Help Desk Software Customer Support Software

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Health Care We Can All Use

Are you as tired as I am of hearing about Obama-Care and Pelosi-Care and all the issues with the Health Care Bill? Of course, you are! But you are also worried about what will pass and what it will mean to you (and your parents and your children) in terms of taxes and items the government will cover.

But there is another area of health care you need to be concerned about – the care of the health of your customers and prospects! What are their needs and how are you responding? Whether you sell a product or a service, you must be concerned about your customers’ concerns.

Assume that same-old, same-old is not working effectively and look for more effective and efficient sales strategies. Try white papers and case studies to give away, use Twitter and Facebook, or try Pay-Per-Click on the internet.

Put yourself in the shoes of your customer or prospect. You need to ask some of them what keeps them awake at night. Find out their needs. Learn what is affecting their health and the health of their businesses. Think about how their problems can be solved by your company.

Speak to the needs of your customers and prospects. Don’t worry about flashing lists of features and benefits. Instead, tell them the value of your product or service. Explain how it solves the problem that is keeping them awake at night!

If your customers are not staying up at night worrying, their health will be better. If they are able to improve their businesses, the health of the businesses will be better. Therefore, you have the power to improve health care!

Help Desk Ticketing System Eliminates Wasted Time

Get rid of whiteboard with Cynergy SoftwareAs recently as 2002 Eastman Technologies was using a white board and a daily meeting to give assignments to their engineers and track their schedules and completed jobs.

By the time the engineers fought the morning rush hour traffic of Los Angeles, arrived at the office, obtained their customary doughnuts and coffee, greeted one another, and then got down to business, it would be 8:30 or 9:00 am. Then they had to attend a meeting for discussion and assignments of who was going where and when. Another hour was gone before they even got back on the road, headed for the customers’ sites.

“Watching all those overhead dollars go out the window was driving me crazy,” recalls Carol Spowart, President.

Eastman Technologies transformed the way the onsite engineers operate. Eastman Technologies customers log directly into the help desk ticketing system, answer a few quick questions, and give any other pertinent information. This generates a trouble ticket and initiates the assignment.

The job is assigned to an engineer and shows up on his personalized DashBoard® (on his computer) or BlackBerry® email system within minutes of the customer’s asking for help. The next morning (or even later that day) he drives straight to the customer’s jobsite. As soon as he completes the work for the customer, he can print off a ticket and request the client to sign off or he can collect the service fee on the spot.

From there, he reports the job complete and proceeds to the next job assignment. Meanwhile, the dispatcher can keep track of where each engineer has been and is presently and when each job is completed. All scheduling is done in advance. Carol reports that “having Cynergy Help Desk has saved the cost of an extra engineer. The cost of that labor, vehicle, maintenance, and overhead represents at least $100,000 per year.”

Read more about Cynergy Help Desk

Single Help Desk Agent or Multiple Help Desk Agents?

I have a question for help desk supervisors: Is it better for a single person to handle an issue from beginning to full resolution or is it better to hand the client around to service agents that are best qualified to deal with the issue?

Here’s a little background as to why I am asking. I was recently in a meeting where one of the attendees was raving about how wonderful a particular company was. When asked why he thought the company was so great, his reply was, “No matter what I call to ask or I need help with, the person who picks up my phone call (in two rings or less – Always) is able to solve my issue and stays with me until it is solved.” This person works a one-man answer station for a small company, so he added, “That takes a tremendous amount of cross-training.”

Another person in the meeting piped up with, “I worked for a company that sold that kind of help desk agent as a ‘premium service’ and charge almost double what we charged for the normal help desk agent. For our company, each help desk agent had an area of expertise and when someone called with an issue, they were transferred to the agent that specialized in that situation — unless the company upgraded to the premium service which entailed much more training for each agent.”

So, what do you think? What does your company do? What would you like to do in an ideal setting?

Help Desk Transformation Part 3: Proactive Aftersales Service

For anyone selling industrial machinery, expensive or high-end consumer electronics, transportation equipment, or utilites, the most important question to answer is that uptime will be maximized and field service is quick and efficient. For that reason, companies in these industries often have extensive and expensive field service operations which ensure a high level of customer satisfaction.

