Call Center Analytics

On-Line Workshop on Speech Analytics Designed to Help Understand the Process

To take a step forward, sometimes you need to take a step back to assess where you want to go. Many businesses are eager to implement programs to move their CX needle but often delay in the process because they simply don’t know how to get started. Beyond the obvious decision of which one will be best suited to their needs, they must also weigh such factors as calculating short and long-term costs, developing a formula for achieving ROI, and doing due diligence on the level of vendor help in both getting off the ground and maintaining a successful program.

The new CrmXchange Build-it! series of how-to webcasts offers a head start by learning the basics of putting a successful program in place. Each webcast will provide step-by-step guidance to help launch programs in a variety of customer experience technologies. Registrants receive a worksheet to help them define their goals, identify the specific improvements they want to achieve and analyze the existing technology.

Professionals benefit from an in-depth review of which areas will make significant improvements. “How to Build a Speech Analytics Program- A Workshop” will be presented by CallMiner, one of the most respected solution providers in this space.

Recent research by DMG Consulting indicates that implementing speech analytics in contact centers pays for itself in less than one year, and TechTarget reports that it pays for itself in as little as three months. The many benefits include:

  • Improving the Customer Experience
  • Cost Savings
  • Revenue Enhancement – Identifying Upsell/Cross-Sell Opportunities
  • Improvement in Operations
  • Helping to Promote Customer Loyalty & Retention
  • Diminishing Compliance Risk Issues
  • Reducing Average Handle Time

While contact center leaders have been hearing for years about what speech analytics can do, hardly any webcasts or white papers have discussed the mechanics of putting together a functional and successful program. This live workshop will focus on critical components that need to be considered:
•Goals: How to define and prioritize
•Data Collection: What information is needed, what does your business have and what is it missing
•Staff: How do you get the right departments involved and who needs to be included
•Reporting: Who gets reports, what format are reports in, reactions to new information

Register now and come away with a detailed outline of steps required to have your program hit the ground running. If you can’t make the live September event, the recording will be available for one year.

New CX Metrics for Today’s Digital World

Consumers want omnichannel but conversations and measurements haven’t kept pace by Ted Hunting, Bright Pattern

The customer experience (CX) is increasingly digital with over 95% of customer interactions starting on websites. Forrester research shows that customers are using and hopping between an increasing number of media channels, such as chat, text, messengers, and of course, traditional channels like email and voice calls. Even though “omnichannel” is still an industry buzzword and there has been a dramatic shift to new channels, fewer than 20% of companies offer a seamless, continuous conversation across channels. Ninety percent of consumers want this type of effortless customer experience without friction or silos, but companies are failing to deliver.

Similar to the gap between customers’ expectation for omnichannel and companies’ ability to offer it, metrics for customer experience have also remained siloed and focused all too often on voice. Traditional CX metrics like Average Handle Time are still valid but today’s digital world requires new metrics. In this blog, I will discuss and propose some new metrics as well as some keys to measuring them.

Key #1: To improve the journey, you must see and measure the journey.

Recent metrics that attempt to move beyond siloed metrics for the voice-only world include Reichheld’s Net Promoter Score (NPS), Customer Satisfaction (CSAT), and Sentiment, which rate overall how customers feel about a company and their customer experience.

To improve the customer experience, I recommend using NPS, CSAT, and Sentiment as guiding lights for three new metrics: NPSJT,  and CSATJT, and SentimentJT . These metrics measure NPS, CSAT, and Sentiment by journey type (JT). For example, banks may want to measure CSAT, NPS, or Sentiment by journey type—think mortgages, credit cards, or home equity line of credit. Likewise, retailers may want to measure NPS by journey types like TV sales versus refrigerator sales. By measuring at the journey level, you can improve the quality of each journey type.

CSAT is typically obtained by a simple survey (e.g., rate your experience by giving 1–5 stars) at the end of the given customer’s journey. Sentiment can be measured by an average sentiment score or ending sentiment score for each journey using AI measurements.

