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Business Systems UK Ltd - ContactCenterWorld.com Blog Page 3

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Revolutionise the Customer Experience with a Blended Workforce

A blended workforce

A positive customer experience is vital to the modern business in the age of online user reviews and social media where performance is under the microscope 24/7. Every little glitch, every little slip in your service standards can quickly be communicated to audiences of thousands. Brand reputation is truly built from the ground up.
 
At the same time, with today’s mobile, always-connected culture, people’s expectations have shifted. They demand quality, they demand personalisation and they demand it now. When customers are used to self-help web pages downloading in seconds, they just won’t tolerate a five-minute wait on hold on a call to a contact centre. If their query or issue can’t be resolved first time, they will try another channel or go online to do it themselves.

For all of these reasons, businesses simply cannot afford to deliver a poor customer experience anymore. That is why so much investment is being pumped into front office operations, into contact centres, stores, marketing and sales, eCommerce - anywhere in the business that has direct contact with customers and clients - to deliver increasingly seamless and memorable service.

The rest of this article can be found exclusively on The Forum’s website. Check out the rest of the article ‘Revolutionise the Customer Experience with a blended workforce‘ 

Source: https://www.businesssystemsuk.co.uk/blog/2018/11/16/revolutionise-the-customer-experience-with-a-blended-workforce/

Publish Date: November 16, 2018


Workforce Management: MyTime Mobile App

Humanise the workplace series - Part 1

Employees today are looking for flexibility and availability to help meet their busy and complex lifestyle schedules. They want to be able to take control of their work patterns.

As an organisation, these factors need to be considered particularly with the millennial generation, resulting in improved employee engagement and a reduction in agent and customer attrition.

Workforce Management can help to encourage these values.  As well as helping to ensure the right staff with the right skills are available at the right time, workforce management functionality also encourages a positive and motivated workforce.

MyTime Mobile App

With Teleopti’s agent empowering self-service portal  - MyTime – (accessed via Mobile App & Web), agents are able to stay informed of their upcoming schedules as well as changes.

The portal not only works in line with ensuring targeted service levels, it also maintains a healthy work-life balance and creates a direct communication path between resource planners, supervisors and agents.

With the app, agents are able to:

  • Submit overtime availability
  • Trade shifts
  • Request holiday or absences
  • Receive swift authorisation which helps increase employee engagement and loyalty

Benefits of Teleopti WFM MyTime

Maintain a unified workforce
ensure schedule information is up to date and synchronised, resulting in higher accuracy and less confusion or mistakes when it comes to work patterns

Achieve employee engagement
humanise the process of scheduling by empowering your agents. Keep them informed of their schedule, allow them the responsibility of changing or trading shifts.

Embrace automation for efficiency
automatically approve or deny shift requests and trades based on skill-traffic demand. Focus less on administration, but more on business needs and analytics.

Stress less
Agents won’t have to worry about waiting too long for request decisions.

*Agents can report all absences/illness through the app, meaning planners/supervisors are instantly updated in real time, ready to act in line with the day’s activities.

Interested in finding out more? Speak to our team today!

About Teleopti & Business Systems
As top global providers of Workforce Management, Business Systems (UK) Ltd and Teleopti work together to provide across the board services in Workforce Management for operational consultancy, technical implementations and training, culminating in improved customer satisfaction, employee engagement and maximised ROI.

Source: https://www.businesssystemsuk.co.uk/blog/2018/11/08/workforce-management-mytime-mobile-app/

Publish Date: November 8, 2018


Power to the People! – Maintaining a positive culture in the Contact Centre

Magnus Geverts at Teleopti  - 10 ways to create and maintain a positive culture in contact centers

Working in a contact centre is a constant challenge.  While the introduction of self-service and automation has removed many of the simple, repetitive tasks from the frontline, the remaining enquiries are increasingly complex, requiring greater skills, patience and knowledge.  At the same time, mobility and the Internet of Things mean customers want an immediate response and expect to interact using a variety of channels at a time and place to suit them.

