Is Poor VoIP Ruining Your Customer Service?


Cost control, reduced maintenance and business mobility are among the main factors driving adoption of cloud-based contact center solutions today. In fact, the market is anticipated to triple in value from 2016 and 2021, according to a recent MarketsAndMarkets report.


But as organizations move to run customer support operations through VoIP infrastructure, there is potential to disrupt customer service if both installation and maintenance are not handled correctly. A failure to do so may result in latency, poor voice quality and a number of other challenges that can agitate your customers.


In the interest of making sure your transition from legacy network infrastructure is seamless, consider the following tips when it comes to installing and maintaining your VoIP network.


  • Assessing your bandwidth needs: In moving to a VoIP-based system, you’ll need to assess your bandwidth needs for several reasons. The amount of bandwidth taken up by your contact center may impede upon other departments within your organization if you don’t have enough, leading to poor call quality. You’ll also need to consider peak seasons when thinking about your bandwidth needs. You may have enough now, but what happens when inquiries rise by 20 percent during the holidays?
  • Establishing a failover preparedness plan: Using VoIP infrastructure, you’ll have a high degree of reliability with Ethernet. But if you do suffer an outage, what steps have you taken to ensure continuity? When installing and maintaining your new system, be sure to allocate enough resources to keep both your primary and secondary connections taken care of and your customers will never know if or when your system falters.
  • Integrating your CRM Platform: Even if you’re building your VoIP network from the ground up, that doesn’t mean that there aren’t elements within your existing infrastructure that won’t be irrelevant. Your current CRM, for instance, is a library of customer knowledge and is familiar to your personnel. The more you can integrate your CRM with your new system, the easier time you’ll have picking up where you left off with existing customers, and the easier time your reps will have adapting.


VoIP adoption is one of many ways that businesses are getting ahead with superior customer service today. If you want to learn more about how to get your contact center running at full efficiency to provide your customers with the highest level of support, click here.

Tips For Building Trust With Your Customers

“If people like you they’ll listen to you, but if they trust you they’ll do business with you.”— Zig Ziglar

I’ll never forget the time that I received an account statement in the mail from a company, and noticed a discrepancy in its billing policy. The company had made a rate adjustment, and failed to notify me of the change.

Suffice to say, I was not happy about this. But my anger was less focused on the rate adjustment, and more on the fact that the company failed to contact me in any way about the change. My initial response was to pick up the phone and immediately call customer support for an explanation.

The issue was eventually resolved. But as time went on, I couldn’t shake the lingering doubt in my mind about the organization I was doing business with. Eventually, I decided to take my business elsewhere.

Part of why this feels so bad to a customer is that customers are used to being held to the strictest standards about billing and usage policies. For some businesses, services will cease when customer payments stop. So when customers do everything they are supposed to, and the company lets them down, it’s setting a double standard. You can’t punish a customer for failing to do something, and then do the same thing back.

What can you to do build trust with your customers in your contact center?

Here are some tips:

Protect your data: In one study, 76 percent of customers reported they would take their business elsewhere due to negligent data handling practices. As such, companies need to do everything in their power to prevent data leaks from happening. Around-the-clock network monitoring, cutting-edge cloud security tools and expert IT workers are all necessary for preventing cybersecurity issues.

Always keep promises: Sales associates and marketers tend to have a reputation for making exaggerated offerings to customers. To prevent this from happening, all sales and marketing assets should be reviewed by management and possibly even legal for accuracy and compliance. And all customer communications should be spot-checked to ensure that agents are making appropriate offers.

Always ask for input: One of the best ways to show customers that you care about them is to ask them for input about your company, its products and its services. By allowing the customer to give back, it shows that you value their opinion and are actively striving to make the customer better. It may seem like a small step, but it’s an important one.

Outsource: Sometimes, the easiest way to do something is to hire a company that specializes in providing that service. By outsourcing your contact center operations to a third party provider like InfoCision, you can rest assured knowing that your customers are in good hands with expert agents who are using the best technologies on the market.

To learn more about InfoCision, click here.  



What Happens After You Outsource Content?