Tip: Add new metrics for omnichannel digital CX: NPSJT , CSATJT , and SentimentJT .

Key #2: To improve channel CX and customer segment CX, institute quality measurements at the channel level and measure at the customer level.

It is also important to measure CSAT, NPS, and Sentiment at the channel level and customer level. To do that, I propose using these new metrics for channel type (C): NPSC, CSATC, and SentimentC . These new metrics measure the CSAT, NPS or sentiment on each channel, letting you see which channels are performing well or poorly. They require a simple survey at the end of all interactions within the larger customer journey. If you can see which channel is performing poorly (e.g., chatbots), you can improve the channels and smooth out any points of friction in the customer’s journey. A Bright Pattern survey of consumers showed that NPS scores for bots, text messaging, IVRs, email, and social interactions ranked low, showing common areas along the customer journey that companies should improve.

To measure CX at the customer level, I propose these new metrics for key customer segments (CS): NPSCS, CSATCS, and SentimentCS. Similarly you can look at CSAT, NPS or Sentiment by customer segment, such as gold customers, bronze customers, and new prospects. This provides you with the opportunity to provide specialized care to your best customers by personalizing their experience.

Tip: Add new metrics needed for Digital Omnichannel CX? NPSC and CSATC and SentimentC for channel and NPSCS and CSATCS and and SentimentCS for customer segment

Key #3: Enable omnichannel conversations and omnichannel quality assurance measurements via a platform approach.

So how to get started? First and foremost, to offer a seamless conversation across channels while measuring these omnichannel conversations to improve quality requires that you take a platform approach. All channels must be native in the platform so that a single conversation can be offered to your customers and all interactions can be measured from a quality management standpoint. An end-to-end omnichannel CX platform with omnichannel conversation capability and omnichannel quality management embedded within the platform is the key to easily creating and measuring great omnichannel customer journeys. Contrast this to bolt-on systems that are expensive and time-consuming to implement with siloed conversations and data.

Agent churn: It’s not you, it’s your employee engagement strategy

Jeff Gallino, CTO and founder of CallMiner

It’s no secret that contact centers are infamous for their high turnover rates, which average 45 percent year-over-year—more than double the average for all U.S. occupations. What most companies don’t realize, however, is that this doesn’t have to be the status quo. Identifying the signs an agent is about to check out and having solutions in place to change the outcome can dramatically reduce agent churn well before they decide to give their notice.

If retention isn’t motivation enough, research shows that an astonishing 77 percent of employees worldwide are not engaged, which, according to Gallup, can cost upwards of $605 billion in lost productivity per year. There’s incredible value in spotting non-engagement signs and addressing the lack of productivity that often lead to agent turnover early. This can ensure strong employee engagement and stop the turnover cycle. Not only will it save billions in lost revenue, it will promote better customer experiences through an organization’s No. 1 advocate—its employees.

Warning Sign 1: They go into silent mode

One of the primary indicators of an unengaged employee is silence. Silence is commonly caused by a lack of agent training, but this isn’t only applicable immediately after onboarding. Agents require extensive knowledge of your company’s products and services; however, many employees miss out on new product information because organizations neglect to offer continual education programs.

Employee silence can also happen outside of customer interactions, as managers of unengaged agents tend to notice an increase in the amount of time between each call. Although this doesn’t usually stem from a lack of company knowledge, it’s a telltale sign an employee is experiencing a lack of motivation. Distant employees are comfortable with doing the bare minimum to get by and will likely keep their heads down, and calls quietly recording, to purposely limit the number of customers they interact with.

Warning Sign 2: Under (but not terrible) performance

Decreased performance in areas such as average handle time (AHT), call volume, and following a script could all point to a lack of engagement that, if not fairly addressed, can lead to lower NPS scores, turnover, and even compliance risks.

