What is Automatic Call Distribution?: A Complete Guide
Tags: leadsrain, acd, callcenter, contactcenter
Published: 2024-03-02 12:28:48

Welcome to our exciting blog on Automatic Call Distribution! In today's successful business, communication plays a vital role. Efficiency is the main gate of the high volume of incoming calls. That's where automatic call distribution (ACD) comes into the picture. So, buckle up and get ready to dive into the world of ACD systems!


## Understanding the basics of ACD

Automatic Call Distribution (ACD) is a technology used in [call centers](https://leadsrain.com/) to efficiently manage and distribute incoming calls. The primary role is to improve overall customer service and ensure that callers are connected to the ideal agent. Moreover, ACD systems play a crucial role in managing call queues.

An [automatic call distribution (ACD) system](https://leadsrain.com/blog/automatic-call-distribution-system-to-enhance-call-center-productivity/) is a feature-rich solution designed to efficiently manage incoming calls in a contact center or customer service environment. Here are some essential features of the ACD system, which are;


![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/mvivjuw7w0k11zwd9z1k.jpg)

1. Intelligent [call routing](https://leadsrain.com/blog/lead-routing-best-practices/) efficiently directs calls to the most suitable agents.
2. Interactive voice response (IVR) allows callers to navigate menus and provide information.
3. Manages high call volumes with queueing and offers callback options.
4. Seamlessly integrates with [CRM systems](https://leadsrain.com/direct-marketing-glossary/integration/what-is-call-center-crm/) for personalized customer interactions.
5. Provides insights into call queues, agent availability, and metrics.
6. Handles calls, chats, emails, and more within a unified system.
7. Tracks agent performance for evaluation and improvement.
8. Route calls based on agent expertise or skill sets.

## How does ACD work?

The process of efficiently handling all incoming calls and smoothly routing calls to their appropriate agents is called an automatic call distribution (ACD) system.

When a call comes into the call center, the ACD system first collects information about the caller, such as their phone number or any previously recorded preferences. This information is then used to determine the appropriate routing strategy.

ACD employs sophisticated algorithms to distribute calls based on various factors such as agent availability, skill sets, and caller needs. The system maintains a queue of waiting calls and assigns them to available agents fairly and efficiently. It can also prioritize certain calls, such as VIP customers, to ensure they receive prompt attention.

Once the call is assigned to an agent, the ACD system may provide relevant information about the caller to help the agent personalize the interaction. Throughout the call, the system can track important metrics like call duration and wait times, which can be used for performance analysis and process improvement.

Overall, Automatic Call Distribution optimizes call center operations by intelligently routing calls, reducing wait times, and enhancing customer satisfaction.


## Why is ACD a game-changer?

Automatic call distribution is truly a game changer in the realm of customer service and contact center operations, offering a range of benefits that revolutionize the way organizations handle incoming calls.

Here are some of the key benefits that make ACD systems a valuable asset:


![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/tkze2qxvjbjxrwts4sud.jpg)

**Efficient call routing.** ACD systems intelligently route incoming calls to the most appropriate agent or department based on predefined rules. This ensures that customers are seamlessly connected to the right person who can assist them, eliminating the frustration of being transferred multiple times.

**Reduced wait times.** By automatically placing callers in a queue, ACD systems minimize wait times and hold durations. This leads to happier customers who feel valued and respected, as their calls are promptly answered by available agents.

**Improved customer satisfaction.** ACD systems enable personalized and efficient customer interactions. With features like skills-based routing, callers are connected to agents who possess the necessary expertise to address their specific needs. Overall, the outcome is positive customer satisfaction.

**Scalability and flexibility.** ACD systems are designed to handle large call volumes, making them highly scalable. Whether it's a sudden spike in inquiries or an expansion of the contact center, ACD systems can adapt and ensure customer service remains uninterrupted.

**Integration with other systems.** ACD systems can integrate seamlessly with other software and tools used in customer service, such as customer relationship management ( CRM ) systems. This integration enables agents to access relevant customer information, history, and context, enhancing the quality and efficiency of interactions.

