Does Your Contact Center Have Information Management Issues?

Stop and think about all of the various problems that your contact center is going through right now like unhappy customers, long wait times and low customer retention rates.

Chances are likely you are trying to solve each problem individually, by tackling one issue at a time. As it turns out, though, there may be one underlying issue at the heart of all of your contact center problems: Poor information management.

Data, in other words, is the lifeblood of a contact center. It’s necessary for carrying out just about every task, from assessing individual customer journeys to figuring out how effective an interactive voice response system is. Each data point, in other words, is one small piece of the puzzle that is your contact center.

Here are some signs that your contact center has information management issues:

There is no central CRM: One of the most important reasons why contact centers collect data during customer interactions is so that it can be used to enhance the customer journey. Demographic data, customer feedback, contact information and agent notes all come together to provide agents with an up to date overview of each individual customer account. Unfortunately, many contact centers silo this information from other departments like sales and marketing, leading to fragmented systems. This leads to misinformation, and poor reporting.

Data is insecure: Cybersecurity and business continuity are now top requirements for contact centers. As contact centers continue to digitize at high rates, and cybersecurity threats continue to mount, security is becoming paramount to success. Again, fragmentation is a huge problem here as many companies are storing data across multiple systems and employee devices. This creates shadow IT, where IT does not know where information is being stored, and it also opens the door for a large number of cybersecurity issues.

Data is not actionable: At the end of the day, it does not matter if you are collecting data if you are not organizing it and processing it. Data needs to be thoroughly processed and strung together to identify trends and help improve business operations. It’s very common today for business owners to say that they are collecting data, but they don’t know what to do with it. Understand that if you are collecting data and not making it actionable, it’s more of a risk than it is worth.

 

What Type of Customer Service Environment Do You Have?

One of the downsides to working as a customer service executive is that it’s very easy to form a bias about your organization because you only see it from the inside. Many people put on blinders, and fail to truly understand what customers think about their contact centers.

The truth is that all contact centers have distinct personalities depending on how they are organized and managed. And as an executive, it’s important to understand how your customer service team is viewed.

A contact center, for instance, can be:

Friendly: In this type of environment, agents are advised to do everything in their power to keep customers feeling happy. Agents are assessed based on cheerfulness, enthusiasm and empathy. Contact centers that come across as friendly to customers stand a much better chance of generating strong customer service ratings, and positive reviews. The only downside to having a contact center that is overly-friendly is that customers will at times try to take advantage of agents. So it’s important to tell agents to be pleasant and happy, but also firm. You can be nice without being taken advantage of.

Aggressive: At the other end of the spectrum is the aggressive contact center, or one that values its bottom line over customer relations. In this type of environment, agents are instructed to be less friendly, and more aggressive in their pursuits to collect money, resolve issues quickly and process requests in a timely manner. Contact centers that come across as aggressive can also be seen as hostile. This can make customers upset, and cause them to seek out competitors. The cable and utility industries are notorious for having aggressive customer service strategies.

Creative: In this type of environment, agents are instructed to use creative thinking at strategic times to keep customers satisfied. Here is an example of how this may work: Imagine a customer stays at a hotel but cannot eat any of the snacks in the mini bar due to food allergies. After calling and complaining to the corporate customer service team, the contact center could arrange to have healthy snacks sent up to the room at no additional cost. This is the type of small, but highly-effective personal touch that goes a long way in driving customer loyalty. It’s also the type of thing that a customer may post on social media, where it could go viral.

So, what can you do to make sure your contact center is setting the right tone for your business? Round up your team and create a customer service task force. Have your team members figure out what is being said about your company online, and in the media. You may even want to have agents from this task force call in and perform anonymous spot checks. Then, come together as a team and discuss your findings.

You can also outsource your department to a third party contact center solutions provider that specializes in providing consistent, amazing customer service backed with a quality guarantee.

