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Populating Client Information – Part 3: Getting the Data Back Out

Data that can’t be extracted or reported is worth less than data that can be reported. In “Populating Client Information to Agents In Your ACD” Part 1 and Part 2 discussed getting data into the system and to agents. Once the agent has gotten their hands on it, there can be updates, changes or even new data that needs to be reported back. Details about the call usually also falls under the rubric of exportable/reportable data.
Continue reading “Populating Client Information – Part 3: Getting the Data Back Out”

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ACD IVR Feature: Data Collection.

Data Collection within an IVR is a feature we use within our Q-Suite, an Asterisk ACD System, to look up the customer via their caller id and associate it with a record already in the system.

I only briefly talked on this feature set and what it accomplishes for us, lets look at it in a bit more detail and a few other variations possible. In our scenario the main goal is to have the agent bring up the proper record quickly with the database lookup done by the IVR. The DB lookup is done in the IVR then the script page on the agent’s screen uses the information and seed a search to an external application.

  • Direct DB lookup.  A lookup to associate a caller with a customer list within the system.  This would be a list of existing customer loaded into the system’s own database with the key usually being the caller id, but the key to match the caller to an existing customer could be any field if the IVR is configured to prompt for it.
  • External API/web service.  A lookup on an external system and associate the returned data with the caller. This can then be used by the scripts to provide the agent more data. Or to pass to the an external app within the script to save the agent from searching again.  Depending on the case it may be best to simply pre-populate the search fields and have the agent submit after confirming the information or adding more once talking with the caller.

Using the IVR and collecting data is great as it tends to free the agent to be handling other calls while a caller navigates the IVR but can be abused and cause negative side effects.  For example it can be annoying to the caller if too much data is collected which is not easier entered with a phone in the IVR. The goal should be to collect a small amount of relevant data and get caller to where they need to be. If passing to queue and ultimately an agent, make sure data collected that is required for the agent to know is passed along or accessible.  I am sure we have all called systems and entered data only to be asked for it again from the agent.  As I noted a confirmation of it might be required, but if the caller just entered their 16 digit card number perhaps just confirm the last 4 digits, name, etc. and assume the rest of the data is accurate when possible.

This post was delayed as I found another blog posted a similar topic just before my original planned posted date. So also take a look at the two-part article over at indosoftnotes.blogspot.com on IVR Data Collection.

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ACD Wallboards to Monitor Queues in Real-Time

In previous posts I have covered configuration options for ACD Systems and their Queues. Without the proper data it is difficult to verify the staffing are proper and configuration is efficient. While looking at reports to determine what has happened in the past is a requirement of any system, knowing what is going on right now is just as important.

Maybe you have a light indicator showing calls coming into queues or the queue levels like the Phillips Hue this is a good indicator of what is going on but does not show a full picture. This is where an ACD Wallboard screen comes in, perhaps it’s a large screen on the wall or viewed via the admin interface by any and all managers.

An ACD Wallboard can show the following information:

  • Agents Staffed which shows how many agents are logged into the system and associated with the queue
  • Agents Talking. A subset of Staffed but shows agents currently talking.
  • Agents Ready. A subset of Staffed but shows agents ready and waiting for a call.
  • Callers Waiting: How many callers are currently waiting unanswered in queue.
  • Longest Wait of a currently waiting caller.
  • Average Wait of the queue for the queue. This is usually over the last number of calls or a timeframe.

Usually there is a row or box for each queue and coloring can be adjusted to highlight queues that are in good standing or a concern depending on the rules at hand.  This this information easily at hand it is easy to quickly respond to changes in call volumes which require live changes.