Your help desk may be part of the hub, or integrated service network, that the embedded software reports to. By reporting to the hub, it can trigger a trouble ticket as needed and start the process of getting a service rep to the piece of equipment in record time.

What is Proactive Aftersales Service?

In proactive aftersales service the products of the aforementioned industries contain software, much of it being embedded in the product. The embedded software communicates with the integrated service network, or hub, of the manufacturer. This communication is often switched “on” all of the time the piece of equipment is running or it is “on” when the piece of equipment is “off.” Diagnostics can be run, updates can be downloaded and installed, and the amount of time the equipment is in use can be tracked. The hub can learn diagnostic results, anticipate and prevent incidents, log incidents and upload a repair or send a technician, and track data for billing.

What is the driving force behind Proactive Aftersales Service?

One of the biggest forces driving proactive aftersales service is the reduction of downtime. Secondly, the reduction of repair and updating costs – both in downtime and in cost of a service team. Improved compliance becomes another factor. And the great improvement in customer satisfaction is a major reason for using proactive aftersales service.

What are the advantages of Proactive Aftersales Service?

The advantages of proactive aftersales service are improved customer satisfaction, decreased machinery downtime, improved product functionality, reduced costs of repairs and updates, and great feedback to manufacturing companies to improve product reliability and development.

Help Desk Transformation Part 2: Integrated Service Networks

Integrated Service Networks will become one of the service platforms that will be essential to companies of the Twenty-First Century. By integrating your service network now, you will be able to generate new growth in the coming months and years.

An integrated service network does not eliminate a help desk; it works hand-in-hand with the help desk. It also reduces the amount of time that help desk agents must spend solving repetitive issues or assigning trouble tickets for routine maintenance.


What are Integrated Service Networks?

With Integrated Service Networks, service hubs send software updates to the product itself. This facilitates remote management and the use of automatic triggers to schedule service based on equipment breakdown forecasts. Obviously, this type of technology works best when specific software is embedded in the product before it is sold (preferably during its manufacture). This reduces the cost of field service through the reduction of field service reps and the reduction of down time. It also eliminates a great deal of boredom from help desk issue resolution.

What is the driving force behind creating Virtual Service Networks?

Cost reduction, the need for little to no downtime, and the enhancement of customer satisfaction are the driving forces behind virtual service networks. Industries in which products are highly complex or technical stand to benefit. Automotive, high tech, and medical equipment industries have been quick to start adapting to integrated service networks.


What are the advantages of Virtual Service Networks?

Customers are highly satisfied because they don’t have to have downtime with breakdowns and repairs and updates. Customers are even happier with not having to pay for service calls. The design and manufacturing companies are happy because they get feedback which helps them improve the product and develop new products.

Help Desk Transformation: The Integrated Virtual Call Center

During a down economy is an excellent time to look at transforming your help desk (or service desk, or call desk) to a more efficient model. Trade in your clunker call center for a sleek new model! In the next few blog entries, you will learn some ways to do just that. By transforming your help desk, you will transform customer service which will position you to greatly increase your business.

What is an Integrated Virtual Call Center?

An integrated virtual call center consists of call center reps, home-based agents, field service engineers, and many others who may or may not sit within a given geographic location. These people are connected to one another, as needed, via cell phones and the Internet. They may be contacted directly by customers. They may also receive notification of incidents via cell phones or the Internet.

What is the driving force behind creation of a Virtual Call Center?

Virtual Call Centers are being created because there is a shortage of qualified people in a geographic location. They are also created due to the need to consolidate and integrate management and processes and cut costs. Leveraging costs from one area to another is a factor. They are also being driven by the desire of customers to have companies develop Internet-based communities. And they are being driven by social media and customers talking about service or lack thereof in the social media.

What are the advantages of a Virtual Call Center?

Companies are able to overcome talent constraints and improve employee retention by allowing people to live and work where they want and by tapping into talent that is not all located in the same geographic locale. Companies can receive information through chat, traditional and mobile phones, social media, and e-mail. Companies are able to leverage the information they receive via a number of channels. Companies can respond in a personalized fashion to customers. Enhanced service can be delivered more cost-effectively.