Sometimes, however, quantifiable performance metrics aren’t the sole indicator of an agent’s performance—as agents aren’t at-fault for many of the disruptions that happen during the call. Companies need to take training, tools and technical factors into consideration when it comes to gaps in an agent’s performance and use contextualized scoring methods to accurately and thoroughly understand where performance issues are occurring and the root cause.
Warning Sign 3: Inconsistent feedback on their work

According to research by Gallup, less than 21 percent of employees strongly agree their employee implements fair evaluation processes. Contact center agents handle dozens of calls per day, but many outbound surveys and manual quality management reviews only account for three to five percent of an agent’s interactions—leading to ill-informed assessments of their overall performance.

In addition to being inaccurate and irregular, many legacy feedback systems are impersonal. Call center feedback usually only involves reprimanding, despite the employee’s desire to be recognized for exceptional service. The lack of effort put into celebrating successes usually causes agents to feel unappreciated and less likely to advocate for the business.

How to Stop the Cycle

Proper training—during and after onboarding: Before sending your agent out on their own, how do you know you’ve given them the proper training to handle the influx of problems they’ll face out on the floor? To keep up with the fast-paced environment of the contact center, they need to stay informed, especially if your products and services are constantly evolving. Each one of your employees is unique and despite what’s suggested by legacy employee education programs—their training processes should be as well. Speech analytics data can help managers offer personalized training programs in accordance with agents’ specific needs, even after onboarding.

Tools to optimize performance: Aside from training, contact center operators need to ask themselves whether their agents have the resources they need to succeed. While two-thirds of customers dial in with a problem, some caused by lack of self-serving options on other channels, they expect your agent to be able to solve, lack of resources is one of the biggest factors leading to job-related stress. It’s impossible to guide each of your representatives through every single interaction—but tools and customer engagement analytics software can take information in real time and apply historical data to provide your agent with better insight and guide them through the call based on the context of the conversation.

Real-time feedback: Agents should always know where they stand when it comes to their performance. A discussion a week, a month, or a year later about a specific interaction with a customer will not help anyone succeed. Having an analytics tool removes any sense of unfairness that’s usually associated with random selection by providing an inclusive and holistic view of your caller engagement data, ensuring a stronger voice of your employee. It also helps with coaching by automatically scoring 100 percent of your agents’ customer interactions to pinpoint the exact areas they need to both improve customer experiences in real-time and add business value in the long run.

While employee turnover is one of the biggest problems companies face today, employee engagement is just as impactful to your business’s bottom line, as those with highly-engaged workforces outperform their peers by nearly 150 percent. All problems associated with the warning signs of an unengaged employee point to a similar source—the company’s inability to fully understand the needs of their employees from both a personal and professional perspective. Similar to how analytics and artificial intelligence work to strengthen customer loyalty, these tools and concepts can help personalize your organization’s approach to agent management—offering a fully-developed employee engagement strategy that involves critical coaching and feedback procedures. In doing so, companies can foster a positive work culture and keep employees from feeling as though they are ‘just another number’.

How Robotic Process Automation Makes Contact Centers More Efficient

Automation isn’t new. Technologies like Interactive Voice Response have been around for a long time. But while advancements like these have reduced costs for the contact center, they’ve also managed to annoy customers. In the case of IVR, callers often get stuck in menu loops or struggle with systems that don’t understand what they’re saying. Enter robotic process automation.

Robotic Process Automation and Artificial Intelligence

Contact centers are in the business of serving the customer, and in an effort to improve the customer experience, technologies are always emerging. Robotic process automation (RPA) is one of them, automating tasks and freeing up agents to personally handle complex issues. RPA uses Natural Language Processing, which is related to artificial intelligence, an even more advanced type of automation that can make human-like judgments about tasks.

Interactive Text Response for Customer Service

Interactive Text Response (ITR), more casually referred to as chatbots, goes hand-in-hand with the increasing popularity of messaging apps. Brands that want to improve the customer experience are making themselves available on chat – and it’s working. More than 70% of 1-800-Flowers’ chatbot orders come from first-time customers, and the company’s commitment to new tech has attracted tens of thousands of users. Chatbots are more effective than IVR because text input is easier for the system to understand than spoken language. AI can then be used to gain a deeper understanding of what the customer is saying, accounting for the different ways a customer may phrase a sentence or question.

