10 Ways to Optimize Contact Center Scheduling


Contact center scheduling is one of a manager’s more difficult tasks. Forecasting and scheduling requires everything from data analysis to keeping track of employee preferences and availability. Agent turnover, new communication channels and fluctuations with call volume make the process even more complex. Here are 10 bite-sized tips for optimizing contact center scheduling.

  1. When hiring new agents, have an idea of your schedule blind spots and then only consider applicants who have matching availability.
  2. Your top agents should be available during normal working hours (9 a.m. to 5 p.m.) in the time zone of your primary customer base.
  3. Let some of your agents choose their own schedule. For example, you can give them the option to work longer hours on fewer days or to change their start and end times based on contact center need.
  4. If you’re finding it difficult to get enough agents in the contact center during peak times, consider using incentives, like flex scheduling, a competition and reward system.
  5. On top of call metrics, you should also analyze non-call activities, including after-call work, training and coaching time, and break length, to get a well-rounded idea of forecasting and scheduling.
  6. Use your contact center software’s dashboard to monitor real-time reporting. You’ll be able to change schedules on-the-fly. For example, you can make adjustments to break times, meetings and training classes to adapt to current needs.
  7. Don’t schedule agents based on availability alone – also account for skill level, specialization and types of communication that need to be handled.
  8. Allow your agents to swap schedules, so long as the agent they’re switching shifts with has the same skill set. Giving employees schedule flexibility can improve focus and company loyalty.
  9. Keep a reserve of agents on-call so that you can have extra help at the ready in case contact volume quickly increases. Make it possible for these agents to work from home instead of requiring them to come in.
  10. The right schedule will only work well if it’s adhered to. Monitor for adherence and handle issues that you notice before revamping the schedule.

By not paying close attention to contact center scheduling or relying on outdated techniques and processes, you run the risk of negatively impacting your team while raising costs. Though a definite challenge, managers should approach forecasting and scheduling in an organized, vigilant way.

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