Help Desk Software: Measuring Helpdesk Performance

Monitoring your help desk and the help desk software to understand the effectiveness of the services provided is called performance measurement. Performance measurement is done using metrics which are quantitative measures of performance that are gathered from customer satisfaction surveys, problem management tracking systems, automated call distribution systems, and call monitoring.

Common Help Desk Metrics include such things as the number of calls received and accepted during a particular amount of time, the amount of time a client holds, answer times of the calls, the amount of time taken to resolve the issue, and the percent of clients who hang up before being served. Other metrics can include the time an agent spends logged into the support system, the time spent in tasks, and the number of calls taken and resolved by a representative.

Your help desk software can help with measuring the following:

- Wait time in queue – Some helpdesk doftware will inform the caller of estimated wait time.

- Average handling time – This is both how long the agent and client talked and how long the agent took to finish resolving and reporting the issue.

- Service level – This is a percentage of calls answered within a specific amount of time.

- Calls per hour – The number of calls an agent takes in a hour.

- Calls abandoned – Calls are most frequently abandoned by clients when the wait time is long or the call center is experiencing a high volume of calls.

Customer Service through a Personalized Help Desk Builds Business

Have you ever gotten a coupon to your favorite store? We all have. There’s a good reason for that. Those companies know that their existing customers are the best – and most profitable – customers they’ll ever have. So it’s not surprising that they work hard to keep these customers happy and coming back again and again.

The same concept holds true for your business. While you don’t want to ignore potential customers, you’ll find that when you pay a little more attention to the customers you already have, it will really pay off – in increased sales and profits for your business. The following 8 practical strategies will get you started.

1 – Understand your customers

Put yourself in your customers’ shoes. Start listening to your customers and asking questions, and you’ll learn a lot – fast.

2 – Make their first contact with your company a fabulous experience

Connect with the customer on a personal level. Empathize with them. If they are calling with a problem, find a solution as quickly and efficiently as possible. And be courteous and respectful.

3 – Be professional in everything you do

Treat your customers in a businesslike manner. Be meticulous about meeting deadlines and keeping appointments. Always provide the materials or information you promised – complete, and on time. And remember to thank your customers.

4 – Ask for another sale

When liquid shampoo first came out, it gave consumers a convenient and easy way to wash their hair. “Lather and rinse,” the label said. But shampoo sales really took off when just one word was added. Your shampoo bottle now says, “Lather, rinse, and repeat if desired.” Repeat sales can revolutionize your business, too. Be bold. Ask satisfied customers to refer their colleagues. Ask them what other needs they have. The key here is to ask for the sale.

5 – Upgrade your customers

Another way to increase your income is to upgrade your customers to a more profitable product (“deluxe” shampoo for color treated hair, for example). It’s really pretty easy, once you get the hang of it. If you sell a product that has add-on modules, see which module they would purchase next and how they would use it.

6 – Cross-sell your customers

Cross-selling is simply selling your customers something different from – but related to – what they’re already buying. Think back to the shampoo example. Wouldn’t it be relatively easy to cross-sell hair conditioner to someone who already uses shampoo? A fruit and vegetable vendor might be able to sell his customers a bouquet of fresh flowers. Now take a look at your own business and see what related products you might sell your current customers.

7 – Let your customers get to know your company and your products

It makes good business sense to find ways to share your products and processes with current customers. You might invite them to an informal demo – it can be online. Give them a free trial period of a new product or process – with support. Educate them as to what else you do or sell and how it works through informational e-mails, blogs, white papers, and case studies.

8 – Build strong, ongoing relationships with your customers

Find connections with the people who are your customers – not just their businesses. Learn who they are and why they do what they do. Get to know likes and dislikes, hobbies, family members and their activities. Give them a feeling of being known and understood by asking about those things or referencing them in e-mails or building a campaign around a hobby many of your customers share.

Help Desks: Customer Expectations of Your Help Desk

Is it possible to have an efficient help desk and still meet customer expectations? Have you ever made a help desk call and gotten: “please press 1 for customer service. Please
press 3 to enter your language. Please wait. We appreciate your call. All our lines are busy. We’ll be with you shortly.”

