Quality Assurance | Workforce Optimization Blog

Information how you need it.

Interested? Monet offers exceptional videos that allow you to explore how we can help, at your own pace. Click below to select from a wide variety of quick, informative and self-paced videos that you can watch right now.

Watch a Demo

Quick, informative and self-paced videos you can watch right now.

Watch Now

No, thanks. Keep Reading.

Workforce Optimization in the Cloud

Follow the latest trends on cloud-based contact center software and workforce optimization

Quality Assurance Hints, Tips & Best Practices

Setting up a New Contact Center: the Basics

Posted: by:

What happens when a business can no longer handle incoming call volume with the personnel they have? For some, it means the decision to create a contact center to make sure this important function is handled in a way that optimizes the customer experience. 

If this seems like a difficult challenge, here is some advice on how to make the job a little easier. Even if you have a contact center in place now, this piece might offer some helpful advice on how to make it better. 

Layout

Layout will obviously be determined by the space available – are you opening in a separate building, or devoting part of your current workspace to call center functions? Either way, the objective is to make it as conducive as possible to efficient service and teamwork. That means sufficient lighting and ventilation, work stations with comfortable chairs that make it easy for agents to communicate with each other, but not so close that they’re interfering with each other’s calls. For a quieter atmosphere add acoustic wall panels or carpeting. Don’t forget a nice break room. 

Staffing

If you already have contact centers and this is an additional location, the first place to look for agents, managers and coaches is within your organization. Perhaps some will want to move to a newer facility that might be located closer to their homes. Otherwise, follow the same practices you do when offsetting attrition at your current businesses. Make sure to hire bilingual agents, as well as those more adept at text, online chat and social media. 

Technology

Obviously start with the essentials – a secure LAN, predictive dialers for outbound calls, VoIP, IVR, and an automatic call distributor that routes calls to specific agents. A call recording system is a must for legal protection and agent training. This can be acquired as part of a workforce optimization solution that includes workforce management, quality management, screen capture, performance management and agent analytics. With this technology in place, you’ll be able to do a better job of forecasting and scheduling from day one, while providing your agents with everything they need to serve your customers. 


Learn More

The Pitfalls of Scheduling – And How to Avoid Them

Posted: by:

Scheduling mistakes are frustrating for managers and agents, and ultimately for your customers. You review your forecasts and you do your best, but if the numbers on paper are not matching up with what happens during a shift, here are some possible reasons why, and what you can do to achieve better results. 

Insufficient Data

Historical data reveals patterns that should make scheduling easier and more accurate. But don’t just stay in the shallow end of the data pool and factor in the obvious peak calling times and slower portions of a day or a week. Account for holidays and seasonal shifts, new product introductions and weather impact. And make sure your schedule includes lunch breaks, training sessions and other times when agents will not be available to take calls. An automated workforce management solution is the easiest way to collect and analyze this data, and then schedule accordingly. 

Shrinkage

The further out you create a schedule, the more you’ll have to account for shrinkage. You can foresee sick days and vacations for the week ahead – but two months from now? It’s impossible – so consider shrinkage so the circumstances you can’t anticipate now will not result in an under-staffed contact center. 

Schedule Breaks as Well as Work Time

It’s one thing to account for breaks within a schedule – it’s another to actually affix them to a specific time, and expect your agents to adhere to it. Otherwise you may have too many agents taking breaks or heading out to lunch together at the same time, which will derail any schedule. WFM software can automatically assign breaks at the optimum time, so that impact on coverage and service level is minimized.

Work With Your Agents’ Needs When Possible

Agents are more likely to adhere to a schedule when the contact center is open to their work preferences. At a typical business there may be full time and part time agents, some working for home and some for whom this is a second job. Taking these factors into consideration will require more flexibility in schedule creation, but there are definite benefits to having a range of shift solutions available. 

Full-Time vs. Part-Time

There is a stability to a full-time agent team that many contact centers find more desirable. But call patterns may result in too many agents collecting salary for doing nothing. That’s why some contact centers hire enough full-time employees to cover anticipated demand, and use part-timers to handle peak hours. The right mix will vary depending upon the business, but many find a 75% to 25% ratio of full-time to part-time agents will suffice.

User-Friendly Technology

When it is easier for agents to manage their preferences, it is easier for managers to create schedules that take into account their future availability. This should be a consideration when choosing a WFM solution

Don’t Make Assumptions on Agent Preferences

“No one is going to want to work Saturday night.” Really? What about the agent who would rather attend his daughter’s soccer game on Saturday afternoon? Chances are you won’t need as many agents for the types of shifts generally viewed as undesirable, but you may be surprised at how many part-time or work from home agents will gladly take them. Don’t look for scheduling problems where they may not exist. 