How Contact Centers Help Businesses Scale

For a small to medium-sized organization, the task of scaling to more than one branch location can seem like a monumental task. It’s hard enough to grow one business into a successful franchise. It’s quite another thing to duplicate your efforts entirely.

One of the biggest reasons why scaling is so hard is the fact that it’s difficult to ensure consistent branding, marketing, and customer service across multiple branches. If customers start having different experiences across multiple branch locations, it can lead to fragmented experiences and the feeling like they are doing business with different organizations. For this reason, a lack of consistency can seriously hinder an expansion project.

An efficient, hosted contact center can be one of the most effective tools that a business has when scaling. Contact centers are helpful because they:

Centralize messaging: When scaling to more than one facility, marketing and sales teams need to always remain on the same page. The last thing you want is for one location to go rogue and start forming their own marketing messages and sales collateral. This can lead to a lack of consistency, and confusion among customers. Contact centers specialize in creating, centralizing and distributing information to customers, ensuring that everyone is given the proper messaging. This is very important during times of crisis, like after a data breach or during a disaster when customers cannot afford to be given the wrong information.

Collect information: For a growing business, it’s critical to have a finger on the pulse about how customers feel about the products and services they are using. Contact centers can be instrumental in helping businesses understand their customers because they collect a great deal of information during calls. Contact centers process, store and distribute information across the enterprise which in turns creates a more customer-centric and responsive atmosphere. Customers, it should be noted, can provide a tremendous amount of information if you listen to them. And contact centers can collect critical data to help understand each customer’s individual journey.

Reduce costs: It’s unrealistic to think that each branch location can provide its own customer service. Most businesses are too busy, and lack the budgetary resources to pay for their own agents, technologies and overhead. The most cost-effective and reliable way to ensure great customer service across all branch locations is to outsource operations to a dedicated third party contact center solutions provider. A contact center solutions provider can provide consistent service for all locations.

With these points in mind, think of a contact center like a binding agent that can keep an organization together as it scales across multiple locations. Take a look at any successful large organization with multiple locations, and you are sure to find an efficient and well-run contact center.

Tips for Convincing Your Board to Outsource its Contact Center

In most companies, you can’t simply outsource an entire department like a contact center with the wave of your hand. You’ll need to go through an approval process that starts with the C-suite and ends with the board of directors.

With this in mind, it’s important to have a plan in place to sell your outsourcing project to your company’s board of directors. After all, outsourcing is no small endeavor and the board is liable to have many questions before agreeing to proceed with negotiations.

Here are some tips to convince your board to outsource its contact center:

Focus on disaster recovery: As more and more contact centers digitize their operations, the risk of downtime is increasing significantly. Just a few minutes of unplanned network downtime can bring customer service operations to a standstill. So, when speaking to your board of directors about outsourcing, you may want to focus on the benefits of keeping contact center operations offsite in a secure, third party facility. This way, if something happens to your business or its network, customer service operations can continue functioning without a hitch. This is called business continuity, and it’s one of the biggest benefits to outsourcing your contact center.

Mention cybersecurity too: When mentioning disaster recovery, it’s a good time to mention cybersecurity. After all, the two go hand in hand; in order to establish business continuity, you need a facility that can effectively combat sophisticated new cyberthreats. Third party contact center solutions providers specialize in offering secure, hosted infrastructure. They also train customer service agents on how to deal with cyberthreats, which is very important when considering they are protecting sensitive systems and customer data. Contact center solutions providers go above and beyond to ensure their clients are safe from cyberthreats. This will also make life easier for your IT team, who won’t have to worry about keeping an in-house contact center safe.

Explain the ROI: Next, make sure you mention the financial benefits of outsourcing to a contact center. There are tremendous cost-saving benefits to outsourcing, in regard to both capital and operational expenditures. For example, you won’t have to hire, train and onboard new employees or deal with agent turnover. You’ll also save money on infrastructure, data management and contact center overhead.