Help Desk Focus: Customers

If a company is solely focused on cutting costs, it will more than likely outsource or offshore its help desk functions. What does that do for the customer? It alienates the customer because the customer cannot understand the help desk agent and does not get the help he/she needs. A once-loyal customer becomes an ex-customer.

Do you know what customers expect? What do you expect when you need a help desk?

  • Convenience
  • Reliability
  • Speedy response time
  • Full resolution of the issue
  • Courtesy

Help Desk Features: Convenience and Reliability

Put yourself in the place of your customers. Think about how convenient it is for them to get the help they need. The buzz word today is ‘channels’ but the truth of the matter is that the more ways (channels) a customer can find help, the more likely he is to get his problem resolved or his questions answered in a reasonable amount of time. Today people don’t always expect to talk with someone, especially if they have a question or problem after business hours. However, they do expect your company to have a presence on the internet and to have customer service available through a database or list of most frequently asked questions (FAQ), a forum, or a live chat service – or a combination. And being able to submit a ‘trouble ticket’ that details their problem and requests assistance is Standard Operating Procedure (SOP).

Reliability relates to how well those channels work to solve the customer’s problem. If he or a friend had found the information they needed on your FAQ at a previous time, they will feel that your FAQ is reliable and use that channel again. They will also feel that if they don’t find their particular problem in the FAQ that it is not a frequent problem, but that they can expect help in one of the other methods.

Help Desk Agents: Courteous as they Speedily Resolve the Issue Completely

Reliability also refers to the help desk agents who deal with the issue through chat, a forum, a telephone call, or a trouble ticket. Your customers should be able to rely on the help desk agents to be courteous to them. That means that their attitudes should not be condescending (no 20-somethings calling everyone “honey”), they should speak and understand English well, and they should be polite even if the caller is upset. Your customers should also be able to rely on your help desk agents to be able to resolve an issue completely and to do it as speedily as possible. Granted, not every help desk agent will know the answer to every question, but they should be able to find the answers to at least 80% of the questions quickly from a database and they should be able to refer the question to the person who can answer it. Customers should not get a ‘run-around’ or after to play ‘phone tag’ for days or weeks to resolve an issue.

Help Desk Database: An Aid to Customers and to Help Desk Agents

You may have noticed that the customer should be able to access a database of issues and their resolutions. If you do not have such a database in place, perhaps you need to upgrade your software to include such a database. Help Desk Agents should also be able to access a knowledge base in order to help customers. Evaluate your knowledge base to make sure it is quick to access and contains as many possible scenarios as possible. Update it often. Question your agents to make sure it is helpful and to see what needs to be added or changed to make it more responsive or more complete.

Save the Hassles

Avoid traffic hassles by using web based help desk software

Avoid traffic hassles by using web based help desk software

“By the time the engineers fought the morning rush hour traffic, arrived at the office, obtained their customary doughnuts and coffee, greeted one another, and then got down to business, it would be 8:30 or 9:00 am. Then they had to attend a meeting for discussion and assignments of who was going where and when. Another hour was gone before they even got back on the road, headed for the customers’ sites.” Does this sound familiar to you? Are you seeing overhead dollars go out the door?

What can you do? Maybe one person could log on and see all the help desk ticketing and then call all the engineers and tell them which direction to go for their first site. But then that person would also have to map out the whole day for each engineer and try to do it in such a way that engineers would not be criss-crossing each others’ paths throughout the day. What a headache!

Instead, why not simply have engineers log onto the company’s web based help desk software from home? Let the software tell them where to go all day long. Using a laptop computer or Blackberry(r) each engineer can quickly see the help desk ticket along with driving instructions and can respond online to state how he fixed the problem. The ticket can be printed for the customer to sign off.

And, if someone in the office needs to know where an engineer is or has been, all he or she has to do is log onto the web based help desk software to find out.

Your customers will be happier too. They can generate those help tickets from their phone or computer and later log on to a web site to see when to expect the engineer to arrive. It’s quick. It’s simple. And it’s always available.

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