How to Derive Quality in a Call Center
By: Qdegrees Services
Tags: Call Center Audits, Call Center Quality, Quality Assurance

The last thing while making any purchase that comes to anyone’s mind is to reach out to the call center of the brand from where they are making a purchase. Everyone wants a smooth and seamless journey while shopping, no matter it’s any brick or mortar store or any ecommerce platform. So, if customers come across a situation in which they have to call for any help then it means they are already frustrated and if they are not treated well, brands can witness a heavy churn.

A call to a call center is generally accompanied with a common sentence, “this call may be recorded or monitored, for quality and training purposes”, in fact, we all have gone through it and we know it is recorded to analyze the gesture, TAT, call volume, tone and the likes of the executive. Many companies have their own in house team to listen, analyze and recommend training while the others partner with specialized service providers. These call recordings are not just recordings they are a lot beyond that. Call center quality assurance is a term that is used excessively now and then and its purpose depends on these call recordings. The way customers are greeted and treated in the entire call journey is the main motive to record the calls. The insights captured are used extensively to train the representatives, implement changes in the processes and ultimately see happy customers walk out with a thought of returning to the brand every time.

Why Third Party Assistance?

The need of quality assurance in call centers is well highlighted above but how the quality is maintained differs from organization to organization. Some measure the quality with the help of their internal team and some onboard third parties. Bringing in real quality specialists to gauge the quality of the calls attended, rolls out unbiased outputs with powerful recommendations. A dedicated team of external auditors not only comes with experience but also immense training and readiness.

Evaluating the recorded calls enables the management team to carry out accurate trainings to brush up the acts or areas where the representative is really lacking. Not only this, a robust and foolproof analysis of calls even leads to detect some of the major potential loopholes that can come up in future.

Quality in call centers is assured when the CSRs are trained on how to interact with the customers. It’s not only about identifying the issues and giving random commands to the team to improve but it is about identifying, analyzing, planning and implementing the modifications by working along with the team. Mistakes are ought to be made when representatives have to deal with many customers but they can always be improved with meaningful assistance.

A collaborative process ensures quality

The entire focus while driving quality in any call center system is to make it a collaborative process. Once the team understands that all these call recordings and setup is for enhancing the call center operations and deliver brilliant customer experience, then improving the quality and maintaining it becomes a lot easier. Employees or the call center representatives are the first point of interaction for any customer who reaches out to them, hence making them understand about the importance of customer delight, quality assurance and process improvement is an integral step. Once all the team members including the decision makers collaborate to cater the customers, quality is assured automatically. Incorporating various executives from various departments helps in solving complex problems immediately and cater prompt solutions to the customers. Equal work distribution results in increased efficiency as the work gets divided between different representatives. Working collaboratively invites creativity and new ideas which is very important to make a difference and get recognized in front of the customers.

Besides the participation of all the team members it is also important to integrate collaborative technology to build such an environment. A CRM enables the CSRs to communicate with each other, know the updated call status, share views promptly and have access to real time information, this expedites the processes and invites suggestions that are useful in providing accurate solutions.

In the End…

Setting up a call center and assuring its quality, needs continuous monitoring, happy and stress free workplace and proper workforce management. This not only improves the quality score but also results in better customer service that enhances the loyalty and makes the customers, brand advocates. Quality here, is also a result of right hiring of the call center agents.

A successful call center is made by quality call monitoring and collaborative efforts. Keeping the goal to bring in customer delight, understand their problem and provide instant solution with the help of technology is a way to develop happy and loyal customers leading to growth and increasing numbers.