Managers who fail to grasp these fundamental changes are likely to experience constant staff turnover and diminished customer loyalty.

So, what’s the winning formula for a successful contact centre culture?  It all comes down to creating the right environment that puts power into the hands of the people.  Get it right and you’ll be rewarded with happy staff that deliver consistently outstanding customer experiences.

Humanise the workplace

Ask any employee what they want from their place of work and besides a decent pay package, they are most likely to cite working with people they like and the opportunity to develop. Other bonuses are flexibility and the authority to solve customer issues in their own way.  However, many organizations are failing to humanize the workplace.  Follow these 10 steps to avoid falling into the same trap:

1. Be approachable and visible:

and staff will come to you if they have problems. You’ll also gain a better understanding of what makes your team tick.  Even if you work from home, and only do so if agents can do the same, have an open-door policy, albeit a virtual one.

2. Be constructive with criticism visible:

address weaknesses and mistakes in a positive way but make it private. Admonishing agents in front of their colleagues is demoralizing and potentially damaging when it fosters unhealthy competition that pits agents against each other.

3. Build camaraderie:

through informal and interactive communications such as weekly huddles or online chat facilities but make sure the pressure is off by scheduling these sessions during quiet times.

4. Share learning: 

from the very beginning. Give new joiners a welcome pack that includes an introductory e-learning module and pairs them with a mentor.  Then keep the momentum going with methods that encourage colleagues to talk to each other, share ideas and achievements, at all levels and across different parts of the business.

5. Make agents part of the decision-making: 

turn “this is what you are going to do” into “what can we do to fix…?” Involving agents and allowing them to contribute to running the contact centre in a strategic way promotes a productive, thinking culture.

6. Make recognition and rewards accessible to all:

remember to recognize newcomers and improved performance rather than just outright winners. Then, reward them with a greater number of smaller prizes such as theme park tickets or a dinner for two rather than an all-expenses trip to the Bahamas.  That way, everyone feels they have a chance of winning.  Don’t worry if you can’t afford prizes - giving people time off when it is quiet can be a reward in itself.

7. Flexible scheduling for work/life balance:

help agents strike an efficient work/life balance by using the latest forecasting technology to right-size your contact center now and in the future.  Features like rule-based self-scheduling allow managers to reschedule their workforce during the day taking into account unplanned changes in customer demand and unplanned agent absences in a matter of minutes. Then run a series of ‘what if’ scenarios to predict staffing needs for regular seasonal fluctuations like Christmas or new marketing campaigns.

8. Self-service for empowerment:

allow agents to self-serve their own working lives, to trade shifts, voice their preferences for overtime and request time off.  Setting up auto-approvals means staff don’t have to wait till the next day for an answer should their manager be out of the office or on holiday themselves.  What is more, agents can log in at any time and from anywhere to see who they are working with and let their manager know when they are available for work.

9. Gamification for motivation:

encourages healthy competition and rewards good performance in a fun environment. Add an additional boost by making the most of advanced WFM reporting and dashboards to provide a real-time snapshot of employee and team performance against specific contact centre KPIs or customer SLAs in a fair and transparent way.

10. Knowledge sharing for personal development:

use WFM to create a virtual library of agent talent, knowledge and qualifications that can be used to build tailored training programs along with meaningful career paths. If your team consists of several generations, be mindful of developing a portfolio of different learning styles to meet everyone’s needs and promote inclusivity.

Let Technology do the rest

Of course, technology should deliver cost savings and efficient customer service but in a humane way.  Some of Teleopti’s customers are real-life success stories of employee engagement.  Rentalcars.com, the world’s largest online car rental service, depends on WFM to schedule hundreds of advisors, managers and support staff.  Agents enjoy the luxury of seeing their shifts well in advance while self-service gives them the ability to plan their lives.

Fortunately, the latest WFM solutions enable all organizations to achieve work-life balance, empowerment, motivation and personal development, the cornerstones of employee engagement and the very foundation of a positive contact centre culture.