Outsourcing a major part of your business like your contact center is a big undertaking. You will experience a big shift in the way your company operates, and possibly in your day to day schedule. So it’s important to have a roadmap planned to guide you through the process and make sure everything goes according to plan. Outsourcing projects, after all, can pick up steam very quickly.

At this point, let’s assume that your contact center outsourcing project is well underway. Your customer service team has long been notified about the change and re-allocated, and operations have been handed over to your new contact center solutions provider.

Here’s what you should do next:

Re-assess your service level agreement (SLA): If there is one thing we can’t stress enough, it’s making sure that your team has a solid understanding of the services it will receive from the contact center provider. As such, it’s important to take another look at your agreement even after it is finalized. You may notice some small mistakes in the contract that slipped through during negotiations, or important details regarding uptime and maintenance. Now is the time for team members to submit questions and resolve issues before the project continues. Some contracts, it should be noted, come with a temporary exit window.

Wipe your infrastructure: Your former contact center may have a lot of hardware sitting around, and some of it may contain sensitive customer data. Before you reassign or sell these machines to a third party reseller, make sure your IT department wipes all of the data from them. Otherwise, customer data could fall into the wrong hands — and you may not know it. Oftentimes, companies who rush to throw out their hardware suffer from data breaches months or years after getting rid of their equipment. Taking this simple step could save a great deal of trouble down the road.

Set up a meeting to discuss strategy: Contact your new customer service team, and introduce yourself. During this meeting, you’ll want to focus on forming a long-term donor outreach plan, customer service goals and basic program expectations. Let the team know that you want to be kept in the loop with reports and possibly even regular calls. Communication is one of the most important parts of outsourcing, and a strong contact center solutions provider will make it easy to keep you updated and informed.

Begin your new journey: Now it’s time to think about yourself for a moment. By outsourcing content, you will clear more room in your schedule to devote to higher-level customer related tasks. Are there any new projects that you have been looking to take on?

Do you have any questions about outsourcing? Click here.

Is Your Contact Center In Compliance with Local and Federal Regulations?

Earlier this year, a leading website domain operator was hit with a class action lawsuit when a consumer claimed that the company sent him unsolicited advertisements via text message.

The plaintiff is now arguing that the operator violated the Telephone Consumer Protection Act (TCPA) — a complex law established by the Federal Communications Commission (FCC) that regulates how companies are allowed to communicate with consumers about products and offerings.

The operator admitted that the text messages in question originated from a third party marketing agency that the company hired to manage an outbound texting campaign. As of right now, the case is still unsettled but I wanted to weigh in on it because there is an important lesson to be learned for customer service administrators, regardless of who wins:

Companies today need to be very, very careful with outbound communications because consumers have little tolerance for practices that seem overly-aggressive, intrusive or “spammy.”

As this case demonstrates, some consumers are actively looking for opportunities to penalize companies for behavior they deem to be inappropriate.

What’s more, the TCPA is just one of a long list of regulations — state and federal — that you need to be aware of. For instance, there are state-specific Do Not Call lists as well as state-specific requirements for things processes like monitoring and recording authorization, among others. At the same time, there are certain exemptions that you can capitalize on.

Of course, some companies regularly experience class action lawsuits from their customer outreach campaigns and treat them as little more than a drop in the bucket. But this is not the right approach. In addition to being expensive, class action lawsuits can be very damaging to a brand, and they can alienate customers and shareholders. And for a small to medium-sized business (SMBs) that lacks the financial resources of a large enterprise, the damage resulting from financial penalties, court fees and lost customers could be disastrous.

With this in mind, stop and consider who is overseeing your business’s outbound campaigns. How much experience do your internal sales and marketing managers, or your business’s outbound contact center solutions provider, have in dealing with the underlying legal complexities that you are facing?

At InfoCision, we understand that outbound communications can be very complicated. But it’s also an important aspect of business growth. For this reason, we provide our customers with direct access to a team of experienced legal professionals who work tirelessly to ensure that all campaigns operate in strict accordance with state and federal telecommunications laws.

These legal experts empower our customers to confidently — yet conservatively — reach out to consumers when they need to. Our legal professionals are second to none.

To learn more about our legal & compliance expertise, contact InfoCision today.

Are You Compliant with the New FCC Rules?