Regular Shift Reviews

Most veteran agents do not embrace shift reviews willingly. But contact centers should go through this process at least once or twice each year to confirm whether shift schedules are meeting customer service goals, and to determine if personnel changes might further optimize the agent skill sets available at any given time. 

Equal Access to Preferred Shifts

One aspect of maintaining agent morale is making sure your team members believe they are being treated fairly, especially when it comes to the hours and shifts they are assigned. Scheduling that allocates more desirable shifts to the same agents week in and week out will alienate some employees, and that could impact their job performance and productivity. By distributing shifts equitably during the scheduling process, you can avoid such resentments before they are passed on to your customers. 

Fill Vacant Positions as Quickly as Possible

This may be obvious but it still needs to be said. Few contact centers are immune to the challenges of agent attrition. The recruitment, hiring and training process to fill open positions is one that nobody enjoys, as well as one that places additional cost burdens on the contact center. However, the alternative is moving forward short-staffed, which inhibits scheduling flexibility and puts more stress on the agents you still have. It also limits your capacity to dismiss under-performing agents, as someone taking calls is better than no one at all. Resist the temptation to wait for peak season to begin your next recruitment campaign. 

The Right Tool for the Job

Part of optimum scheduling is making sure the right agents are handling the right calls. With a tool like Monet Record you’ll have insightful data on how different agents handle different calls. That gives managers a way to determine which team members are best suited for different customer engagements. Monet Quality makes it easier to retrieve calls by specific type, and provides additional reporting and analytics to further assess each agent’s skills. 

Unfortunately, the status quo rarely remains the same in any call center, so all these calculations must be regularly updated and re-examined. Monet Metrics delivers agent analytics, real-time alerts, scorecards and customizable reports, as well as data on key performance indicators such as agent adherence and service levels. This information can then be used in conjunction with workforce management to further refine the art and science of scheduling. 


Watch Demo

How long have your contact center agents been working from the same script?

Posted: by:

If you can’t remember, this might be a good time to take a fresh look at that script, and decide if changes would result in a better customer service experience.

When you do so, request the help of several of your best agents in the process. These are the men and women who will be working from that script, so they should be comfortable with its content, and able to advise from past experience on which questions and responses will be most effective in different customer scenarios. 

For example, too many scripts use sentences that like this: 

“On behalf of ABC industries I want to let you know that we appreciate your business, and that we will continue to work toward earning your trust.”

Customers today have heard well-worn content like this countless times, and are well aware it is not coming from the agent but from a script the agent is reading. The sentiment is important, but it could be expressed in a less fabricated way. 

Agents – some of whom may have already taken to doing so – can suggest ways to make the customer feel valued that will sound more natural. These are the men and women on the front line of your customer service and loyalty efforts – they hear the reactions from customers every day (as you should as well through your quality assurance program). 

Speech analytics offers another way to gauge customer reaction to certain scripted lines and responses. The ultimate goal is to create a script that is more of an outline than a word-for-word speech. 

Some content must be expressed in a specific way to be consistent with industry regulations. It’s also likely that the answers to some basic questions will always be the same. But if every part of the call is scripted, the result is a robotic conversation that leaves the customer feeling more like a number than a person. When managers and agents work together on scripting, the result can be copy that encourages quick and efficient calls, while allowing agents to go off-script when there is a need. 


Learn more

Monet WFO Live is Honored by TMC Customer Magazine – Again

Posted: by:

Did you ever have that feeling of déjà vu? Sometimes, it’s a good thing. 


Last month, Monet’s WFO Live – Workforce Optimization in the Cloud was selected as a TMC CUSTOMER magazine 2015 Product of the Year Award winner. As delighted as we were, we couldn’t help but think back to December of last year, when WFO Live was also selected by TMC as a recipient of its Customer Experience Innovation Award. 


Such acknowledgment is always welcome, but it is especially appreciated when it comes from TMC, the world's leading business-to-business and integrated marketing media company, and a valued news resource to more than 3.5 million industry professionals. This is a company that knows contact center technology, and their recognition of Monet tells us that our products are meeting the needs of this industry as it continues to grow and evolve. 


And while awards are great, it’s always the feedback from our customers that means the most. 


Monet WFO Live – Workforce Optimization in the Cloud is a complete suite for contact centers to automate workforce management, call recording, quality assurance and agent analytics. The system creates efficient schedules for incoming call volumes, tracks key metrics in accordance with a company’s business goals, and monitors calls for quality, training and compliance purposes. 


We know the difference that WFO Live is making in contact center efficiency because you have told us with your calls and emails. At Monet we’re already at work on new solutions and capabilities that will be announced later in 2015. Whether more awards are forthcoming or not, as long as we continue to receive positive feedback from you, we know we’re on the right track. 

Find out more and read the official press release.


Learn More


A More Efficient Call Center in One Minute?

These are just some of the real-world benefits experienced after implementing Monet WFM software.

Watch Video