Talk about the customer experience: Ultimately, the reason that your company has a contact center is to ensure that its customers re well-taken care of at all times. Contact center solutions providers specialize in offering complete, end-to-end customer care backed by data-driven strategy.

So as you can see, third party contact center providers can reduce costs, increase security and deliver high-end customer care. If you focus on these points, you could improve your chances of persuading your board of directors to outsource operations.

 

The Top ROI of Outsourcing Your Contact Center

When speaking with potential clients about outsourcing their customer service departments, the conversation inevitably boils down to finances. The goal for most customers, in other words, is to provide the best customer service at the lowest possible cost and they want to know exactly how outsourcing will save them money in the long run.

It’s during this process that customers actually take a deep dive into their contact center expenses, and are often shocked to see all the ways they are hemorrhaging money on a monthly basis. Oftentimes, they discover hidden expenses that they had not previously considered due as a result of being removed from the day to day operations of their departments.

Here are the top financial returns that you can generate by outsourcing customer service operations to a third party solutions provider:

Less staff: Hiring customer service agents can be a very resource-intensive process. It takes a great deal of time to find high quality agents — something that C-level executives aren’t always aware of. Agents are expensive, and they require a great deal of onboarding and training. What’s more, contact centers typically have high turnover rates as they are seen by employees as temporary positions. So hiring is an endless and laborious ordeal. When outsourcing, you won’t have to worry about any of this. You can rest assured knowing your contact center is fully-staffed with high quality agents at all times.

Reduced technology management: A tremendous amount of contact center overhead is typically allocated to technologies like business phone systems, customer relationship management systems, computers and data center services. These technologies require hefty capital and operational expenditures — if you choose to buy them outright. You will also have to worry about making upgrades at periodic intervals, too. What’s more, many contact centers require placing an extra tax on overworked and overburdened IT teams. By outsourcing, your agents will have all of the technologies they need to perform high quality service while sparing you from having to pay for them individually.

Improved cybersecurity: Today there is a massive effort among businesses to protect their sensitive data. This is especially important in the contact center, which can serve as a direct portal for cybercriminals to hijack sensitive consumer data. Outsourcing is a cost-effective and reliable way to ensure that your sensitive consumer data is protected with the latest cybersecurity safeguards. This is a huge return, especially when considering the skyrocketing costs of cybercrime today.

Stronger data usage: Most customer service teams today lack the resources to manage data effectively, resulting in missed opportunities. But contact center solutions providers specialize in processing, managing and distributing data. By outsourcing your customer service operations, you can obtain greater value from the information you are collecting on a daily basis.

Consider Extending Your Customer Service Hours

As you continue to look for ways to optimize your 2018 customer service strategy, you may want to take a hard look at your contact center’s hours and consider keeping your department open later into the evening.

Many customer service departments, in other words, close too early in the day forcing consumers to wait until the following business day to resolve their issues.

Simply put, this is a bad look for a business. When customers cannot speak to a service representative, or solve their issues on their own using an automated system, it leaves them in the dark. And when this happens, they may be more liable to seek out the services of competitors.

For this reason, it could be a good time to start keeping your contact center open later.  Here are some of the top benefits in doing so:

  • Improved customer loyalty: So many organizations today are failing to offer strong after hours care that consumers have come to expect poor service late at night. As such, there is an opportunity here. If you provide great after-hours service, you will improve your chances of building customer loyalty which will in turn translate into higher profits. You can “wow” your customers by providing strong and flexible after-hours care.
  • Faster resolutions: When customers can solve their problems conveniently after hours, it reduces the number of issues that agents need to deal with in the morning. Agents can get to work answering incoming calls, instead of backtracking and returning phone calls. This can lead to reduced wait times, and faster issue resolutions.
  • Lower operating costs: Encouraging customers to solve their problems late at night will lead to reduced monthly communications costs, as you will have fewer callers waiting on hold to speak with agents. Spread out your inbound communications, and watch as your monthly phone bills plummet. It can be an effective way to save money, if you go about it in the right way.

