Customer Service Spring Cleaning

Spring is in the air, and that means it’s time to clear out the clutter and do some spring cleaning in your contact center. Take a hard look at everything your team is doing, and re-prioritize to ensure you are doing all that necessary to run a lean and efficient operation.

As you perform your customer service spring cleaning, here are some things you should consider:

Organize your data: Is your business getting all that it can out of the information it is collecting and processing? It could be time to review your data strategy and form a fresh approach for spring. Consider linking your customer relationship management strategy with your business phone system to streamline the process.

Review your cybersecurity strategy: Perhaps your business is in need of a cybersecurity overhaul. Are you giving your employees proper education and training? Don’t trust that they will know what to avoid online. Round up your IT team and get everyone up to speed about the threat landscape.

Slash your budget: How much money are you spending on customer service? The truth is that you could be drastically overpaying if you are managing an in-house operation. Consider outsourcing to a third party contact center services provider to reduce the cost of overhead.

 

Teamwork: A Critical Need for Contact Centers

Many contact centers today are operating as siloed environments, where agents show up to work, put on their head sets and start fielding calls until they either break or go home. There isn’t much strategy or planning involved.

If your business has fallen into this trap, it’s worth considering shaking up your strategy. When customer service agents become siloed at work, it can lead to several negative outcomes. For starters, it’s bad for team morale. When employees don’t feel connected to the team, it could cause them to move on and find better opportunities. Plus, it makes it harder to ask other team members for help when it’s needed. They may start forming their own strategies without consulting other team members when making difficult customer decisions.

Make no mistake about it: The more your agents can work together as a team, the better it will be for your department and your customers.

It should also be noted that in the contact center, it’s not just about what happens on customer calls that counts. Just like a sports team has to practice together, customer service agents need to prepare and communicate during their down time to provide great service.

Could your team improve the way it works together? Here are some ways to improve teamwork in your contact center:

Encourage socializing: Teamwork won’t just happen on its own. And you can’t force it. In order for agents to work well together, it’s important that everyone gets along and feels comfortable approaching one another. When you work with great people, the rest falls into place naturally. So have a team lunch, a happy hour or even a bowling night. Play a game to break the ice. Just do something to encourage dialogue and break down barriers between your employees. This will help build a team-driven culture, which is extremely important for success.

Share notes: Make sure that your customer relationship management system makes it easy for agents to include notes. It should be more than just metric-driven. Consider using cloud-based communications software, too, so that agents can ask questions and interact with one another throughout the day.

Build an open environment: Tell your agents that it’s okay to ask questions and reach out to one another for support. As an industry, we need to abandon the belief that it’s not okay to ask questions. When employees are afraid to ask questions, they are more liable to start forming their own ways of doing things much to the detriment of the entire team.

Achieving An Automation Balance in Your Contact Center

There is no denying the fact that customers today want to be able to help themselves when trying to resolve business issues. According to one study, for instance, 51 percent of customers prefer to have self-service options available on a company’s website.

As we move forward into the digital era, though, and automation becomes increasingly interwoven into our everyday lives, many businesses will struggle to understand how to effectively implement it into their operations.

Right now, for instance, questions abound like how much automation is too much, and whether customers will appreciate it or dislike it.

Take, for instance, the example of Uber. The company is infamous for offering in-app customer support. It’s very difficult to speak to an agent directly as the company encourages customers to first seek problems within their app. Many customers get frustrated when they cannot connect with a live agent. After all, some customer service issues cannot be solved with push-button ease. Sometimes, a customer just needs to vent. And if you take away their ability to do that with a live agent, he or she may choose to go to social media to do it publicly.

The trick is to strike a balance in your contact center, where customers have the option to easily select self service or communicate directly with live agents. Here are some ways that you can strike an automation balance in your contact center:

Don’t make customers jump through hoops: With every self service portal that you offer, there should be an immediate line to a customer service representative available. Customers should always be able to press the 0 button and speak with a live agent— no questions asked.

