How to Improve Customer Experience in Call Centers in 7 Steps

    A customer's experience (CX) when contacting a company’s call center can be the differentiator between continued business and deciding to switch to a competitor. A positive experience can lead to a purchase— as a recent Forbes article highlights that customer-centric companies are 60% more profitable than companies that don’t focus on customers.

    Looking for more reasons to focus on customer experence? This Walker Study predicts that in 2020, customer experience is expected to overtake price and product as the key brand differentiator.

    So, it should be no surprise that companies have come around to realizing that a high-quality customer exprience is an important criterion for success. In this article, we explain exactly what needs to happen to improve the customer experience in your call center.



    How to Improve Customer Experience in Call Centers

    There is always room for the improvement of CX in call centers with a myriad of different touch points where a customer connects with your brand. At each point, there’s something you can do to enhance your call center customer experience. The key is taking it a step at a time.

    1. Get to Know Your Customer

    Your sales team probably already knows a lot about your customers, including their demographics and expectations. But to take it a step further, your call center customer service team needs to know your clients personally.

    how to improve customer experience in call centers

    Put a face on your customer by creating a persona that allows your call center team to envision exactly who they are communicating with, day in and day out. The more detailed, the better!

    For example, if your primary customer is male between 18 – 30 and living in the city, you might create a persona like this:

    • Jeremy Knowles, 25

    • Single, living in a three-bedroom apartment with four roommates

    • Loves to go out on the weekends and after work, usually to bars and clubs

    • Works long hours and is passionate about his job

    Suddenly, your customer is a real person. Customer experience in call centers improves the quality of information you know about your customer.

    Optimize CX across every channel

    2. Pay Attention to the Customer Journey

    A customer at different stages in the sales cycle will interact with your customer service team in different ways. If you want to know how to improve the customer experience in your call center, then you need to interact with your clients in a way that is based upon where they are in their journey.

    For example, a new customer who’s just been introduced to your brand should receive a more generic and generally welcoming greeting, versus someone who has already purchased from you. Their interaction should be much more personalized and specific to their needs.

    With the help of CRMs, your team should be able to pinpoint a customer’s journey and respond appropriately. The idea is to help your team quickly and easily recognize how to approach every client.

    3. Develop Emotional Connections with Customers

    The importance of emotive CX cannot be overstated. Customers want to interact with and purchase from brands that share their values, care about what they want, and understand who they to improve customer experience in call centers This requires your call center team to develop emotional intelligence for connection with callers.

    Agents need to move away from classic and robotic customer service and instead implement more emotionally intelligent tactics to improve customer experience in call centers. For example, your team could implement:

    • Storytelling, which helps the customer relate better to the agent and brand

    • Personalization in the form of a handwritten note

    • Surprise, such as a free upgrade or product

    • Loyalty rewards for returning customers

    You want to create emotional connections that make the CX in call centers as positive as possible.

    4. Decrease Customer Effort

    Simplicity is best. Clients want one-click checkouts, instant communication, next-day shipping, fast service, and they expect the same simplicity from their customer experience in call centers.

    If you want to know how to improve customer experience in a call center, as well as the call center QA, consider:

    • Asking for the customer’s phone number and offering call back in case of disconnection

    • Enhancing an agent’s understanding of customer questions to decrease the need for the client to repeat themselves

    • FAQ’s and Knowledge Base articles for self-service and additional information

    • Providing extra materials after a call to supplement the service

    • Making every effort to solve the problem during the first call


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    5. Ask for Feedback from Your Customers -- and Listen to It 

    Customers want to know that you’re listening to their wants and needs. The best way to do this is to ask for their feedback and to open up a dialogue about what they like and don’t like about your brand, call center, and customer service representatives.

    Think about asking your customers to fill out a short survey after every interaction or end every call with a question about how you did and what they would improve for next time. The more you know about the current customer experience in your call centers, the better.

    6. Train Your Team for Customer Experience in Call Centers

    Your team is your most valuable asset when it comes to how to improve the call center customer experience. How your team is trained to handle clients will determine how they respond to your brand.

    Make sure you have proper onboarding set up as well as ongoing training for your customer service team. And don’t be afraid to think outside the box. You can deliver training online using multimedia material, through quizzes, and through personal one-on-one attention.

    7. Engage Where and How Customers Want

    To improve customer experience in call centers, you may need to change where and when you interact with your customers. A phone call might not be the best channel for every client. Instead, consider engaging with your customers on their channels of choice—whether that’s through email, social media, live chat, or blog comments—and be sure to follow the rules of the platform to use the right voice and tone.

    Check out this incredible resource to develop a branded omnichannel strategy for your customer service team. 

    If you want to know how to improve the customer experience in a call center, you need to pay close attention to your customer and how and where they interact your brand. It’s the intersection of both, that makes the biggest difference. Instead of leaving CX in call centers to chance, take active measures to improve and give your company the best opportunity for success.

    A great customer experience starts with every interaction your customers have with call center agents. Enable your management team to score and improve on individual customer experiences with a Free Trial of Scorebuddy’s solution - and start improving customer interactions with your agents today.

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