Magnus Geverts
Chief Business Development Officer at Teleopti
About Business Systems (UK) Ltd & Teleopti

As top global providers of Workforce Management, Business Systems (UK) Ltd and Teleopti work together to provide across the board services in Workforce Management for operational consultancy, technical implementations and training, culminating in improved customer satisfaction, employee engagement and maximised ROI.

Source: https://www.businesssystemsuk.co.uk/blog/2018/10/16/power-to-the-people/

Publish Date: October 16, 2018


Proactive Call Extraction: Identifying Risks Before They Happen

Another day another regulation: Identifying Risks before they happen with Call Extraction

As data regulations continue to tighten, trade reconstruction has become a priority for compliance managers in the financial sector. No longer is it enough simply to record telephone transactions and keep them filed away in a database somewhere, just in case. With the stakes for data and privacy infringements higher than ever, compliance demands a proactive approach, the ability to turn call recording into actionable 360-degree insight so risk factors can be spotted and issues resolved before they happen.

One of the scenarios compliance may come across is how to integrate sophisticated analytics platforms with legacy call recording systems for effective data extraction - which is where a tool like Wordwatch comes in.

Let’s take an example. Helen is Head of Compliance at a large multi-national bank. She knows full well that the implications of MiFID II regulations require a more proactive approach. Despite her organisation handling thousands of calls and communications every day, she recognises the need to have eyes on exactly what is happening across all trades so she and her team can identify potential risks at the earliest possible moment.

Helen has just implemented a bespoke trade reconstruction/analytics tool. She wants to integrate it with her call recording data monitor for certain ‘high risk’ words and phrases. When the analytics platform picks up on these phrases, it can automatically extract the relevant communications, reconstruct the trade and provide Helen’s team with all the information they need to take decisive preventative action.

But Helen is running into problems. Because the call recording system used by her bank is a few years old, it is difficult to find up-to-date trade reconstruction tools compatible with it. In addition, her organisation uses a number of different interaction recording systems that don’t talk to each other - for example, landline, mobile and IM - making attempts at gaining complete insight more complicated.

The integration process for this will have to be done manually, a lengthy, cumbersome process. It will mean taking live systems offline, and due to its complexity the likelihood of human error is high. She also has the issue of systems from multiple vendors and she is looking for a solution that will work across multiple platforms.

Call Extraction With Wordwatch

Wordwatch provides the answer to Helen’s dilemma. Wordwatch is designed to extract call data from any recording systems (regardless of location or age) so it can be used in other applications - like, for example, analytics engines and trade reconstruction tools. Its key benefits are:

  • It is vendor agnostic: Wordwatch’s extraction module will retrieve calls from any platform, be it legacy, mobile, cloud-based or on-premise, and export it into any analytics engine. It can extract audio and metadata from several systems at once while they are still running and retains all data in its original file structure and format.
  • It automates the extraction process: With Wordwatch, there is no lengthy manual integration between call recording and analytics tools. Set up can be completed while the call recording system is still live and leads to faster, more cost effective data retrieval. Bulk exports happen in close to real time to enable proactive analysis and intelligence.

For Helen and for all trading floor compliance managers, Wordwatch provides peace of mind and allows her to create a safety net to mitigate against risk. By having an extraction engine that is automated and vendor agnostic, Helen will have complete flexibility on how she wishes to analyse her data and what data she needs analysed. The open compatibility with other platforms also means Helen can choose to switch her call recording and/or trade reconstruction solution anytime she likes, future proofing her bank’s investment.

Wordwatch Extraction is one of four modules in the suite that also includes Replay, Store and Report. To find out more about how WordWatch can help you, please get in touch with us today.

Source: https://www.businesssystemsuk.co.uk/blog/2018/09/18/proactive-call-extraction-identifying-risks-happen/

Publish Date: September 18, 2018


Legacy Call Recording FAQs


Can I integrate an existing legacy call recording system with a modern, up-to-date solution? 

Yes this is possible. With a multi-vendor centralised voice recording replay portal, this solution will sit on top of any existing legacy (and also live) call recording systems. A solution such as this is able to access calls from multiple call recording systems, regardless of age, manufacturer or geographic location. This unique portal sits above live and legacy systems (cloud or on-premise), providing a single point of access for all recordings.