On Thursday June 18th, the FCC approved a TCPA Declaratory Ruling that is meant to “protect consumers from unwanted robocalls and texts.” The ruling was approved by a vote of 3-2 and the official text was released, and became effective, on Friday July 10th.

So, what does this new policy mean moving forward?

An instrumental part of providing the utmost quality of customer care in the contact center space is compliance with privacy restrictions implemented by governing regulatory bodies, such as the Federal Communications Commission (FCC).

InfoCision has reviewed internal policies and procedures to ensure full compliance with the Ruling and have implemented the most conservative standard to protect our clients, our company and our employees. We also encourage all organizations to make sure any third party vendors they utilize are compliant.

As an industry leading expert in compliance, we are providing a brief summary of the FCC Ruling for your reference.

ATDS (Automatic Telephone Dialing System)                                   ATDS is defined as any device or equipment which has the current or potential capacity with software modifications or additions to store or produce telephone numbers to be dialed randomly or sequentially without human intervention.  The hardware determines whether the equipment is an ATDS or not, i.e. if the hardware configuration cannot dial without human intervention without additional hardware, it is not an ATDS. The definition also includes calls to a set list of numbers using an ATDS.

The TCPA’s express consent requirements for calls to cell phones apply if the calls are made using an ATDS or prerecorded message.

It’s critical when contacting a cell phone number to use a manual dial solution which meets the specific terms required by the FCC.

Re-Assigned Numbers, Called Party and Wrong Number Calls         The TCPA exempts calls made to cell phones using an ATDS or prerecorded message if the “called party” provided prior express (written) consent for such calls.  The FCC has expanded the determination for who the called party is, in situations where the caller intends to call one person but unintentionally reaches another.  This situation could occur primarily when a number has been reassigned without the caller’s knowledge.  According to the FCC, businesses will have only one opportunity to call a reassigned number.

Text Messages                                                                                       Text messages are defined as a call to a mobile number and subject to TCPA consent and dialing requirements.

Remaining compliant is imperative for the respect and safety of your consumers as well as protecting an organization from significant monetary liabilities.

Click here to read more about regulatory compliance standards in the contact center space.

Steve Brubaker began his career at InfoCision in 1985. In his current role as Chief of Staff and as a member of the Executive Team, he is responsible for HR, internal and external communications, and manages the company’s legal and compliance departments. Brubaker is a member of a number of professional organizations, including the DMA and PACE. He also donates his time to serve on several university boards, including the Executive Advisory Board for The Taylor Institute for Direct Marketing at The University of Akron and The University of Akron Foundation Board. He has also been honored with a number of awards and recognitions for his contributions to the call center industry, including the ATA’s highest honor, the prestigious Fulcrum Award.

Data Security: Big Data is an Asset that Must be Protected by Marketers

Big data has become a huge asset for marketers who understand how to use it to craft the right messages for the right people at the right time. But are you taking the necessary steps to protect this asset?

Big data has become a huge asset for marketers who understand how to use it to craft the right messages for the right people at the right time.  But are you taking the necessary steps to protect this asset?

Consumers becoming more aware of how their personal information is being used

As the use of big data has increased in recent years, so have consumer concerns over how their information is collected, shared, used and stored.  In fact, Jane Frost, CEO of Britain’s Market Research Society (a group representing companies working in market, social and opinion research, market analysis, customer insight and consultancy) recently told Information Week that “58 percent of inquiries to the Market Research Society’s confidential advisory service were related to data collection, integrity and use in 2011/12 alone, up from 43 percent the previous year.”

That’s a 15 percent jump in just a year if you’re scoring at home, and it means that consumers are increasingly interested and wary regarding anything involving their personal information.  To protect the asset that is big data, this means ALL marketers must place data security as our highest priority.  Any information breach that occurs not only weakens your own brand and/or the brands of your clients – but it impacts the entire industry as it makes consumers more wary of giving out their information in general.  So it makes sense for us to all work together to ensure we are using best practices in protecting our consumer data.

Why is big data an asset worth protecting for contact centers?