Use click to call: There’s nothing wrong with pushing customers to an online self-service portal first, before they call your company. But if you do this, make sure they understand they are still welcome to call at any point. Consider putting a click to call button on your website using Web real-time communication (WebRTC), so that customers can immediately connect with live agents over their browser while combing through the knowledge database.

Dig through your data: Consult with your Web management team and get a sense where customers are going for answers first. For instance, when they go to your website, are customers going to your contact section first in search of a telephone number, or are they going to the online knowledge base? You should also do this with your phone’s interactive voice response (IVR) system. Use advanced analytics to determine whether your IVR system is helping customers, or whether they are opting out to speak with a representative. Avoid guesswork whenever possible.

 

 

 

What’s the Best Way to Scale Your Contact Center?

As a small to medium-sized business, customer service is not a top concern for you right now. All of your customers are being managed by an in-house contact center, which seems to be getting the job done pretty effectively.

There’s just one issue: Your contact center has limitations. And right now, it’s not capable of scaling with your rapidly-growing organization.

Just think what will happen if you…

  • Double in size in a short amount of time;
  • Go viral and become visible to millions of new potential customers;
  • Experience a PR issue;

Any one of these events could cause a massive spike in customer traffic, taxing all of your critical customer-facing infrastructure — from your customer database to your phone lines to your agents who answer phones and email.

For this reason, it’s time to start thinking about contact center scalability before you run into an unexpected issue and realize you don’t have the right pieces in place to handle the influx in traffic.

One of the most affordable and effective ways to scale your contact center is to outsource operations to a third party provider offering flexible, hosted infrastructure and premium customer service agents. In doing so, you will be able to scale up—or down—as needed without spending excessive amounts of money. Outsourcing is a widely-adopted practice used by organizations large and small.

From a scalability perspective, here are some of the top benefits to outsourcing your contact center to a third party provider:

Business continuity: Once your business grows to a considerable size, customer interactions will be constant. You will receive incoming emails, phone calls and chat messages around the clock. So it’s vital to work with a provider that can ensure business continuity and disaster recovery, so that you can avoid unnecessary downtime. Downtime is terrible for customer service, and can be very expensive.

On demand capacity: Third party contact center solutions providers can offer flexible network capacity, ensuring that you have enough storage and bandwidth to accommodate all of your customers. The last thing you want to do is experience a capacity pinch.

Shorter wait times: When contact centers lack the necessary infrastructure and support, call queues can back up resulting in longer wait times and unhappy customers. This can frustrate customers, and cause them to look elsewhere for support. By outsourcing your contact center, you can always have the right number of agents in place to handle incoming calls and give customers the attention they demand.

Remember that in business sometimes you have to make strategic decisions before issues arise. Instead of getting blindsided by a lack of capacity, consider being proactive and outsource your contact center to a dedicated third party solutions provider.

Using Influencer Marketing to Generate Sales

Right now, your company is most likely taking a traditional approach to sales by targeting large groups of people at a time. For instance, you may decide that you want to sell to college students. So, you collect data and use it to shape your digital and marketing initiatives in hopes of attracting unique buyers.

Here’s the problem, though: This strategy doesn’t always work. In fact, many businesses today are failing in their marketing efforts due to a lack of visibility and transparency. What’s more, traditional advertising is a thing of the past. Consumers don’t respond to posters and billboards like they used to, and now they are aware of the content marketing game too.

If you want proof, just take a look at the last article you posted on LinkedIn. Sure, it may have gotten a few likes or comments. But did it actually drive any sales? We’re willing to bet that it didn’t.

Another approach is needed, and now many businesses are embracing a strategy called influencer marketing which is a fundamentally different concept from what most companies have been using.