What are some of the benefits of simplifying your call recording infrastructure?

  • Eliminates support costs by only having to maintain one solution instead of multiple
  • Lower cost of ownership by eliminating internal resources dedicated to managing obsolete systems

 

  • Drives genuine competitive advantage through faster and more efficient call retrieval with one single user interface
  • Ability to manage retentions across multiple call recording platforms from a single point of access

What are some of the issues associated with having legacy call recording systems?

Legacy call recording systems can pose a number of different issues. Most common ones include:

  • Manufacturers ceasing support for the call recording system
  • Missing important product updates
  • Security vulnerabilities
  • Risk of component failure with no immediate resolution
  • Integrity and availability of recordings

Am I able to access my old call recordings if my system reaches end of life? (EOL)

If your system reaches end of life (EOL), accessing old call recordings is still possible, but a number of risk factors need to be considered. Once a system reaches EOL, many manufacturers cease support, meaning that if your system were to experience any problems it will be much more difficult and expensive to fix them and you could risk losing your recordings.

Additionally, it’s important to consider security and network vulnerabilities. As manufacturers no longer release important updates to EOL systems, this can leave them exposed to potential security breaches.


Is it more cost-effective for me to upgrade an old call recorder when it reaches end of life, or should I be looking at a new call recording system?

Both options are viable.

The benefits of upgrading your existing call recorder are:

  • Leverage existing licenses on your legacy system to get preferred upgrade pricing.
  • Some manufacturers offer integration of legacy calls into an upgraded call recording solution.

However, looking at a new call recording system is also important to consider in instances where you may have multiple live call recording platforms from different vendors. In this scenario, a unique portal (Wordwatch) can act as a single point of access to these systems. Once a system reaches EOL, the audio will still be accessible without relying on the legacy call recording platform.

The portal safeguards your legacy data and removes the risk and cost of any legacy hardware maintained on the estate, saving support costs and upgrades, ultimately being the most cost-effective way to upgrade your old call recorder.


 How would I extract my calls from an old call recording system?

Call extraction from old call recording systems can be achieved by a bulk export functionality which can automate extraction schedules from existing systems.

As part of the extraction project, a consultancy phase will ascertain the call volumes and data sizes. A bespoke process will then be created to extract the call metadata into a voice legacy retrieval platform such as Wordwatch. This metadata will index the storage location of the audio allowing Wordwatch to facilitate playback instead of relying on the legacy call recording platform.

Once the recordings and metadata have been extracted, you also have the option of inputting them into another system; for example a bespoke analytics and reporting engine.


Is there a way to extract data from my old legacy call recording system and keep the same file format?

Yes. With a unique legacy call recording retrieval and replay portal, call recordings can be kept in their original file structure and format, eliminating the risks related to the integrity of the recordings.


Some of my call recordings are stored on tape. What does the process of moving recordings from tape to a digital environment entail?

When moving call recordings from tape to a digital environment, the process should firstly be carried out in a secure environment where tapes can be stored and access to these tapes are only granted to those involved in the process, thereby avoiding tampering or loss of data.

The actual retrieval process starts with the tapes inserted into the retrieval server/logger. This can take anywhere from one to twelve hours depending on the tape type and size, number of recordings and any damage which may have been inflicted to the data.

Before retrieval a note of the date, time, folder name and tape number are kept in order to correctly match the data and find recordings once the migration is complete. The administration of each tape can take one to two hours.


What are some of the risks associated with having call recordings stored on tapes?

Tape Quality: If the tape is in poor condition, there is a high chance of not being able to retrieve calls. Tapes are prone to fast deterioration. If you have tape recordings that have been stored for longer than five years, it’s definitely time to think about retrieving the data stored on them as soon as possible.

Physical Space: Tape recordings take up physical space, and so they need to be kept in a secure location where they cannot be tampered with. Creating and maintaining safe physical environments, often result in elevated costs.

