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  • Writer's pictureZag Global

10 Tips to Reduce Costs at Your Call Center

To stay ahead of the competition in the Business Process Outsourcing (BPO) market, call centers must find ways to constantly remain ahead of the curve without compromising the quality of services provided.

For companies that are critical and cost-effective, and want to stay in the race, it is their top-notch priority to lower the per-call cost by all means necessary. Moreover, it is essential to maintain the quality of service provided to customers while implementing strategies for lowering costs. It is also extremely important to optimize their resources and already existing strategies.

In this blog, we will be highlighting the strategies most call centers use to reduce their cost-effectively and efficiently.

10 tips to Reduce Costs at Your Call Center Effectively

It is crucial to anticipate the customers' thought processes and meet their expectations for making a long-lasting and durable impression on their minds. Call center outsourcing businesses can stay productive and remain competitive by maintaining cost efficiency. Following are the 10 steps to reduce the costs at your call center.

Live Chat Services

Call centers rely heavily on live chat services because they allow for instantaneous responses to customer inquiries. The introduction of live chat into call center operations has the potential to boost agents’ productivity by providing them with a comprehensive database of customer information from which they can provide more personalized service. Therefore, you can provide excellent service to customers despite having fewer customer service representatives.

Utilizing Digital Communication

Due to the proliferation of digital channels for customer interaction, companies must divide customer queries among employees. Better customer service can be provided to customers when businesses provide multiple ways for them to contact the company. In addition, it facilitates the study of consumer tendencies and actions, which is essential for developing specialized offerings. Digital channels of communication, on the other hand, have been shown to be more economically viable than traditional voice calls.

Investing in Self Service

One of the most effective ways to handle a high influx of calls from customers is through self-service. By directing customers to the FAQs for answers before they even have to call, you can cut down on cost savings. Many customers would rather attempt to find answers to their problems on their own rather than wait in line for assistance. Therefore, helpful self-service options such as how-to blogs, informative hold messages, eBooks, self-service, etc., will significantly reduce the inbound call volumes without compromising the quality of service.

Elevate First Call Resolution

Optimizing first-call resolution equips call center representatives with the skills and knowledge necessary to address significant customer issues, which significantly lowers the per-call costs. Additionally, it significantly lowers call volumes, operational costs, call costs, etc. First call resolution makes use of the call center software's integrity to give the agents a thorough understanding of the callers' history. As a result, skilled-based routing assists in directing calls to the most qualified agents for support.

Skill Based Routing

One of the most effective methods to boost customer satisfaction while reducing call costs is skill-based routing. It lessens the time it takes for customers to get the information they need by directing their calls to the relevant department immediately. This method of call distribution utilizes complex algorithms that take into account caller ID, geographic location, and other demographic details to place calls with agents who are best suited to handle them. Thus, both the agents and the callers benefit from skilled-based routing because it expedites the provision of high-quality customer service.

Call Back From Queue

One of the most popular features used by call center businesses to reduce call wait times is the ability to request a callback from the queue. Consequently, using call center software lowers the cost per call. According to research, nearly 72% of people say that when they call a company and their lines are busy, they request a callback from them. In addition to increasing customer satisfaction, it reduces caller wait times, which lowers the cost of trunk costs, telephony, etc.

Integrating Call Center Software

Every provider of customer support services needs call center software to keep track of the quality of incoming calls and the productivity of their agents. The ability to integrate various platforms, including live chat, Shopify, Magento, Salesforce, etc., is a feature of integrated call center software that enables agents to gather detailed information about customers before they enter the queue. It enhances the performance of customer care agents by enabling them to respond to customer inquiries with relevant answers in less time.

Call Monitoring

Call monitoring is a recognized method for gauging customer service agents' performance and call quality. To check the consistency and quality of calls, call center managers must adhere to call monitoring, which entails daily access to live calls. By doing this, you can preserve your representatives' high levels of efficiency and customer service. As a result, you can improve customer service while lowering contact center costs.

Work From Home

Working from home has many benefits for your team as well as lower operating costs. By simply cultivating work from home, you would need less money for rentals, utilities, office supplies, furniture, and even refreshments.

In the meantime, since they won't be wasting time traveling, your agents will be more motivated to work from the comfort of their homes or wherever else they prefer to work from and will be more likely to adhere to their work schedules.

Adherent to Schedule

The cost per call can be significantly decreased by improving scheduling and adherence to the schedule of a call center agent. Utilizing workforce management software, educating agents about the value of adherence, giving them regular feedback about their level of adherence, and rewarding the most devoted agents are some fundamental strategies for improving scheduling, adherence, and occupancy rates. Using these methods and tools to improve adherence and occupancy will also significantly lower call costs.

Managers of call centers frequently have the goal of lowering their per-call expenses in mind, but few have a firm grasp on how to accomplish this without compromising the quality of their services. Using the aforementioned 10 methods, you will be well on your way to lowering your call center's cost per call while simultaneously improving customer service.

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