Sample Phone Call with RPA

RPA can also be used with phone calls, not just chatbots. Here’s an example of how RPA can help with a live call:

  • Jane calls to speak with an agent.
  • Your RPA takes the call and authenticates Jane by confirming her account number and call-in PIN.
  • Your RPA analyzes Jane’s account and sees that she has an open ticket and that she’s just been on the website to look at the status.
  • Your RPA says something like, “I see that you have an open ticket with us. Is that the reason for your call?” Jane confirms that this is the reason for the call.
  • Jane is transferred to an appropriate live agent.

Contact center technology like RPA can help customers solve their issues more quickly, but it can also provide much-needed support to agents by making them more efficient.

4 Essential Components of Your Workforce Optimization Software

Delivering a positive customer experience is no small feat ­– there are a lot of moving parts that have to work together, with workforce optimization (WFO) being a major component. When considering which WFO suite to go with, keep the following four must-haves in mind.

  1. Integration with Existing Systems

The WFO system you use should be compatible with the rest of your contact center. Cloud WFO solutions are typically the easiest to integrate ­– they can be custom-fitted to your contact center, prepped and tested before going live, and even run along with your current WFO solution as you make the switch so there’s no downtime.

  1. Creation of Reliable and Adaptive Schedules

With the right WFO solution, scheduling becomes much easier. Your WFO software should generate schedules with enough agents to cover daily shifts, accounting for agent requests like certain days or times off, flex shifts, or work-from-home shifts. At the same time, your software should review shift data to accommodate for high and low patterns, which will affect things like breaks and training sessions. Your WFO solution should also be flexible enough to adapt when something unforeseen occurs that requires a quick change in the workforce.

  1. Real-Time Schedule Adherence

In order for management to know if an agent’s daily activity is in line with contact center objectives, you’ll need to see reports about schedule adherence. Your WFO solution should monitor and record real-time adherence, tracking log in and log out times, plus lunch breaks and other types of breaks. For contact centers that have out-of-the-box needs, like after-hours coverage, your WFO solution should let you create custom guidelines.

  1. Accurate and Robust Reporting

WFO (and just about everything else at your contact center) revolves around reports ­– otherwise, it’s very difficult to know what’s going on in your business. Even the best managers can’t be everywhere all the time, which is why they rely on reporting. The data that’s gathered will help you figure out where changes need to be made and what type of training needs to occur moving forward. Comprehensive reports will help you make the right workforce decisions.

The philosophy of WFO ­– shifting the workforce for the sake of optimal productivity ­– has been around for a long time, but actually embracing this philosophy by seeking out the tools to achieve it is still new for many contact centers.

5 Trends in the Customer Service Industry

Every year sees new changes to the customer service industry, and 2018 has been no different. This year, the focus has been on improving customer service in order to meet growing expectations. Here are 5 trends that are influencing the industry right now, and they’ll likely continue – and be built upon – in 2019.

  1. Chatbots are providing customer care.

According to IBM, by the year 2020 as much as 85% of customer interactions will not be handled by a human. For the contact center, this means making sure chatbots are providing a great experience for the customer – poor technology or chatbots that are used incorrectly can seriously impact your bottom line.

  1. Cloud-based customer service software is the norm.

Contact centers that rely on cloud-based solutions can have remote agents located around the world. This means that different time zones and extended hours can be covered, offering customer service practically any time and from anywhere. This software can give a complete history of customer interaction, including past communication and notes that agents make about a customer.

  1. Success of the team has become a priority.

If individuals can provide great service, then teams of excellent agents can do even more. Teammate success is now a priority and contact centers are investing more in educating and training their teams. One way of making customer service teams more successful is by hiring agile agents who can handle more than one type of job.

