How Conversational Analytics Helps to Manage Customer Service When Managers Are Working Remotely?

A few months ago, no one knew how radically our everyday habits are going to change during the next few months, including work habits.   

The governments all over the world have requested companies to close the offices and work from home if possible. This means that customer service agents are also working from home offices. Customers are not served in the branches anymore. Communication with customers is now happening only over the phone, emails and through other digital channels like a self-service system for instance.    

This requires companies to become more digitized and to test alternative ways of working. Also, it is very important to ensure a good level of customer service. It requires more attention from the customer service manager and the team leaders. Luckily, there are many tools that can help manage customer service teams remotely.     

For example, our conversational analytics tool brings the whole customer service centre to the home office. The analytics tool helps the managers and team leaders dive deep into customer interactions while agents are working from a home office. Then there is no possibility to go to a contact centre and supervise the agents serving customers there.    

Here are listed some advantages of how conversational analytics can help in the current situation:

Analyse the conversations and avoid overload in customer service   

Analyse which topics are more prevalent due to the current situation in near real-time – inform customers proactively so that they don’t have to call or send an email to clarify the information. This ensures that the customer service volumes do not grow too big and the customer service queues are reasonable.

Be ready for the new questions 

This situation might cause new kinds of questions in customer service and agents need support to answer those questions correctly. Analysing the customer conversations in near real-time gives the managers and the team lead visibility to see what kind of questions the situation causes and helps the team leads make clear guidelines for agents. Agents can serve customers quickly without searching for information and give the correct answer during the first call.

Help your team remotely   

Coach team members remotely by analysing each agents’ conversations separately. This is especially needed if there are new agents who have just started working in customer service and suddenly had to switch to working from home without a supportive team around. In a usual situation, you as a team lead could go to the contact centre, sit next to the agent and quietly listen to the call to see how it is handled. Now when everyone is working remotely you can’t do that. The call analytics tool allows the team lead to focus on each agents’ calls separately and coach each team member from afar.

Plan your resources according to the situation   

Visibility to see inside the customer conversations helps to plan the resources better during this extraordinary situation. For example, if you see that calls on the topic “technical problems” are increasing, you can have more technical people on standby and solve the technical problems more quickly. This is one way to ensure a good level of customer satisfaction.

Get notified of conversations which need attention   

The team lead can get an automated notification of all the negative conversations. If there has been a negative call with a customer, this can be automatically assigned to team leaders. From there, they can listen to the call or read the transcript to help the agent handle this uncomfortable situation.

Use your time wisely   

Be productive when working remotely and save your valuable time by focusing on business-critical conversations – calls with a negative tone, churning customers or conversations with a high sales lead score can be automatically detected.     

We are happy that we have had the opportunity to help our customers during this unusual situation! The conversational analytics tool has been a great help to managers and team leads who manage their teams remotely.

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