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Number management in Multi-tenant call center software

In any multi-tenant call center software, tenants must be able to create, assign and configure their DIDs (Direct Inward Dial) in order to be able to receive calls and direct them appropriately. The DID itself is a convenient way to determine which way a call should be directed; to an IVR, for example, or a specific PBX extension. Software like the Indosoft Q-Suite can be configured to use a DID and a schedule to determine how and when a call should be directed, with the ability to specify a dialplan and queue during operational hours and an after hours dialplan for when the call center ACD is closed. Continue reading “Number management in Multi-tenant call center software”

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Real-time Agent Skill Reassignment for ACD Queues

Even with the best planning there are times when callers are overwhelming specific queues causing wait times to grow longer than usual which could be over the expected SLA (Service Level Agreement). Perhaps a marketing campaign is going viral and the response is much higher than originally thought, or a new product just shipped and calls are higher due to activate or inquiries about it. Knowing this was planned the call center already expected more inbound ACD calls and adjusted the staffing levels higher, but this is not an exact science.

This case is where from an admin interface you need the ability to adjust the skills for a number of agents to change which queues they are handling with which priorities. This allows a currently lower demand queue to have some agents removed or able to cover both. This may raise the wait time in the lower demand queue but if done correctly can keep it within the SLA for that campaign.

With the Q-Suite this is possible with it’s advanced skills based routing and Queues. Adjusting any skill for any agent is easily done from a single screen on the fly in real-time without any action required from the agent.

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ACD Call Routing: What Happens When an Agent Misses The Call?

With Asterisk ACD Systems, or any ACD Software, one has to take into account the agent’s behaviour. One issue that can happen is an ACD call is routed to an agent due to indicating they are ready but are not able to accept the call at that time.

They may miss the pop-up on screen prompting them to accept the call. Or perhaps they are On-Hook and are distracted and unable to answer the call in time. Answering the phone while in On-Hook mode or clicking to accept the call are both forms of acknowledgement which when received bridge the caller and agent together.

What happens when this acknowledgement is missed?

This will depend on the configuration. Systems will offer two key settings related to these missed ACD calls. First is how many times to allow calls to be missed, if this is allowed then the agent will go back to being ready for a call after missing the acknowledgement. The second setting is related to how quickly they will go back to being ready. It’s typically best for the caller experience to not put them back in automatically until the agent indicates they are ready, however some situations will have agents missing the occasional call and then it makes sense to put them back after a few seconds.

No matter the reason or configuration when these cases happen we still need reporting to let us know what is going on with the system and agents.

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Populating Client Information to Agents in Your ACD – Part 1

One of the major purposes of many inbound call centers is customer care.  Clients may call with technical issues, be updating their orders, or enquiring about new services. In this case, it’s obviously important to ensure that the agent handling the call have as much information as possible about the caller. The question becomes how do you get those details into your call center software and in front of agents?
Continue reading “Populating Client Information to Agents in Your ACD – Part 1”

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Priority Skills in ACD Systems

In previous posts I have mentioned the need to properly configure and staff queues to meet the needs of your customers.  Using ACD Skills with priorities plays an important role.

Skills are initially seen as a way to get an agent logged into their proper queues. Which is true if all the priorities are equal. Using priorities on skills allows for fine grain control to ensure the best trained agent available will get the appropriate caller.

Lets take language as an example, but this could also apply to different products or categories being handled.  With language lets say you have a three groups of agents.  The first is native english speakers who also speak french as a second language.  The Second is native french speakers with english as a second language.  With the third being  those agents who only speak english.

The first and third group would both have the “English” skill with a high priority.  However the first would also have the “French” skill at a lower priority than the second group, the native french speakers, which allows them to help with the french queues during high call volumes.  A similar configuration reversed for the native french speakers who also speak english would be setup so they can in turn help with high call volumes on the english queues.

Doing this makes the queues more efficient as there are more people staffing to help during the high times but priorities on the skills ensures their primary queue is still staffed and calls handled in a timely manner by the highest skilled agent available.

This can also be extended to supervisors who only occasionally take calls, perhaps during high volume periods to keep up with the extra inflow of callers.  The supervisors can be set to lower priority than the agents so they would only get calls when no agents are available for the queue.

