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Article : Five Tips to Prepare Your Contact Centers for Weather-Related Emergencies

#contactcenterworld, @tcn

Every year tropical storms hit the coast lines of the United States causing billions of dollars worth of damages to cities, and a lengthy restoration process for those communities affected by the storm. Unfortunately, this year is no different as millions of Americans recover after Hurricanes Harvey and Irma. Preparing contact centers for weather-related emergencies is a complex, multi-pronged strategy that effects all industries (especially public utility companies, power companies, local municipalities, schools and hospitals). Below are five tips to help prepare your contact centers for unexpected weather-related emergencies:

  1. Create An Emergency Action Plan

It’s not easy to forge connectivity while performing under the worst conditions; therefore, it’s imperative to have a pre-existing plan in place for those responding to the situation both on the ground and digitally. If your company hasn’t created a formal emergency action plan/procedure for responding to weather-related crises, start drafting one as soon as possible. If you have a plan already established, make sure to review and revise said plan on an annual/bi-annual basis to ensure your technology, tactics and procedures are up to date. In addition to drafting and establishing an emergency action plan with your staff, schedule routine trainings on how to effectively activate and execute the emergency action plan.

  1. Invest In The Right Communication Tools

Don’t wait until a natural disaster to invest in the appropriate communication tools to reach and respond to customers and/or clients in a time of crisis. When researching contact center features, consider the following capabilities:

  • Call targeting - Create a customized list of customers to contact (or not contact) in a specific geographic area affected by inclement weather.
  • Instant callback – Return calls to a designated telephone number by pressing a single key on your telephone keypad.
  • Remote access and deployment - The ability to deploy a message at any time, from any location, using only a phone to record and send a broadcast with the cloud technology.
  • Real-time reporting - Immediately know which customers have received your message and which calls should be attempted again.

  1. Be On Top of Your Data

Before an emergency occurs, establish a protocol to ensure all databases are up to date and complete. In a time of crisis, information needs to be accurate and direct in order to save time and resources. Additionally, data should be backed up in more than just one place, and employees should have alternative ways for remotely accessing the information.

  1. Ongoing Communication with Customers

Consumers are accustomed to obtaining information when they need it, even in the midst of an historic weather event. Receiving up-to-date information during a weather-related emergency is not only desirable, it’s expected. In order to effectively conduct outreach to customers either during or after a storm, compile detailed customer profiles that outline the best available communication channels for each customer. Customers must be able to receive instant updates about their situation directly. In these circumstances, ongoing, proactive and honest communication is the best policy for interacting with customers to minimize hysteria. Communicating quickly, efficiently and accurately during a weather event or other crisis requires a speedy procedure and a systematic way to deliver thousands of messages within minutes.

  1. Omnichannel Outreach

In today’s digital world, contact centers need to be made aware of all alternative ways to contact customers (other than cold calling) during a state of emergency. Knowing your customer’s preferred method of contact (i.e. text, email, call, social media, etc.) can be abundantly helpful for getting in contact with customers before, during or after a storm. In previous years, contact centers utilized social media to interact and engage with customers during weather-related emergencies. For example, during Hurricane Sandy, twitter became a major source of news and information for those who had no power but were able to access the social media site on their mobile devices. Other effective ways to contact customers during natural disasters include the use of cloud-based omnichannel technologies such as voicemail drop, short message service (SMS), email blasting and chat features. Omnichannel solutions provide companies with the ability to connect and engage with customers in a non-invasive manner, allowing them to listen/read, respond and save messages at their own convenience.

Is your business ready to withstand the next storm? Before the next one hits the United States, consider implementing some of the tips and strategies outlined above to enable your contact center to seamlessly engage with your customers and enhance communication efforts during a crisis.
#contactcenterworld, @tcn

About TCN:
Company LogoA Global Provider in Call Center Technology: TCN is a global provider of a comprehensive, cloud-based call center platform for enterprises, contact centers, business process outsourcing firms (BPOs) and collection agencies. Founded in 1999, TCN supports billions of interactions every year between call center agents and customers. A Comprehensive Platform: TCN’s flagship cloud-based contact center platform, TCN Operator, features a holistic set of easy-to-use, automated agent tools and apps for omnichannel communications, workforce engagement, compliance & data management, integration & automation, intelligence, reporting & analytics and collaboration & accessibility. TCN’s secure platform integrates seamlessly with leading APIs and is accessible to agents with visual impairments.
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Today's Tip of the Day - Simplicity, Simplicity, Simplicity!

Read today's tip or listen to it on podcast.

Published: Wednesday, October 18, 2017

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2022 Buyers Guide Recruitment Products/Services


Automated Language Testing
Emmersion offers automated assessments to quickly and accurately test speaking, writing, and grammar fluency in 9 languages and counting. We help contact centers improve CSAT scores by screening for top talent and retaining top performers.


HireTrax, MainTrax's standalone pre-hire virtual interviewing solution, automatically analyzes the behavioral characteristics found in each candidate's VOICE to help you select reps better suited for the specific job at hand. After all, agents speak with your customers for hours each day so it's vital they possess the behavioral characteristics and personality traits necessary to be successful. By picking those with tendencies of empathy and positive behavioral traits, you'll have a higher caliber of candidates who will perform better on the job and stay.

Orion Learning Services Inc.

Assessments for Recruitment, Talent Management, Succession Planning
Looking for assessment tools to help you recruit faster, better and more accurately?

Orion Learning offers a full suite of assessment tools designed to target and report on candidate potential. Our tools are used for recruitment, talent management, succession planning and coaching/mentoring. All of the tools are delivered online and the reports are available online and will provide you with an amazing view of the candidate/individual's potential, interview questions, coaching/mentoring steps and much more.

If you're looking to find the candidate/individual with the highest potential, call Orion today!


VADS Recruitment Services
VADS Indonesia provides a recruitment process with strict selection with various requirements according to client needs. VADS Indonesia also has a database of trained candidates so that it can meet the agent needs quickly and in large numbers.

SalesMatch Ltd

Contact Centre Behavioural Assessments
SalesMatch is an intelligent web based sales and contact centre behavioural assessment platform. It is based on the well known, tried and tested DISC psychometric theory, used by thousands of organisations round the world.

- Reduces Agent Attrition - By selecting the right agent for the role
- Increases Performance - By matching the character profile to the task
- Reduces Time Off - A well matched profile to the role reduced work
- Reduces Recruitment Costs - By early identification of the right candidates

Putting the right person in the job role has become the key focus in the drive...
(read more)

TactiCall Recruitment Services

TactiCall Recruitment Services
Permanent Placement
Temporary / Labour Hire / Contingent and Contract Hire
Recruitment Consulting Services
Assessment Centre Design and Facilitation

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