Contact centers represent a vast resource of information and business insight that will allow you to effectively translate customer data into customer experience improvements. Using data to determine service level differentiations to boost conversion rates, improve customer service, customize call center scripts and sales scripts — in real time, will ultimately increase customer value and drive long-term growth.  That’s why big data is so important, because it gives us the opportunity to market so much more effectively and efficiently by boosting sales, driving down hang-ups, enhancing brand value and inspiring our customers to share their good experiences with others.

DMA provides data security resources

The Direct Marketing Association is an outstanding resource for information on data security.  In fact, the DMA just released its annual Statistical Fact Book 2013, and one of the findings was very encouraging on this very topic: Almost 85 percent of marketers will be taking additional steps to protect customer data and privacy in 2013.  In addition, the DMA blog in April posted an entry with tips on how to establish a good data governance program from Experian VP of Regulatory Compliance and Information Practices, Judy Macior.

Finally, marketers must not only be good stewards of consumer information, but we must also be up-front with consumers about our practices and security measures so they feel comfortable sharing their information with us into the future.  If you have any tips or thoughts to share on big data security, please post a comment below.

InfoCision continues to set standard for call center quality with 20th MVP Quality Award

InfoCision just received word that it has officially been awarded its 20th consecutive MVP Quality Award from CUSTOMER magazine – InfoCision is the only company to win the award in every year since it was created in 1994. Advancing technology in communications has certainly changed the industry drastically since then. But what hasn’t changed is this simple fact: If you are dedicated to quality and excellence in connecting with customers or donors, you have a very good chance of succeeding.

InfoCision just received word that it has officially been awarded its 20th consecutive MVP Quality Award from CUSTOMER magazine.  The MVP was first awarded in 1994 to recognize call center companies with the highest standards for quality, and InfoCision is the only company to win the award in every year. I couldn’t be more proud of this honor. Advancing technology in communications has certainly changed the industry drastically since 1994. But what hasn’t changed is this simple fact: If you are dedicated to quality and excellence in connecting with customers or donors, you have a very good chance of succeeding.

Broad scope of quality

We focused this year’s MVP Quality Award nomination on a recent case study that embodies the full spectrum of our commitment to quality in technology, client service and our people. A national premium television provider offers customers an easy way to transfer their service to a new residence by submitting an online form.  Before InfoCision was involved, it took an average of 48 hours to call customers back to verify.  But by implementing InfoCision’s innovative R3 technology along with our highly trained Communicators and our dedicated account staff, the average callback time was reduced to less than three minutes while customer service levels soared.  To read more about the program, please check out the full case study.

High quality people get high quality results

I’d be remiss if I did not mention that our quality starts with the Communicators on the phones.  We look for a more mature, career-minded Communicator and offer them a benefits package that works for them and their families. That’s why the average age of our Communicators is 42, and their average length of service is four years.  It’s also why we have retention rates that are much higher than most of our industry peers at 92 percent.

To read more about InfoCision’s dedication to quality, please visit

Direct marketing compliance update: DMA in DC and cell phone consent changes

I came away from the conference encouraged that there are so many experts in our industry who understand the value of engaging with policy-makers in Washington. We must educate the policy-makers and help them understand the huge impact the DM industry has on our national economy – 9.2 million jobs and more than $2 trillion in annual sales in the US.

I was recently in Washington, DC for the DMA in DC Conference, an annual event at which data-driven marketers and fundraisers meet face-to-face with the Federal Trade Commission (FTC) and Members of Congress to discuss issues and regulations impacting the industry — and what needs to be done to ensure responsible access to marketing data.

Direct marketing compliance takeaways from the DMA in DC Conference

I came away from the conference encouraged that there are so many experts in our industry who understand the value of engaging with policy-makers in Washington.  We must educate the policy-makers and help them understand the huge impact the DM industry has on our national economy.  Balancing the concerns of consumers with the needs of marketers is critical.

While some lawmakers are beginning to grasp the value of our business, others are totally unaware that our industry provides 9.2 million jobs in the United States and accounts for more than $2 trillion in annual sales – and unnecessary legislation that negatively impacts the industry hurts the national economy.

Here are some issues I’ll be discussing in the coming weeks:

  • What’s going to become of the post office?
  • Proper information privacy – especially as it pertains to information from social networking sites
  • Data security and recovery systems
  • Mobile phone calling regulations.