Accessibility: To find a specific tape recording, someone has to look on which tape the recording has been stored, then physically find the tape, put it in the appropriate audio machine and listen back to all the recordings to find the one needed. This process is likely to take days. It also adds to the wear and tear of tape degradation. Due to stricter regulations such as MiFID II, retrieving call recordings related to trades are now a serious FCA requirement and time constraints should not be an added risk.

f you need more advice on your call recording system then contact our team who can offer best practice advice and simplify your concerns

Source: https://www.businesssystemsuk.co.uk/blog/2018/09/17/legacy-call-recording-faqs/

Publish Date: September 17, 2018


Does upgrading your Workforce Management software really pay for itself?

Workforce Management upgrade for 100+ agents

Is your Workforce Management still fit for purpose?  If your WFM solution is up for renewal, stop and think if it’s really working for you

Although the initial cost of implementing a workforce management solution may appear large, a quick return on investment can be achieved by not only significantly reducing the amount of time spent creating forecasts, schedules and reporting, but also by being able to create accurate forecasts that ensure you have the “right person, right place, right time” and avoid overstaffing whilst providing a great service.

With the emergence of new technologies, customer expectations regarding how and when they wish to get in touch with a contact centre have increased substantially as well as their expectations on the quality of the service received. In order to meet these expectations having the right number of agents, that are multi-skilled, flexible and available to support customer demand on a number of different channels, plays a crucial role in ensuring service levels are met.

Nonetheless, employee satisfaction and work-life balance now have a greater focus than ever. Workforce Management Tools can improve employee engagement with features such as mobile apps where agents can view schedules from anywhere and automatically trade a shift and book a holiday when needed. This can result in happier more engaged staff thus lowering attrition and improving flexibility around business requirements. Moreover, giving employees the ability to request a last minute holiday if needed can significantly reduce absences. In fact, one of our Contact Centre customers recently quoted a 50% drop in absence since implementing the system.

The cost savings attributed to more accurate forecasting, improved employee engagement, time saved generating schedules and monitoring adherence, will far outweigh the implementation cost and servicing of the tool.

Here are just a few ways a Workforce Management can improve how a Contact Centre is run and help make significant cost savings at the same time.

More dynamic ways of scheduling:

Workforce Management tools can introduce more dynamic ways of scheduling such as agent availability to work, preference-based or rotational scheduling. The speed in which a tool can allocate the best shift for your business far outweighs what can be achieved without one both in terms of efficiency and the time taken.

Detailed insight

Drilling down into your statistics can be time-consuming and complex. The reporting power and granularity (down to 15 minute intervals) a tool can give you are both more insightful than a manual method and significantly reduces time-related cost. Your planning cycle becomes more efficient and problems get identified before they become major issues.

Not only that, you can use it to quickly create reports and drill into your historical data and use it for future scheduling, for example analysing data from past bank holidays to help you plan for future ones.

Improvement in Forecasting Accuracy

Forecasting accuracy in terms of volume and profile at different levels is hugely challenging without a Workforce Management Tool. A centralised location for data analysis, using the latest algorithms and profiling, volume predictions based on real quality/validated data are one of the key benefits in ensuring your contact centre is not over or understaffed.

Powerful Algorithms

The accuracy and power of a Workforce Management Tool algorithm (such as Erlang A, C)  across multiple channels (i.e chat, email, phone) taking into account number of simultaneous chats, emails handled within targets, ensures industry-leading calculations with the click of a button across your call centre.

Re-Optimising when the unexpected happens

Unforeseen situations, such as higher than expected staff absence or a sudden increase in call volumes, can be difficult to react too. The built-in features in a Workforce Management tool, allows you to quickly identify the issue and find a resolution before it becomes a bigger problem. For example moving breaks, adjusting shifts and activities can cover service level shortfalls without the need and added cost of overtime.

Keeping your agents in line with the plan

Once your plans are in place and schedules are published, ensuring your agents follow that plan can be a huge challenge. Real-time adherence via a Workforce Management Tool will help identify agents out of adherence who may need extra support or training and prevent the derailment of your plan. Moreover, the ability to looking back at historical adherence helps engage agents and team leaders in committing to the overall plan.