  1. Increased reliance on self-service.

Self-service has been trending for a long time, but now companies are taking self-service to the next level by personalizing it. For example, customers may be shown only certain self-service options based on the products or services they have. This means that customers can get quicker access to the information they need without having to weed through an entire knowledge base.

  1. Software will seamlessly integrate.

Contact center technology systems are a big expense and they carry out integral jobs, like analyzing data and storing all sorts of customer information. Since software is so essential to the contact center, it’s important for different software and tools to integrate with one another. We’ll continue to see software that’s specifically designed to work seamlessly with complementary software so that you can piece together the best system for your contact center.

Have you noticed trends in the customer service world? Tell us about them in the comments.

Using Big Data to Enhance the Customer Experience

Customers are happy to stay with brands that provide excellent service, and that includes knowing what they want and offering it to them when they want it. To the customer, this seems like uncanny intuition, but smart brands know this doesn’t have anything to do with a sixth sense. Analyzing customer data is the only “magic” needed.

Collecting and storing customer data is doing nothing for you if you’re not actually putting that data to use, though. Here’s how to make customer data work for you.

  1. Personalize the customer experience.

Today, simply having an app or website that works isn’t enough. A personalized customer experience results in better engagement, conversions and revenue. The customer should have their interests and preferences catered to when they log in. For example, customers who always pay online ­– and who don’t usually log in for other reasons ­– can be taken directly to the payment page.

  1. Fix problems quickly.

Real-time analytics show what’s happening now, giving you the chance to solve problems before they become catastrophes. For example, if a customer is having a problem with the support agent, you can jump in to solve the issue before the customer gets off the phone. If you end the call on a positive note, they won’t be tempted to bash your business on social media. You can also collect data from different social media platforms to discover when customers are talking about you online, and then get in on the conversation to solve issues fast.

  1. Figure out what you’re doing wrong.

Customer data can show you where visitors are getting stuck or at what point they’re abandoning your app or website. This can help you hone in on areas that aren’t working so well, giving you the opportunity to streamline processes even more. For example, do you notice that customers who try to engage in a live chat via the app often end up calling for phone support? Maybe the chat freezes or agents are too slow to respond.

User data can be turned into reports for all sorts of information, and customers can be segmented in a variety of ways, giving contact center agents the chance to provide excellent, targeted service. The best approach is to figure out which data you need so that you spend more time using it than you do collecting it.

3 Tips for Creating a Captivating Employee Culture

Employee culture has an enormous impact on the success of your company. When you’re able to create a stellar employee culture, your agents aren’t the only ones who will notice ­– your customers will love what they see, too, which will drive sales and business success.

Startups have it a bit easier because they can create their employee culture from the very beginning. If you have an established brand, it may be trickier to shake things up. It is possible, though. Here’s how:

Create a culture that reflects you.

You are your brand, and your brand is you. The elements that drove you to create your company are the same ones you should mark as most important for your company culture. Are you incredibly creative and innovative? Do you appreciate people who work hard and then play hard? Do you think that a relaxed workspace, where people are calm and centered, is the best way to accomplish tasks? Do you believe that collaboration is the best way to advance your company? Think about those questions when you’re hiring employees.

Take the lessons from the past and apply them now.

No matter where you are in your corporate journey ­– a first-time founder of a brand new startup or a seasoned entrepreneur in the middle of her tenth venture ­– you’ve learned something in the past that you can apply here. If you’ve only ever been an employee, think about what did and did not work for you at your previous jobs. If you’ve managed others in the past, think about the reactions you got when you launched new programs or instated certain rules.

Get everyone on board.

In order for an employee culture to truly permeate the entire company, everyone needs to be on board. Take a tip from JetBlue for getting everyone off on the right foot. When they hire new team members, they’re invited, along with their spouses, to orientation. Yes, they watch brand videos during orientation, but they also get to fly simulators and indulge in delicious meals. JetBlue introduces everyone to a specific, brand-centric culture, which sets the tone for their entire work experience.