A growing number of businesses are also outsourcing their contact center services to third party solutions providers, offering fully-managed systems, experienced service professionals and data-backed strategy.

How Your Business Can Provide Better Customer Service

It’s that time of the year again when new reports start streaming in about how companies are handling their customer service. Usually, the reports are mixed.

One report, for instance, shows that energy companies have a lot of work to do in repairing consumer relations. Phone, travel and financial companies are also falling behind in their customer service efforts.

This begs the question: How can companies that are failing in customer service turn things around? It’s not always easy to know what adjustments need to be made. Oftentimes, businesses will attempt to make impactful changes but they will actually do more harm than good.

Here are some common questions, for instance, that business leaders typically struggle with when trying to overhaul their customer service strategies:

  • Do our customers want to speak with live agents?
  • Should we be more active on social media?
  • How can we improve agent friendless?
  • How can we drive more sales in our contact center?
  • What technologies should I be investing in this year?
  • Is my contact center safe from cybercrime?

As you can see, there are many different questions that can arise during this process and it can be very difficult to know which buttons to press as you revise your strategy. And different industries, it should be noted, require different types of customer service solutions. There is no one size fits all customer service strategy that you can implement.

What you can do, however, is outsource your customer service to a high quality contact center solutions provider. By doing so, you can streamline all aspects of customer service and put your operations in the hands of a dedicated team of trusted professionals who know how to communicate with customers and drive sales.

Remember: A failing grade in customer service is not the end of the world. It’s an opportunity to turn things around — especially if all of your competitors are offering poor customer service, too. If your industry is notorious for poor service, like pay TV or energy, consider rebuilding your image as a customer-friendly organization. It simply requires a shift in strategy and attitude, and a willingness to try something new.

To get the process started, consider outsourcing your customer service operations to a third party contact center solutions provider. You will get access to premium agents, high quality infrastructure and much more. It’s a simple way to transform your customer relationships.

So if your business is failing in its customer service efforts, consider making 2018 the year that you become a customer-centric organization. Then, watch the dollars pile up.

Ready to Change Your Contact Center Strategy?

It’s often said that the definition of insanity is doing the same thing over and over again, but expecting different results. But in the contact center space, this can sometimes be standard practice. Many customer service administrators recognize that they need to make important changes, but they are afraid to disrupt operations and so they keep going through the motions year after year with little sign of improvement.

So the first step towards improving your contact center, therefore, is to accept the fact that your department needs to change. Once you make a clear goal to improve operations, you can then confidently do what is necessary to establish a stronger, leaner and more impactful department.

Take my advice: The fastest, safest and most affordable way to improve your contact center is to put your department into the hands of a trusted third party solutions provider.

Outsourcing to a full-service contact center solutions provider will give you access to high quality customer service agents that would otherwise be difficult to find, as well as premium and fully-managed infrastructure, data-driven strategy and a service level agreement-backed quality guarantee. By outsourcing your operations, you can reduce monthly costs and turn around your sales and marketing strategies almost overnight.

Other exciting benefits to outsourcing include:

  • Flexible interactive voice response (IVR): Many businesses today are using outdated and inefficient IVR systems that are error-prone and difficult to update. Contact center solutions providers specialize in providing managed IVR services along with flexible, custom call scripting.
  • Business continuity: Another great benefit to outsourcing your contact center is that you can establish business continuity, for seamless network failover during weather events. Third party contact centers are stored offsite, where they are safer from accidents.
  • Fewer headaches: Say goodbye to headaches like seasonal hiring, agent reviews and customer complaints. All of these issues will be managed for you.
  • Reduced strain on IT: Outsourcing your contact center will free your IT workers to focus on other pressing network-related issues.

Here is a word of caution as you go about this process: Try to change your contact center on your own, and you could risk making the wrong adjustments which would be detrimental to your organization. There are countless technologies to invest in, and strategies to embrace that can prove to be much more trouble than they are worth. This is not a task where it pays to guess. You have to use careful planning in order to get the results you are looking for.