Reduction of Attrition Costs

High attrition rates present a major cost to a Contact Centre due to the associated re-hiring and training costs. In-built self-service for agent holidays and shift exchanges can help provide better work-life balance for agents. Moreover adding gamification, for example giving awards around adherence achievement or quality/CSAT scores can add to employee engagement and increase the propensity for a longer tenure.

If your current WFM solution is not helping you create accurate forecasts in order to deliver great customer service, it might be time to reconsider what other options are available for you.

Source: https://www.businesssystemsuk.co.uk/blog/2018/08/21/upgrading-workforce-management-software-really-pay/

Publish Date: August 21, 2018


Workforce Management FAQs

Are you considering Workforce Management? Do you have a number of questions that need to be answered first? With a wealth of experience under our belt, we address the most frequently asked questions when it comes to Workforce Management technology.

Our team of consultants are here to help. If you need advice on Workforce Management, whether it be exploring Workforce Management for the first time or upgrading your existing system, get in touch. Our Workforce Management solutions are deployed across some of the largest Contact Centres in the UK, with customers are using our tools to ensure efficiently plan, forecast and schedule the workforce required on a day-to-day or hour-to-hour basis.

Do I need Workforce Management?

Depending on the size of the contact centre, setting up schedules can be far too complex to be handled in a simple spreadsheet, and this is where Workforce Management, with advanced planning and forecasting features, comes in.


How long will it take for me to get a return on my investment?

This can depend on a number of different variables such as how many agents you have / if you used to use excel/ how flexible your staff can work/ if you are currently under or overstaffed.


Can I use historical data to help build my forecasts with a Workforce Management system?

Yes. With many Workforce Management solutions, you can use the data from your telephony switch and/or upload data in a set format from a file.


Can I build and compare “what if scenarios” so I can make an informed decision when planning ahead? 

Yes this can definitely be done with a workforce management tool where you can easily build scenarios and compare.


Do some Workforce Management tools make use of a mobile app for users? 

Yes, and this includes push notification for significant schedule changes encouraging flexibility and empowerment for both agents and contact centre supervisors.


Can it work with my different customer contact channel types such as chat and email as well as phone? Will the tool evolve with my business as we bring more channel types on-board in the future?

Yes, some Workforce Management solutions will not only accurately forecast and schedule your call volumes but will also do the same for other customer contact types such as email and chat.

By entering the below details for example the tool can accurately predict staffing requirements for email and chat customer contact types:

  • Parallel tasks (For chat agents the number of chats completed at the same time)
  • Handled within (For email agents - Target for email completion)

Can the tool work with multi-skilled agents?

Yes, the tool can schedule agents across different skills and channels within the same day based on where your demand requires it. In addition, proficiency can be built in which reflects the ability of an agent at a given time period.

For example, a new agent will be less proficient on a particular skill than an agent with long tenure.


Would my agents be able to view schedules in advance?

Yes with Workforce Management solutions you can create forecasts years in advance but publish for let’s say a month only, meaning creating and publishing dates for forecasts can be different.


Do Workforce Management tools have any real-time functionality so I can manage adherence to my plans?

Yes, some Workforce Management systems have a dedicated real-time module. This means you can tailor alarms to proactively spot issues before they become more significant


Do Workforce Management tools have reporting functionality?

Yes, many Workforce Management solutions have a dedicated reporting module. This means you will be able to run reports from site/department/team and agent levels.


Can tools handle holiday and overtime requests?

Yes, Workforce Management tools mean agents can book holidays or overtime requests by the mobile app or desktop. As an alternative, requests can also be fully/part automated or manually approved.


Can I re-optimise on the day?

Yes and you can isolate certain activity – i.e.: choose not to optimise (move) any coaching sessions as you don’t want them altered for that specific day.


Can I use previous days or call profiles to build my forecast for events that impact my business?