Employee culture is the base for how everything functions in your company, from interactions between employees to customer service. No matter how long you’ve been in business, you can create and evolve your company culture starting now.

6 Contact Center Technologies to Delight the Customer

Sometimes you have to rethink how you service clients in order to continue improving the customer experience. These six contact center technologies are sure to enhance each customer’s journey, which helps retain them, improves word-of-mouth marketing and elevates your reputation.

  1. Call-Back

If a caller wants to speak with a live agent even though there’s a long wait time, let them opt to get a call back when an agent is available. Allowing the customer to continue with whatever they were doing, instead of having to hang on the phone for several minutes, will keep them happy and let both the customer and the agent deal with the issue efficiently.

  1. Contact Routing Software

Contact routing software passes customers along to the right agent quickly. This technology encompasses all communication routes, including chat, email and voice. Instead of speaking with an agent and then being put on hold to be transferred, the software gets the customer to the correct agent the first time

  1. Interactive Video

When customers call to speak with a live agent via their mobile device, interactive videos play ads, entertainment or promotions during hold time. Not only does this keep the customer’s attention, but it may answer one of their questions or tell them about a product or service they might want.

  1. Two-Way Social Media Conversations

Brands have known for a while that they need a presence on social media, but now customers want a two-way conversation. It’s no longer acceptable to give customers a place to go just so they can provide feedback or learn more about you. Your agents have to actually respond now, quickly and in a personalized way.

  1. Unified Communications

“Omnichannel” has been a buzzword for a long time, but not enough companies are truly embracing it yet. The best customer experience is when the agent can be reached on any device and access up-to-date purchase, service and communication history. Going into a conversation and already having context is imperative.

  1. Voice Response Software

The days of having to listen to lengthy menus and submenus, trying to remember the different numbers to punch in your phone, are gone. With integrated voice response software, the customer can access the right self-service selection by speaking in a natural way.

Contact centers that want to compete need to embrace digital transformation and modern technology.

Important Business Intelligence Tools for the Contact Center

In order for the contact center to meet (and exceed) performance goals, the right business intelligence (BI) tools and technologies have to be in place. BI tools help contact centers improve and optimize their processes in order to heighten their success rate. BI digs deeper into the data you’re already collecting to find ways to relate your findings to the customer experience and, in turn, improve customer retention.

Aggregate Analytics

Aggregate analytics, also referred to as big data, deliver information about the contact center’s overall performance. Both structured and unstructured data is organized and delivered via an “at a glance” dashboard, or something similar. The key is to have only relevant data included so that supervisors don’t have to wade through inapplicable data.

Call Recording Tools

Speech analytics tools – a long-time staple of the modern contact center – accurately transcribe conversation audio to ensure that agents are adhering to a script or guidelines when speaking with a customer. In industries that have strict rules about what can and cannot be mentioned (like collections, for example), speech analytics are even more important than usual. Certain advanced call recording tools will allow for Voice of Customer considerations, too. Real-time feedback, call coaching and customer surveys enable supervisors to make decisions that can improve the customer experience in-the-moment.

Predictive Voice Analytics

Predictive voice programs not only record agent-customer conversations, but also use them to make predictions about how both parties will respond. Emotional changes in the agent’s vocal features can determine if the agent is speaking in an appropriate way to the customer, while emotional changes in the customer’s voice can determine a variety of outcomes, like if they’re likely to become a regular customer.

Selling Recommendations

BI tools can increase revenue by recommending up-sell and cross-sell opportunities to the agent in real-time. By considering the customer’s purchase history and buyer persona, combined with predictive voice analytics, the dashboard can alert the agent when a selling opportunity presents itself. Not only is it easier to sell to customers with a strong purchase history, but BI tools can also determine which products and services will be of most interest to the customer.

The contact center is generating helpful information every single minute. Data is regularly being collected, sometimes passively. With BI tools, supervisors can gather and review all pertinent data to see where improvements can be made.