**Enhanced compliance and quality assurance.** ACD systems often include [features like call recording and quality monitoring](https://leadsrain.com/blog/call-centre-quality-assurance/). These capabilities help organizations ensure compliance with regulations, monitor adherence to quality standards, and provide valuable feedback for agent training and development.


## Different types of Automatic Call Distribution

ACD is a technology used in call centers to efficiently route incoming calls to the most appropriate agent or department based on predefined criteria. Different types of ACD systems are accessible with their functionalities.

Here are a few common types of automatic call distribution systems with examples to illustrate how they work;

**Percentage-Based Routing**

![Image description](https://dev-to-uploads.s3.amazonaws.com/uploads/articles/yyk9r902h30ww8vpubyn.jpg)Percentage-Based Routing distributes calls based on predetermined percentages. This type of distribution ensures that each agent receives a fair share of the calls according to the predetermined percentages.
Imagine a call center with four available agents.

Pale: 30%
Zaid:30%
Yen: 20%
Alley: 20%

Assume the call center receives ten incoming calls. The ACD system would distribute these calls based on the percentages assigned to each agent. Let's observe, how these calls can be routed:

Pale would receive 3 calls (30% of 10 calls)
Zaid would receive 3 calls (30% of 10 calls)
Yen would receive 2 calls (20% of 10 calls)
Alley would receive 2 calls (20% of 10 calls)

**IVR-Based Routing**
One of the instant [automated voice systems](https://leadsrain.com/blog/escalate-business-outreach-with-automated-voice-broadcasting/) which is used to collect data and information from callers before the call is routed to another agent. IVR can handle routine inquiries, collect customer data, and provide self-service options.

Imagine a telecommunications company with multiple departments, such as sales, billing, and technical support. So when a caller makes the call on the main number, they are greeted through an automated audio message that guides them regarding options;

Tap 1 for a sales query
Tap 2 for a billing issue
Tap 3 for technical requirement
So, if the caller chooses option 1 for a sales query the IVR system will automatically route the call to the sales department.

**Skills-Based Routing**
This type of ACD routes calls based on the specific skills and expertise of agents. It matches the caller's needs with agents who possess the relevant skills to address their inquiries effectively.
Imagine a large customer support call center for a technology company. 

Capable of handling all queries regarding various products/services. To ensure that customers are connected to the most suitable agents, the call center implements skill-based routing.

For instance,
Agent A might be highly skilled in software troubleshooting
Agent B might specialize in hardware installations
Agent C might have extensive knowledge of networking issues.


**Round Robin Routing**
Round-robin routing evenly distributes incoming calls among available agents in a sequential manner. This routing method is particularly useful when all agents have similar skill sets or when calls do not require specific expertise.

Imagine a customer support call center with four available agents.
Call 1 was answered by Zaid
Call 2 answered by Yena
Call 3 was answered by Allen
Call 4  answered by Syri
Call 5 was answered by Zaid
Call 6 was answered by Yena
Call 7 was answered by Allen
Call 8 answered by Syri
Call 9 was answered by Zaid
And this goes on... 


**Predictive Call Distribution**
An advanced level of ACD system that optimizes historical data and predictive algorithms for proactively call distribution. 

Imagine a [travel industry](https://leadsrain.com/holiday-travel) that experiences a surge in calls during the holiday season. To efficiently handle the anticipated high call volumes, the agency implements a predictive call distribution system.

Based on historical data from previous holiday seasons, the system analyzes call patterns, including call arrival rates, peak hours, and average call durations.

**Time-Based Routing**
Time-based routing directs calls based on specific time frames or business hours. It allows organizations to efficiently manage call handling based on the time of day or day of the week.

Imagine a customer support call center that operates Monday through Friday from 9:00 a.m. to 5:00 p.m. The call center manager implements time-based routing to ensure that calls are appropriately distributed during different periods of the day.

Calls are automatically routed through a voicemail system when they are being received after five o'clock on weekends.

**Conclusion**
We conclude our exploration into automatic call distribution; by intelligently routing calls, reducing wait times, and ensuring customers are connected to the right agents, ACD systems have become an invaluable asset for businesses of all sizes. So, embrace the wonders of automatic call distribution, and watch your business thrive as you effortlessly handle incoming calls and exceed customer expectations.