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11Oct/180

The leap from PBX ACD to CCaaS?

A long time ago, I wrote a book called Call Centers Made Easy. It was an attempt to help small businesses realize that they had a call-center inside their company, in the form of their sales team, their service department, IT department, or Human Resources. The book taught that modern PBX phone systems could give them access to the tools large call centers used to manage interactions between customers and staff more efficiently. The book is outdated but the premise is still valid.

Last week, I met with a client with an HR staff of fifty servicing a national workforce using basic PBX ACD functionality and reporting. The goal was to help find ways modern contact-center systems could improve their staff's workflow and, more importantly, help them serve their customers (the company's employees) more efficiently.

The meeting challenged us to lay out clear gains for the business to move from a PBX technology frozen at it's latest release to a provider delivering under the CCaaS model.

So what are the gains? Do we just rattle off a checklist of features that our CCaaS provider partners offer? Or can we frame the discussion in terms that help a business realize their mission-oriented goals of improving department efficiency, enable them to give better client service, and provide them the kind of analytics that help them make smarter decisions is service of the mission?

Here's the case we made. What do you think? What did we miss? What are the other wins for a customer in this same position? And if you are customer with the same challenge, can City Communications help you solve it?

The potential gains for a business moving from PBX-based call-center technology to CCaaS:

  • Improved efficiency for the staff. Today's contact-center systems offer new call-routing and agent-grouping methodologies. You'll be able to design workflows to help your team manage more interactions with finer analytics. You can add the ability for your agents to handle department-bound email, chat sessions, text messages and other digital interactions. Which will improve your staff's work experience and your ability to establish policies and processes for how you're handling contact with your clients.
  • A better experience for your customers. The goal with any new system is to find ways to reduce friction for your clients and help you to meet clients where they live (increasingly on mobile devices). Allowing you to offer text messaging, mobile-app integration, and chat capability means clients get better access to your department. Interactive Voice Response and integration to your back-office systems could allow you to open up self-help options so employees can get questions answered outside normal hours and offload some calls and messages. Automatic callback and other outbound-calling services allow clients to connect with you at the best times for them (and help you manage busy times more efficiently).
  • Analytics that improve service. By integrating all contact types into one system, you'll be able to improve (and demonstrate the improvement of) service levels. You'll get granular, cradle-to-grave data on how well you're servicing your clients (how often they call, email, chat or text with you). If we can integrate to your current CRM, the systems should be able to share information (contact records and notes posted to the CRM, the analytics being able to reference ticket information to contacts).
  • Future-proof investment. Cloud-based systems are services you subscribe to, not products that you buy. Your expense is limited to the subscription cost. No capital outlay. No annual maintenance. No upgrade or expansion charges every year or two. Every company we partner with that provides this kind of service maintains you at their latest release and offers new features as they come online as part of the service.

Originally posted on LinkedIn in October, 2017

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