Influencer marketing works by targeting influential people with large groups of online followers, and rewarding them for promoting your products. For example, think of a YouTube celebrity with 2 million followers. That person may choose to wear a designer shirt, which then exposes the product to all of his or her followers. In doing so, the influencer acts as a sales associate whether or not they know it — especially if they drive large volumes of sales.

A major reason why influencer marketing works is because it’s based on trust. Consumers, in other words, naturally trust brand influencers. If it’s done correctly, influencer marketing does not come across as advertising but rather sharing. Consumers naturally gravitate to products that they trust, and when they see them being used in a real life setting, it amplifies the products and makes them seem desirable.

That’s not saying that you have to abandon your traditional marketing strategy. After all, influencer marketing is still relatively new and has its share of challenges. Right now, for instance, companies are struggling to track, monitor and reward brand influencers. It’s a developing industry where there is still a lot of room for growth and innovation.

The best way to use influencer marketing, therefore, is to deploy it alongside your existing campaigns. It’s all about taking a multi-faceted approach and finding out what works for your brand.

Instead of trying influencer marketing on your own, it helps to have the assistance of a third party contact solutions provider to manage the operation for you and guarantee strong results.

Supplementing Customer Self Service

There is no denying the fact that customers today want access to solutions that enable them to solve problems on their own without the help of a live agent.

This trend, commonly referred to as self service, has taken off in recent years and is now a customer service staple for most companies. Self service is commonly seen in places like:

  • Live chat boxes on website and social channels;
  • Interactive voice response (IVR) during telephone calls; and
  • Online knowledge databases.

The numbers don’t lie, either: Self-service is now in high demand. 50 percent of customers think it’s important to solve service or product issues themselves while 70 percent believe a company’s website should have a self service application. And 83 percent of customers will go to a company’s website for information.

There’s just one critical thing to keep in mind when implementing self-service solutions into your digital channels: They are not the end-all-be-all of customer service. You can’t replace live agents with fully digital solutions and expect to have positive results.

That’s because there are many issues that customers prefer to solve using live agents. Sometimes, a customer will want an opinion about what action should be taken. Or, a customer will require advanced help that that cannot be solved using artificial intelligence.

Here are some things you should consider to supplement your customer self service:

Provide a short path to an agent: To a customer, there is nothing more frustrating than wanting to speak to agent and being denied the opportunity. When a customer repeatedly mashes the “0” button but gets no response, they usually just hang up—and this doesn’t help anyone. So if you want to encourage customers to use self service first, that’s fine. But don’t make them struggle to connect with an operator, or you are only going to aggravate them.

Use data to streamline service: Once a customer does connect with an agent, the interaction needs to be handled efficiently. And to do this, agents require data—and a complete overview of the customer journey. Make sure you integrate your phone system with your customer relationship management (CRM) system to ensure that agents can easily access customer data during every customer interaction.

Have live agents on standby: Many companies today are using a combination of automated chatbots and live agents for their customer support. In this type of setup, a customer will start by chatting with an automated assistant, but an agent will be monitoring the interaction. In fact, an agent can monitor several conversations at once for maximum productivity. This way, an agent can jump in and provide seamless support when it’s needed. This protects the company when a customer asks a question that is too advanced for an automated attendant.

 

Is Your Contact Center In line With Your Brand?

Imagine you open a can of your favorite soda, and experience a totally different taste from what you expect. You would be confused, and may even contact the company for an explanation — or ask for your money back.

Consistency, in other words, is a top need for brands and something that cannot be ignored. It’s through consistency that companies can create lasting impressions and keep getting customers to come back for more. In marketing, consistency and trust go hand in hand. Take away consistency, and your brand crumbles.

This also applies to the customer experience that consumers go through when dialing into the contact center. Contact centers, after all, have hundreds or even thousands of agents all working to help customers on a daily basis — each with their own personality. If care is not taken to ensure brand consistency, callers could experience drastically different interactions during each engagement.

