67
• Using building security if available, or stationing employed security guards or police officers at entry
points that are visible to complainants. This can be full or part time – eg when a ‘notorious’ complainant
will be attending the premises.
• Increasing the number of staff around the office at high risk times.
• Separating the access points to the building, different floors of the building or lifts for staff and the
general public.
• Clearly differentiating between complainant/customer and employee space by using different carpet,
tiles, etc.
• Requiring that visitors identify themselves and sign themselves in and out of the workplace.
• Closed circuit television – which has been proven to have a deterrent effect, particularly when people can
see themselves being recorded.
• Prominently posting signs that you are video monitoring as well as codes of conduct for visitors.
• Wider and/or higher front counters that make it more difficult for a complainant to reach across, jump
over etc.
• Ensuring that things are fixed and cannot be used as projectiles.
• Designated safe rooms where staff can gather if a threat arises.
• Double exit doors in all interview rooms.
• Shatterproof glass in interview rooms and public areas of the office.
• Complainant access to interview rooms and certain part of the office control ed – eg need key card
access to enter.
• Having minimal furniture in public areas and furniture that is large enough that it cannot be easily thrown
about.
• Minimising the number of entrances to the workplace, while maintaining fire code regulations.
• Metal detectors at building entrances (depending on the nature of the services provided)
• Duress alarms fitted to wal s or desks or worn by staff during interviews – these alarms can be silent
internal y but with a link to computers that raise automatic emergency responses.
• Having a planned approach to queuing such as taking a number or clearly defined queuing area.
• Ensuring waiting rooms are comfortable and spacious and that there is adequate seating – to minimise
discomfort.
• Making sure that there are proper ventilation and temperatures controls.
• If complainants will be waiting in waiting areas for extended periods of time, having televisions and/or
reading materials in the reception area that are suitable for them – but do try to minimise waiting.
• Making sure that there is adequate lighting in car parks surrounding the workplace.
• Using relaxing music and calm colours in paintwork to reduce potential violence.
• Visitors must be escorted to non-public areas.
• Air phones.
The suitability of these strategies will likely depend on the type of services provided by your office.
For more information on CPTED see: Chappel , D. 2008, Literature review into the best practice for
preventing and managing customer aggression, www.comcare.gov.au.
67 Comcare,
Prevention and management of customer aggression, pp.16.
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Appendix 9 – Flowchart for responding to inappropriate online
comments/content by a complainant
e.
MONITOR
Discover
Find negative or inappropriate
comments or content about your org.
or a staff member online
EVALUATE
Evaluation considerations to determine if an organisational
response is needed.
Content
Apparent
Visibility and
Impact
Context
purpose/objective
credibility
Does it contain
Could it be interpreted
What are the apparent
inflammatory,
Does it appear to be
Is it on a highly visible
as a representation
circumstances
offensive, defamatory
part of a targeted
and accessible
made by your org?
surrounding the
or unlawful content?
campaign or attack?
website?
Could it significantly
comment/content?
Is the content
Does it seek to
Has it gone viral/does
affect your org’s
Does the complainant
misleading or
incite/influence others?
it have the reasonable
reputation or that of a
appear to have a
misinformed?
staff member?
legitimate issue?
Is it intended to
potential to go viral?
Does it contain
embarrass or humiliate
Is it believable? Does it
Could it affect
What is the timing of
indecent, vulgar or
or is it part of a joke?
appear to come from a
workplace cohesion or
the incident?
pornographic
credible source?
relationships?
Has the content been
materials?
Could it open your org
inappropriately used or
Does it contain
to liability and WH&S
obtained?
threats?
issues if it is not dealt
Does it violate
with?
trademark or copyright
Is it intimidating or
laws?
harassing in any way?
ACT
YES
NO
Response needed
No response needed
Public response?
Keep record of negative
Private response?
comment/content if it is
sufficiently serious and needs
Both public and private
monitoring
responses?
Take no further action
Notify police or pursue legal
options?
Continue monitoring the
internet for negative content
FOLLOW UP
Follow up & follow
through
Follow up with the complainant
– eg if they had a valid issue.
Continue monitoring the
internet for negative and/or
inappropriate content
SUPPORT
Support staff
Support affected staff as necessary and appropriate. This could include
counselling support, legal support and/or a public message of support.
130 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
Acknowledgements
We wish to thank the fol owing for permission to reproduce copyright material:
Comcare: www.comcare.gov.au
• Prevention and management of customer aggression, OHS 33 (2009).
• Bullying in the workplace A guide to prevention for employers, OHS 65 (2007).
• Identifying Hazards in the Workplace, OHS 10 (2005).
Department of Human Services (Vic) (Child Protection, Placement and Family Services):
http://www.dhs.vic.gov.au
• Staff safety in the workplace: Guidelines for the protection and management of occupational violence
for Victorian Child Protection and community- based Juvenile Justice staff, (2005). Copyright © State
of Victoria, Australia. Reproduced with permission of the Secretary to the Department of Human
Services. Unauthorised reproduction and other uses comprised in the copyright are prohibited without
permission.
Levick Strategic Communications, LLC (Bulletproof Blog): www.bulletproofblog.com
• ‘Six Tips for Responding to Blogger Attacks’, BulletProof Blog, 17 August 2010.
Sitepoint: www.sitepoint.com
• ‘Online reputation management: The basics’, Webpro Business, 20 May 2009.
131
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Contributors
Special thanks to everyone who took part in the Unreasonable Complainant Conduct Project, in particular:
Authors: Ya Njameh (Jemi) Jeng, Project Manager and Chris Wheeler, Deputy Ombudsman, NSW
Ombudsman’s Office.
Australasian Parliamentary Ombudsman for funding and resourcing the project and for their contributions
and support.
Members of the Public Administration Division, in particular the Inquiries Team, NSW Ombudsman’s Office,
for their feedback and suggestions on the strategies and script ideas for dealing with UCC.
Sheila O’Donovan, Senior Training & Education Officer, NSW Ombudsman’s Office, for her contribution
to the development and delivery of project training and her valuable contributions to this manual and
supporting guidelines.
Kate McDonald, Project Officer, NSW Ombudsman’s Office, for her contribution during the early stages of
the second phase of the UCC project.
Helen Muel er, who project managed the first phase of the UCC project and co-authored the first edition of
this Manual.
Staff of all Australasian Parliamentary Ombudsman Offices who provided feedback and strategies for
dealing with UCC.
Participants in the focus group discussions held across Australia between 4 March and 23 July 2010.
Professor Paul Mullen, then Professor of Forensic Psychiatry, Monash University and Clinical Director of the
Victorian Institute of Forensic Mental Health, and Dr Grant Lester, Consultant Psychiatrist, Victorian Institute
of Forensic Mental Health.
132 Managing unreasonable complainant conduct practice manual – 2nd Edition | May 2012
A joint project of the Australasian Parliamentary Ombudsman
