Help Desk Software-Customer Support Software
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Help Desk Software Saves the Day!

Win with Help Desk SoftwareAbout a month ago I got a call from a client overseas.  They were having issues keeping track of a flood of calls that they were getting from remote users.  They had been tracking the clients in the past using emails and an Excel spreadsheet.  Thus every time they would receive a call or email, they would copy and paste the email from Outlook over to Excel, or write the info from the call into the Excel spreadsheet that they had been using for several years.  Problem was, they had to update the spreadsheet on a regular basis, and invariably they would miss tickets by not pasting the correct cells, or some of the help desk ticket calls would disappear when they pasted from one place to the other.  After a short overview of Cynergy’s ticketing system, the prospect was able to see how easy it was to log a ticket in Cynergy, and keep track of it on the user dashboard.

Help Desk Software to the Rescue!

And, the client was able to see where tickets could be ordered in any way they wanted as well as escalated from one service level to the other.   In addition, the client was able to see their customer’s information on the same screen without changing to their spreadsheet or CRM system.  Thus callbacks were much easier and more orderly.

Then yesterday, the same customer called us for some additional training on our project management system.  They had been using another Excel spreadsheet for keeping track of projects and their Outlook for scheduling those projects.  After a short training session, the client was ecstatic about some of the features they learned about, as well as a much deeper understanding of how the project manager could actually save them valuable time without having to call each other on collaborative issues.

Thus, another satisfied customer!  But more importantly, we saved them time, and made their job easier.  Now that’s what I call a Win/Win situation!

Help Desk Software

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There are 5 distinct ways that Help Desk Software can improve your business in 2010

1.  Help Desk Software will give you a way to keep track of tickets that you have posted for a client or customer.  These tickets can be escalated automatically so nothing falls through the cracks.  They can also be monitored so that anytime a change takes place, the ticket owner can be notified of the change.

2.  Help Desk Software can also contain a calendar that allows the user to schedule installs, moves, adds, changes, just about any event that takes place can be scheduled and tracked.  These scheduled events can also be alarm coded to notify people prior to the event so they don’t lose the date or schedule of the event.  This also allows management to view all of the users and their status on any given day.

3.  Trouble Ticket Software systems generally contain a KnowledgeBase module that can help the agent solve issues.  The knowledge center or knowledge library can also give the agent a resource for getting to resolutions in a short amount of time.  Some of these modules will even allow end users to submit tickets to their portal, or use email to submit trouble tickets in an efficient manner.

4.  No Help Desk Software would be complete without a robust CRM (customer relationship management) or Contact Management system.  Generally this system will give you multiple addresses for contacts, companies, jobsites or divisions, as well as places for additional phone numbers, notes, and user defined fields to further describe the contact or client company.

5.  Imagine being able to see a listing of ALL of the customer service issues within your organization that are outstanding, along with the status, user assignment, and estimated time of resolution.  These helpful dashboards are a great way to allow owners and managers to be able to keep track of their help desk tickets, and improve their business.

Help Desk Software does not have to be expensive.  There are many affordable systems available today.  Just make sure that you choose one that is easy for your agents to learn and use, and one that you can grow into.  Because as you improve your customer service, you are going to improve your business.

Help Desk Software: 3 Humorous Things to Think About

Help Desk Software: 3 Humorous Things to Think About

If you are a Help Desk Agent, you have spent many hours waiting on the next phone call or e-mail and many more hours chasing down answers to customers’ concerns. What do you do during those idle hours? Have you got any really good or really funny thoughts or activities in which you engage?

Let’s take a look at three things help desk agents think about during their idle hours:

1. What does the customer look like? It is true the “customer” is probably a company in many cases, but the person who calls or e-mails is a real live person. What does that person look like? What is his role in the company? One great way to answer those questions is to start imagining Dilbert comic strip characters like dorky Dilbert, air-head Alice, awful Asok, elevated Ellen, or the diligent Dog. Check them out.

2. How am I supposed to get everything done that is expected of me? This one is a little like the recent For Better or For Worse comic strip. The kids and mom are Christmas shopping and see a Santa at the mall, one ringing a bell for the Salvation Army on the street corner, etc. One child looks at Mom and asks, “Mom, how come there are so many Santas?” Mom says, “maybe they’re all Santa Claus?” and the boy wonders, “Is that possible?” to which the Mom replies, “The job of being a Santa is pretty special . . . it’s just like the job of being a Mom. Everyone expects you to do everything and be everywhere at the same time!”

3. How could they break our product like that?! What did they do to it? Perhaps the thoughts turn to The Nutcracker and the broken nutcracker! Must have a been a jealousy thing. From there the imaginations run wild! Check out the story.

Give us some ideas about humorous things you or your help desk agents think about.

Fast, Effective Help Desk Responses Build Loyalty and Revenue

Fast, Effective Help Desk Responses Build Loyalty and Revenue

Responding quickly and effectively to customers’ concerns builds loyalty to your brand. It is well documented that customers who experience problems with a company’s products or services to which the company responds promptly and effectively are even more satisfied with and loyal to the company than are customers who never experience a problem.

- Fast, effective responses show that your organization views its customers’ concerns as high priorities.

- Fast, effective responses eliminate (or greatly reduce) the time your customers spend worrying about or wondering whether their concerns will be addressed.

- Fast, effective responses eliminate or reduce the need for your customers to investigate alternative solutions or workarounds to address their concerns.

One of the most productive and highest-payoff applications of corporate resources is responding to feedback from profitable customers and addressing their concerns quickly. The moment a customer expresses dissatisfaction is the very moment at which an organization, through its response, can most influence customer retention, recurring revenues, and customer lifetime value. A satisfied customer will become loyal and will tell others; a dissatisfied customer will broadcast far and wide his dissatisfaction, driving business away.

Your help desk or customer management software is your first line of defense when a customer expresses a concern or his dissatisfaction. That software must immediately open a ticket (sometimes called a case) and notify the correct team or person to deal with the issue. It must also make it easy for that person or team to include other team members from across the organization without re-explaining the issue or what has previously been done. Therefore, real-time alerts and real-time collaboration are key elements to fast, effective responses.

Having a KnowedgeBased Software can certainly take a load off your customer support agents and make their job easier.  It will also give answers to your customers which can certainly increase their confidence in your willingness to deliver world class support customer service.

Your software must have escalation rules set up and must generate a deadline for resolution in order to keep the process moving quickly and smoothly to completion in a timely manner. It must provide quick and easy access to a well-structured knowledge base. By tracking who has done what (and when), your software will eliminate duplication of effort and streamline responses to the customer.

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

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.

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