Yes you can build in not only the volume but the profile of when you are likely to reach these volumes – I.e.: a spike in the morning or drops in the evening.


Do Workforce Management tools handle shift trading?

Yes based on rules set up this can be automated or the decision for approval sent to the planner.

Source: https://www.businesssystemsuk.co.uk/blog/2018/08/13/workforce-management-faqs/

Publish Date: August 13, 2018


4 Steps to Creating an IVR Programme that Customers Don’t Hate

Interactive Voice Recognition (IVR) technology was hailed as a major breakthrough for contact centre operators. With software that can interpret and act on cues from speech in natural usage, it brought about the opportunity to automate large chunks of call processing.

With IVR making a range of self-service options available over the telephone, there is no longer a need to have an agent answer every call. Average costs per call have therefore fallen, while agents freed from handling basic queries can be deployed to focus on adding value through exceptional customer service.

There was just one problem - customers didn’t like IVR.

 

Mistakes were made with first generation IVR platforms. There was too much of a rush to automate everything, ignoring the fact that customers might prefer to speak to a person. Early versions of the technology could be clunky, failing to interpret requests and instructions because of differences in accent and pronunciation.

Perhaps the biggest complaint from customers was that it too often slowed down resolution, rather than improve efficiency. If it turned out their query couldn’t be handled by the IVR and they had to be transferred to an agent, they would be put on hold in a queue, meaning going through the IVR was effectively a waste of time.

And in systems where IVR was used to route calls based on information given at the start of the call, customers would be annoyed when they had to repeat their details all over again when they did get transferred to an agent.

Fortunately, technology has come a long way since then. The latest cloud-based systems are accurate, agile and efficient, capable of being integrated fully with other contact centre systems to streamline operations.

They can also be customised to adapt to the specific needs of each contact centre, allowing businesses to focus on shaping positive, high-quality customer experiences rather than just cutting costs. Even if you have agents operating across multiple sites, no problem - cloud IVR offers a simple solution to delivering a consistent, centralised experience across all.

Here are four key ingredients for creating an IVR platform that will add to, not detract from, customer satisfaction in your contact centre.

Automatic call back

From the perspective of improving the overall customer experience, one of the key additions to the latest IVR technology is automatic call back. When the intelligent software recognises that a query cannot be resolved through self-service, it triggers an offer to have an agent call the customer back as soon as someone is free. This saves them having to sit in a queue and is the kind of added convenience that helps to build trust in IVR.

Offering choice between self-service and speaking to an agent

Another big improvement with IVR systems is there is no longer an assumption that customers are happy dealing with an automated self-service platform. As with automatic call back, offering a choice between speaking to an agent or continuing through the self-service option early in the call shows courtesy and a commitment to personalised service.

IVR integration with ACD

One of the key flaws with early IVR design was that there were no means of sharing information with the automated call distributor (ACD). That meant when a call was routed to an agent, customers would have to repeat all of their details again - making them wonder why they gave them to the IVR in the first place. Modern IVRs like the NICE CXone self-service platform fully integrates with ACD so when a customer provides details at the start of the call, these are automatically shared with the agent.

IVR integration with CRM

As companies look to personalise service at every opportunity, customer relationship management (CRM) systems are becoming increasingly important in the contact centre. CRM gives an agent information about all previous contact with a particular customer so they can pick up the thread of queries quickly and offer more efficient, relevant service. This also applies to IVR and automated service systems, too. With IVR, for example, standard greetings can be changed based on recent interactions. If the CRM contains details of a purchase the day before a call, the IVR greeting could be something like “Are you calling about your new product,” with the menu of options changed accordingly.

With these features, IVR plays a key role in improving customer experience in the contact centre. Having shaken off the ‘annoying’ tag, IVR is now a key tool in making service more streamlined, consistent, responsive and personal.

Get in touch today to find out more about how Business Systems can help you implement an IVR solution that ensures customer satisfaction, not frustration.

Source: https://www.businesssystemsuk.co.uk/blog/2018/07/26/4-steps-creating-ivr-programme/

Publish Date: July 26, 2018

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