New FCC TCPA requirement:  You must obtain prior express written consent for all autodialed telemarketing calls to cell phones

On September 17, 2012 the Office of Management and Budget (OMB) approved the FCC’s revisions to the Telephone Consumer Protection Act (TCPA) requiring express written consent for telephone solicitation messages (including text messages) placed using a prerecorded voice or an automatic telephone dialing system to cellular telephone numbers.  The express written consent requirement is set to go into effect on October 16, 2013.

This requirement will have an impact on any business or organization that calls cell phone numbers that have been provided to them by consumers. It is no longer acceptable to call a consumer just because they gave you their number and/or you have an existing business relationship with them.  Rather, when consumers give their phone number they must also proactively give consent, such as checking a box online signifying your organization may contact them, if it is a mobile number.

We encourage everyone to make sure their data collection forms and procedures are compliant with the new rule by working closely with your marketing partners and internal legal counsel in fully addressing how the new rule specifically affects your organization.  As always, your dedication to direct marketing compliance should never waver. For more information on InfoCision’s robust compliance systems, please follow this link.

Quality Assurance Drives Higher Return on Your Contact Center Investment

From improving customer service levels to aiding in brand management, the benefits of a comprehensive quality assurance system can have a big impact on the bottom line of your programs

quality assuranceIn business, the word “quality” is often thrown around. But what does “quality” really mean in the contact center industry and what are the benefits for companies who utilize high quality teleservices provider.

Having a robust and comprehensive quality monitoring and assurance program helps to provide companies with a higher return on investment through a number of different avenues, according to Brian Feisthamel, director of quality assurance at InfoCision Management Corporation, including:

  • Increasing customer satisfaction and Communicator productivity by ensuring that all necessary information is being captured correctly on each call.
  • Helping Communicators understand how to improve their techniques so they can better connect with the customer from the first phone call, which leads to increased sales and donations.
  • Aiding in brand management by ensuring that all agents are consistently delivering the same messaging and a high quality customer/donor experience.
  • Allowing quality assurance staff to recognize opportunities to improve scripts, which can help drive additional revenue through increased cross-selling and up-selling opportunities.
  • Ensuring the ability to quickly scale up and match existing quality and performance metrics.

Read more from Feisthamel on how quality assurance provides a boost to ROI,14k5f,4rew,g7p2,hl7m,8qfr,cwk8

We’d love to hear your thoughts on call center quality, so please leave a comment with your tips or suggestions.

Papa John’s faces lawsuit for mobile marketing compliance violations

mobile marketing complianceLately it seems that as every week that goes by, we hear of a company facing legal or regulatory action for failing to adhere to the strict compliance guidelines that govern the direct marketing industry.  This week a rather unlikely name is in the news for mobile marketing compliance violations:  Papa John’s Pizza.

As reported in several publications, Papa John’s is the subject of a class action lawsuit for sending numerous text messages to its customers without getting prior express verifiable consent.  Papa John’s was using a third party company to send out the text messages, and it appears they may not have been intricately aware of that company’s methods.  While Papa John’s denies fault in the case, many are estimating this could be the largest payout ever for such a violation, as more than 500,000 illegal text messages were sent.

Know your direct marketing partner

So what can companies that utilize direct marketing services take away from this case?  First, it is imperative to obtain express verifiable consent before contacting any consumer on their mobile device.  But since that is clearly part of the Telephone Consumer Protection Act, direct marketing providers should be keenly aware of that fact.

The bigger takeaway is just how important it is to truly know your direct marketing services provider.  With the myriad of laws and regulations that govern the industry, no company or organization should allow someone to send out marketing messages on their behalf without total faith that they are crossing every “t” and dotting every “i” when it comes to regulatory compliance, as well as operating in a manner that is ethical to consumers.  If they are not, it can create significant liability for a company, even one as large and well-known as Papa John’s; and it can level mountains of good will built over many years.

So before signing on with a direct marketing partner, make sure you do your homework and verify that they not only understand the regulatory environment of the industry, but have systems in place to ensure that all campaigns maintain strict compliance.