There are many other cases where skills and priorities can be used to meet the needs of the business case at hand.

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ACD Queue Features useful when the Caller Abandons the Queue.

With today’s busy world callers are in a hurry and want have their call handled promptly.  However when calling during high call volume periods they may not wait in queue until an agent is available.  In a recent post I talked about core ACD Queue features but lets look a few abandoned queue calls features.

Call Back – as described in my previous post gives the caller an option to leave a callback number and have an agent call them once available.  The benefit here is the caller is allowed to disconnect and not feel their time is being used up waiting in queue.  One potential issue is when the agent calls them back their phone could be busy or they are unable to answer it.  In these cases ensure the re-attempt rules are setup so the caller doesn’t get lost and is still called back in a timely manner, while not re-dialing to often.  A message on their voicemail will help to avoid this.  This is not a true abandon call as they used a process to leave the queue.

In the cases where the Call Back feature is not enabled or is but not used by the caller it may still be desirable to follow up if they abandon out of the queue.  When configuring the system for abandon calls there are a few options:

The abandon calls stays in the queue and keep position.  This means their call is handled in the order they called in, so it will follow the ACD parameters setup for that queue.  This allows the agent to attempt a call back with the CID or other information the IVR collected information may collected prior to the queue.

The abandon calls moves to another queue.  This means their call is moved to another queue which allows for different ACD parameters to distribute the call. This can allow abandons to be a lower priority but we want to get back to them in time, so the center is setup to prioritize the live call queue and the abandons get handled during lower periods.  Alternatively a different set or subset of agents based on their skills will only handle the abandons.

In both of these situations you may want to enable deduplication of abandons.  When enabled if a caller calls in and abandons then does this multiple times before their first call record is handled they will only have one position in the queue.  For productivity it makes sense to have this enabled so agents are not wasting time dealing with repeated records or worse two agents calling the same caller back due to two abandons in the queue with their info.

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Agent Connections with an ACD System

ACD Systems at their core provide a method to connect a caller to an agent.  Lets look at the options for the agent side of this connection.  Traditionally the Off-Hook nailup was the way to accomplish this.  This works great for a dedicated agent who is taking calls from ACD queues one after the other at a high volume call center.  It’s more efficient in that case to stay Off-Hook and save on the time of hanging up and answering the next call when the system can just bridge you to a new caller once you are ready.  In my last post I looked at our in-house case where our support department handles inbound requests in a unified communications configuration.  This use case is not call after call, but they will handle a call then an email or ticket so staying Off-Hook is not desired and this where On-Hook nailups comes into play.  On-Hook allow the agent to hangup their phone device and it will then ring when a new call comes into the queue.  Which makes it better for cases where there are breaks between calls or other tasks to do.

This gives us the two primary approaches for nailups, which are On-Hook and Off-Hook.  How does an agent get linked into the system to do these?  Traditionally we would see a local extension device directly connected to the ACD System as the nailup target.  So this extension would function as described above for either On-Hook or Off-Hook.  However there are more flexible alternatives as not everyone is able to be local.

  • VoIP extensions.  These would appear like any other extensions but a user would have a VoIP device (Smart Phone, Hard Phone, Soft Phone) almost anywhere they want to work.  This requires a decent internet connection and a secure way to connecting to the system.  Once connected the VoIP extension should appear and function as any of the local extension devices.
  • Call Out/External. This feature allows the admins or agent to provide a phone number to call the agent.  This mode can work for both Off-Hook and On-Hook.  With On-Hook one does need to consider the delay to ring an outside phone, as sometimes this will add a second or two before the agent will hear the ringing and answer the call.
  • Call In. This feature would use a DID and IVR which the agent would call into and once they entered the authentication info a valid nailup would be established.  This mode works for Off-Hook as the agent is the person to initiate the connection and needs to keep this connection up while they are working.