In order to enhance call center agent performance and aid managers in tracking and streamlining workflows, a good call system need a variety of tools and durable software. It takes constant market research and sporadic software upgrades to stay current on the tools your team needs to enhance efficiency and effectiveness, whether you’re a small, effective team taking client calls or a call center with 300+ agents.
Check out this list of the top five software features you can use to improve agent performance to make sure your call center is concentrating on the tools that will improve performance and keep it running smoothly.
Using call scripts to automate agent activities is one of the simplest methods to boost performance. In order to assist the caller more effectively, an agent can use and refer to a call script, which is a pre-written list of facts and phrases. Businesses cannot afford to undervalue the value of live call interactions, which are rated by 80% of customers as being equally vital to a company’s products and services.
A call script may contain a variety of information, such as specific caller identification and information as well as pre-written introductions, questions, answers, solutions, responses, and/or ideas that assist agents in providing prompt and courteous service to their callers. A call script gives agents a straightforward, brand-compliant way to handle issues and solve problems, from the opening welcome and opening inquiries to the offering of answers and saying goodbye.
Agents no longer have to rely only on their own quick thinking or exhaustive product knowledge when attempting to assist a customer thanks to advancements in AI and machine learning. Instead, a call script can assist in directing agents—regardless of their level of experience—through a series of brand-compliant replies, solutions, and reactions. With designated routines, variables, and built-in flexibility, a smart call script can greatly boost customer happiness and agent productivity.
Call Script Tip: Conduct a survey after each call. The caller can be informed by your representative that they will receive a brief survey through text or email following the call. With consistent client input, you may continue to improve a natural and effective call script.
Real-Time Agent Analytics and Dashboard
The greatest way to support call center agents in achieving consistently excellent performance is with a real-time agent dashboard and statistics. A visual representation of an agent’s activity, such as active calls, missed calls, queued calls, available agents, inbound and outbound calls, and occasionally more, is called an agent dashboard. In an ideal world, this program will also produce in-depth data and reports on those activities. The number of call center agents available at any given time, the problems that agents face, and other issues are some of the areas that can be improved, thanks to this granular insight. No matter how big or small the team is, having access to call statistics, reports, and the ability to hear agents while on calls can help you streamline and optimize your call center procedures for the agents.
Always adopt an agent dashboard with real-time updates; ideally, one that interacts with existing applications. Agent Dashboard Tip You can gain ground-breaking insights into how to improve the workflows of your team by being able to track the time spent on phone calls and even in Zoom meetings.
Digital Voice Response (IVR)
Having a developed IVR setup might mean the difference between a happy customer waiting for the next agent and a missed sales opportunity when your agents are dealing with a high call volume or there are few agents available. An IVR uses a speech menu to guide callers to the agent who is best suited for their needs or circumstances, either through keypresses or a series of verbal questions and answers. Before the caller even speaks to a real agent, all of this occurs as soon as they place the call. A caller may also be informed by an IVR that they are in a queue, when the next agent will likely become available, or whether they would prefer a callback.
Before a caller even speaks to an agent, an IVR has already pre-programmed the type of question, information, or solution they want to ask or find. This helps the agent better serve the caller. By having this knowledge, each agent can be ready to assist that specific consumer rather than routing them to a different line, department, or agent who is better suited to meet their needs. An effective IVR will sort callers and connect them with the right agent who has the knowledge necessary to handle the caller’s problem.
In addition, IVR is a cheap approach to satisfy clients; in contrast to live customer care calls and chats, which can cost up to $12 each contact, IVR can only charge $1 or less.
IVR Tip: It’s best to provide callers with as much detail as possible! An knowledgeable caller will wait for the next available agent with more patience. To make your callers’ experiences enjoyable, give them as much information as you can about the anticipated wait time, where they stand in the line, current product promotions, etc. Some IVR systems include entertaining features, including the ability to record your own message and select an accent.
Integrations for Customer Relationship Management (CRM)
To effectively track your conversations and enhance client experiences, you must integrate your call system with a powerful CRM platform. A CRM platform is a piece of software that allows your agents to quickly and easily access client data, account history, previous call activity, and other information in a single, digital location. For companies of any size, there are a lot of wonderful systems available that can assist your agents with tracking and interacting with clients, following up on leads, documenting concerns that have been resolved, and more. The right CRM integration provides agents with a comprehensive view of the caller’s journey, including when and why previous customers called, invoice histories, possible past issues the caller may have encountered, which call center coworkers have previously handled the customer, and much, much more.
A CRM is crucial for assisting your agents in providing excellent customer service because, similar to call scripts, CRM platforms provide information for agents to use as they manage a high volume of calls. A better customer experience results from agents having access to more information since it leads to fewer queries and more effective problem-solving.
CRM Integration Tip: Make sure the CRM you choose is appropriate for the size of your company.
Adaptive Call Routing
By routing calls based on an agent’s expertise, talents, and availability, you can play to their strengths as a professional and aid your agents in performing better. Predetermined circumstances and data are used to determine this form of routing logic. Using past caller data, intelligent routing automation can help you automatically route a callback to the same agent who assisted a previous caller, or it can help you put a caller on wait until the agent with the proper skill set is available to chat based on current data. Without having to repeatedly explain their situation to different agents, intelligent routing can make sure that a caller is connected to an agent and a department that can help them.
Numerous varieties of intelligent routing are available. The most well-liked ones consist of:
- Callers are routed to agents based on predetermined criteria, such as agent capabilities, in skill-based routing. This might cover things like spoken language, professional specialty, and more.
- Caller Input: Callers can describe their problem by pressing keys or speaking, and their issue will be routed to the agent best suited to meet their needs. IVR is an illustration of caller input-based routing (mentioned above).
- GeoRouting: Frequently, it would be ideal to employ Georouting in a call center with distributed agents. In addition to reducing the amount of transfers, this dynamic routing form connects callers with agents who are nearby. This may make it easier for callers to obtain the services that are most convenient for them.
Intelligent Call Routing Tip: Effective routing depends on creating the ideal conditions to guarantee a seamless operation. To cut down on wait and transfer times, be sure to thoroughly plan the logic and configure your agent schedules in your system. Check out CTM’s potent Smart Router if you’re prepared to employ a fantastic solution that will provide you many possibilities for intelligently routing your calls.
Improved Call Agent Performance Through Better Tools
The efficiency of a call center’s agents is a key factor in its performance. Without the software, tools, and information required to answer calls and assist consumers, call center operators cannot do their tasks efficiently. By embracing new call center technology, including dynamic call scripts, IVR menus, integration with the top CRMs of today, call data and analytics to improve customer management procedures, and intelligent call routing, agencies, contact centers, and companies of all sizes can increase profits and productivity.