Call Center Culture of Excellence and How to Build it
Many of us have worked in contact centers. It’s never been a particularly glamorous or well-paid job. And there’s now a serious talent shortage. Employers around the globe are facing the most severe recruitment crisis in 15 years, according to the latest Talent Shortage Survey, with 69% of companies surveyed reporting difficulties filling roles.
Contact center agents want to work for employers who help them to develop and grow their careers – and they’re not afraid to leave if they’re not getting what they need. In fact, agents are leaving their positions at more than twice the average attrition rate of other jobs. But thanks to a new wave of fresh approaches, that reality could be ripe for change as enterprises set about building a call center culture of excellence.
Achieving Call Center Excellence
Contact center managers need clear strategies to create efficient, productive and effective teams. Measuring performance-based KPIs, such as first contact resolution (FCR), Net Promoter Score (NPS) and truck rolls are imperative to ensuring a smooth and customer-centric operation.
What are the Priorities when Developing a Call Center Culture?
Enhancing employee satisfaction and cutting agent attrition should also be core priorities when developing a call center culture. Acknowledging and addressing agent pain points demonstrates effective leadership. These may be:
- lack of career progression
- low pay
- frustration with repetitive tasks
- inadequate technology
As a result, this helps the drive toward agent empowerment, ultimately benefiting contact center performance management. After all, happy agents mean happy customers.
How to Improve Call Center Operations
Interestingly, the opposite is also true. Improving customer experience (CX) creates better agents. A call center culture of excellence based on more personalized, collaborative, enjoyable and successful resolutions creates emotional bonds with customers that enhance brand loyalty from day one of the journey.
When employees feel they are providing value via their everyday tasks, and are trusted for their knowledge, expertise and integrity, they experience a boost in self-worth, motivation and confidence in dealing with more complex issues.
Areas where management can improve call center culture include:
- proactive customer support
- empowerment through knowledge
- professional development
- better access to new technologies.
Effective Call Center Strategies
Proactivity is Key
Proactive assistance is the practice of identifying and resolving customer issues before they become problems. Taking the initiative in support processes when establishing a call center culture, could increase customer retention rates with consumers generally positive toward proactive service.
Inform of the Issues
Anglian Water in the UK texts and emails their customers to notify them of outages and problems in their local areas, which has dramatically reduced customer calls and saved thousands of pounds in call center costs every year.
Similarly, BetterCloud, a US-based tech company that helps businesses manage software-as-a-service applications like Dropbox and Slack, flags customer issues and preemptively contacts the customer, eliminating the need for them to open a support ticket.
Offer Onboarding Support
Meanwhile, Tesco Mobile’s onboarding team proactively checks in with new customers via social media to ask about their experiences and whether they need any help.
Sharing the Knowledge
Recognizing that agents are the most important resources in any contact center means creating robust training and coaching programs that enhance agent performance. As they work on creating a call center culture of excellence, managers often spend significant time on evaluation, but not enough on development.
How to Manage a Call Center Efficiently
While traditionally, agents have been expected to learn through studying the best practices of other agents, more personalized coaching is more effective in helping them achieve their full potential.
For example, contact center managers should clearly demonstrate to an agent the behavior they’re expecting, by providing actual examples such as:
- email/chat transcripts of positive agent-customer interactions
and more than that, by encouraging feedback and discussion in both one-on-one and group sessions.
Best Call Center Culture Examples
Cargill introduced its “Everyday Performance Management” system, which incorporates encouragement and feedback into daily work-related conversations.
Amazon offers its agents an intensive, month-long training and leadership program at the outset and has a “Virtual Contact Center” to train employees to work from home.
Training can also be incentivized. Zappos’ employees earn “Zollars” for participation in training programs and can redeem them at an internal store. It’s no surprise that the company is known to have one of the lowest attrition rates of any large contact center.
Moving on Up
Allowing agents to take ownership of specific activities – sometimes becoming subject matter experts or training them in specific skills to fill new roles within the company – makes them feel important and acknowledged.
Developing SMEs from within an organization when establishing a call center culture helps in areas like:
- creating new career paths for agents
- enhancing employee engagement
- boosting retention
When agents are empowered, they become invested in every customer interaction.
This is especially relevant with chatbots taking over many simple and repetitive tasks, freeing up agents to deal with more complex customer issues. And they appreciate that. Agents prefer being able to focus on more crucial, creative tasks, rather than wasting time on mundane tasks.
Tech Knowledge is Power
When considering how to improve call center operations and the best way to widen agents’ skill sets, technology-based tools are often the key to professional development. This is because they enable agents to handle a much wider range of complex issues and to advance their careers.
As the range of products on the market increases and with BPO contact centers servicing multiple clients, the humble contact center agent has the potential to become the “tech guru” of the future. The agent will have the ability to advise and assist on thousands of use cases across hundreds of devices and dozens of sectors. Powered by new technologies, agents can provide next-generation customer support beyond the scope of a traditional contact center.
How to Use Technology to Enable Call Center Excellence
AT&T is using SmartVideo technology from SundaySky to minimize ‘bill shock’ for their new and returning customers, placing more calls to customers who receive a bill for the first time or who get an invoice for a larger amount than usual. These bills now come with links to personalized videos that explain each specific charge, decreasing inbound calls.
Vodafone is using Remote AR Visual Support from TechSee to empower agents to see the customer’s environment and more easily troubleshoot issues such ascabling, self-installation, billing, and other issues in real time. Many of the activities that previously required a technician dispatch can now be performed by agents, acting as virtual technicians, effectively lowering the dispatch rate by 26%.
Why your Call Center Culture is Vital
Promoting a call center culture of excellence that cultivates professional development for agents is a win-win, resulting in:
- improved KPIs and ROI for enterprises
- reduced attrition rates
- improved customer satisfaction.
Establishing a call center culture of excellence, also opens up a world of possibilities for representatives – both within the organization and beyond.
Possible areas for agent development include proactive service, improved coaching, professional development opportunities or sophisticated technologies. Regardless of which area management chooses to focus on, when they demonstrate a sincere commitment to agents’ development, performance and retention rates skyrocket.