Consistency, in a contact center setting, is all about organizing agents so that they harmonize and reflect common points to customers. You don’t have to suppress personality, you just have to make sure that everyone is on the same page about the brand “image.”

Has your brand been hurting from a lack of consistency? Here are some things you can do to improve it:

Use scripting: Call scripts don’t have to be followed 100 percent of the time, as part of fielding a call requires using critical thinking and making snap judgments when customers ask difficult questions. Still, it’s vital that agents have scripts and notes to work off of outlining important notes about the brand. A big reason why consistency is important is that it prevents agents from giving incorrect information to callers about products, promotions and services.

Spot check agents: Just about every contact center today records customer conversations for quality purposes. But rarely do these conversations see the light of day. Most of the time, they get funneled into backend databases and left there. Customer service managers should build a few hours into their week to spot check customer phone, SMS and live chat interactions to see how agents are engaging with customers. Look for trends, and then use what you discover to work with agents and make them more effective.

Make training an ongoing process: For the average contact center, agent training stops after a certain period of time passes. It may be a week, or a month. What often happens is that agents stop trying to learn and improve at their jobs. They fall into patterns, and result to using their own language and styles during customer interactions. By making training an ongoing responsibility, through online learning portals or team building exercises, contact centers can drastically improve brand consistency.

Use Customer Service to Launch Your Business to Unimaginable Heights

When you first started your business, your goal was never to be a small to medium-sized organization. In fact, you don’t even want to be a large organization. You want to be a massive, highly-profitable and stable enterprise with a global footprint and an impeccable reputation.

Many startups today, we are seeing, are setting the bar too low for themselves. They start out hot, reach a plateau and stay there, comfortable with the small profits that they are generating.

Make no mistake about it: Complacency, for any business, is toxic. The moment you think your business has “made it” is the moment innovation, and profitability, ultimately ends.

If you want proof of this, look at Amazon. Even after Amazon became a worldwide name, Jeff Bezos kept pushing and exploring new areas of growth. What started as an online marketplace is now a massive global operation that offers everything from data management services via AWS to home and retail automation — to name a few.

As it turns out, your contact center can be your best tool for discovering exciting new opportunities to drive business growth. That’s because your agents are constantly chatting with customers and getting their feedback on your company’s products and offerings. By listening to customers and incorporating their feedback, you will prove that your company is in tune with their needs. Each new solution that you will offer will be like a stepping stone that leads to more and more business.

Many of the top brands — particularly in the technology space — are doing this today, and generally speaking the results are incredible. Most customers, after all, are used to receiving subpar service today. So when customers see companies that listen and take their feedback into consideration, it makes them feel great and like they are part of the team. It makes them want to continue doing business with that company.

With the right contact center solutions in place, your team can start using your most resource — your customers— into a business-boosting machine. For example, you need powerful technologies to collect process and share data. You need high quality agents who are connected to what’s happening in the industry and capable of carrying in-depth conversations with customers. And you need advanced, highly-reliable infrastructure that will remain up and running at all times.

When you put it all together, the results you generate from customer service can be staggering. Your business has the potential to become a major industry disruptor, and global giant. By listening to your customers’ needs, and incorporating their direct feedback, you will generate returns that you never thought were possible.

 

 

Topics To Explore During Your Next Customer Service Meeting

C-level executives often complain that they want to help improve customer service, but they have too many other responsibilities to worry about on a daily basis and don’t have the time to stay up to date about rapidly-changing customer preferences. This, after all, is why they hire others to manage it.

Our advice is for executives is there is a lot they can offer without having to get too far into the customer service weeds. Whether you are outsourcing operations or trusting your team members to handle it, you can still play an active role in shaping your department. You don’t have to be a customer service expert to do this.