Tips for Keeping Your Contact Center Agents Engaged

Ask any manager about the hardest part of his or her job, and you will likely hear the same response: Keeping team members engaged and motivated at their desks, and committed to doing great work.

It’s well known that employee engagement is vital for success, especially in a contact center setting. Employee engagement, in this sense, refers to the emotional connection that employees have to their jobs. Employees need to feel like their job is interesting and meaningful in order to stick around.

What can you do to improve agent engagement? Here are some tips for keeping contact center agents excited about coming to work in the morning.

  1. Place a premium on good agents: First, make sure that you are giving agents the respect that they deserve, by recognizing them as vital contributing members to the success of the organization. Agents have hard jobs, fielding call after call throughout the day assisting customers and driving sales. The more you value them, and the better your company treats them, the more they will give back to your organization in terms of effort and loyalty. Don’t look at the contact center as a place for entry-level workers, but experienced professionals who know what they are doing.
  2. Ask for feedback: How can you show your workers that you appreciate their efforts? One way is to ask for their honest feedback about their roles as communicators, as you look for ways to improve operations. By asking for feedback, and then forming and following up on improvement plans, you can make sure everyone has a voice to express their ideas.
  3. Celebrate victories: Business mogul Mark Cuban used to walk through the cubicles at his company MicroSolutions and hand out $100 bills to sales associates after a record sales month, or similar special occasions. By taking the time to celebrate small victories, you can keep your employees excited about coming to work and striving to do better.
  4. Hold regular reviews: Even if your department is autonomous, it’s a good idea to hold reviews from time to time to hold team members accountable and make sure they are reaching their goals. Let your employees know you are committed to improving their careers and positions.
  5. Encourage team building: Great teams are built on trust and cooperation. It’s vital for employees to get to know one another, so they can feel comfortable relying on one another throughout the day. Consider hosting special team building sessions and social events where employees can get to know each other.
  6. Use real-time reporting: Sometimes, a bit of pressure and oversight is needed to keep team members producing at a high level. Consider using a real-time reporting suite throughout the day to keep agents on track and motivated to hit their numbers.

 

How to Avoid Sluggish Winter Sales

At last, the busy shopping season is over. We made it through yet another holiday sales rush. But now, for some businesses, the real challenge begins: The post-holiday sales slowdown.

Sometimes, business can crawl to a standstill after the holidays as the long winter months set in and consumers try to rebound from the holidays by paying down their debts. This period typically lasts until Valentine’s Day, which is the first major shopping event of the year.

Is your business in danger of suffering from the post holiday sales slowdown? You don’t have to throw in the white flag for the first quarter. Here are some things you can try to boost profits in the coming weeks:

Capitalize on tax cuts: This year, many American businesses and consumers will be receiving bigger tax refunds. Keep this in mind for your winter marketing strategy, and consider offering deals to attract buyers to spending money with your organization.

Go mobile: Digitalization is a top trend that businesses will be experimenting with in 2018. Most businesses are doing this by creating mobile apps. Now, you don’t have to pay hundreds of thousands of dollars or wait several months for an app to be made. If you have data, you can pump it into an app maker platform and make your own mobile solution. Apps make it faster and easier for customers to engage with your business.

Eliminate time waste: Round up the heads of each department, and make an effort to identify the biggest time-wasters. Encourage your team to eliminate time waste, in order to boost productivity and drive sales. Marketing and sales departments should look to automation to take over time-consuming tasks like updating contacts lists, sending marketing assets and scheduling meetings.

Overhaul your contact center: Use the slow winter season to outsource your contact center operations. By planning an outsourcing project now, you can have a new and improved system in place when sales pick back up again at a future date. Outsourcing to a third party contact center solutions provider is a guaranteed way to drive more profits and ensure customer satisfaction.