Here are some possible topics to explore during your next meeting with your customer service team:

  1. Cybersecurity: What used to be a problem for IT managers only, cybersecurity is now an issue that all departments need to account for. So when you sit down with your customer service team, ask what measures are being taken to improve device and account security. For instance, are employees up to date with the latest cyberthreats? Is data being backed up on a regular basis? Don’t be afraid to ask hard-hitting questions about cybersecurity, so that you can have a better understanding of how safe your department is.
  2. Outreach strategy: Take a look at your recent fundraising efforts, and ask what’s being done to improve them. Remind your team that donor ecosystems are fragile, and must be properly maintained in order to keep generating year over year revenue. As you assess your marketing strategy, check and make sure that content is playing a role in helping drive sales and donor participation. The more you nurture your donors with high quality content, the more interested in your brand they will remain — and the more likely they will be to offer support when donation time rolls around.
  3. TCPA: The Telephone Consumer Protection Act (TCPA) is a law that restricts the way that companies are allowed to communicate with customers about offers and promotions. Failure to comply with TCPA protocol — which changes periodically — could result in heavy fines and a tarnished reputation. Make sure that your team is up to date with TCPA code to avoid running into avoidable complications.
  4. IVR effectiveness: For most companies, interactive voice response (IVR) remains the most widely-used mechanism for customer self service. An IVR, however, is only as effective as the intelligence and underlying management system that is powering it. It may be time to update your IVR to incorporate the latest in artificial intelligence and data processing. This technology, after all, is responsible for greeting customers over the phone so it needs to be user-friendly, easy to update and reliable.
  5. Cost reduction: One of your primary jobs as an executive is to keep costs low. Strive to create a department that is financially lean, versus one that is continually operating in the red zone. Before your next meeting, consider asking your managers for their input on what could realistically be eliminated without negatively impacting daily operations. It may be time to consider reducing your reliance on expensive in-house technologies, or even staff members. Outsourcing is a fantastic way to slash costs in a responsible and strategic manner.

Business Continuity: A Year-Round Responsibility for Contact Centers

Spring is right around the corner, which means businesses in many areas of the country have a new threat to worry about: Unpredictable late winter storms.

A recent Farmer’s Almanac predicted this will be a long winter, with several storms arising late in the season. Late winter storms and blizzards can bring ice, snow and howling winds — and bring unprepared businesses to a communications standstill.

It’s important to remember that business continuity is a year-round responsibility that no organization can ignore. This is especially true in our current ultra-connected business landscape, where just a few minutes of network downtime can have a devastating impact on a company’s bottom line. Businesses must take advanced measures to ensure that they have the infrastructure and support in place to maintain operations throughout a variety of scenarios.

Contact centers are no different. In fact, contact centers are one of the most vulnerable areas for downtime as they are responsible for supporting a range of critical customer-facing functions. When a contact center goes down, a business can lose its phone support as well as email, customer data and more. This can lead to heavy revenue loss, and it can also anger customers and cause them to seek out competitors.

For this reason, it’s critical for contact centers to distribute their contact center infrastructure in order to mitigate downtime. Picture a business in Chicago. If a major storm rolls into the area, impacting snow, that business could lose connectivity for an extended period of time. But if the organization is using a contact center in another part of the country, communications would remain unaffected.

When you think of outsourcing, don’t just think of saving money and increasing efficiency. You are also improving your company’s security in the process. Outsourcing your contact center to a third party solutions provider will enable you to transfer all critical processes offsite.

This will also help your IT team, which is most likely working overtime to ensure the operational stability of several departments at once. By outsourcing one department, you will give them more time to devote to higher-level tasks like digital transformation.

Just remember when outsourcing to assess your vendor’s disaster preparedness. You don’t want to rely on an organization that cannot ensure its own business continuity. If possible, arrange an onsite visit and ask to see their facility. Ask questions about things like failover, flood and fire protection for data center infrastructure and of course cybersecurity. Don’t leave anything to chance during this process. Before you sign anything, scour your service level agreement and look at the fine print — and don’t agree unless you are completely comfortable. After all, you will be trusting the vendor to manage a major part of your business.