Help Desk Software-Customer Support Software
405-516-2420 800-349-0527

Archive for Help Desk

Dagwood’s Help Desk Experience

Did you see the Blondie cartoon yesterday? If not, here is a brief synopsis:

Dagwood is shown at his desk with his computer blowing smoke and sporting a huge “ALERT” on the screen. Dagwood is on the phone saying, “Tech Support, I’m gonna stay calm, cool, and collected. This computer is driving me nuts!!

In the second frame, Dagwood is being told by a help desk agent, “Sorry, this is the help line for irate customers who are screaming their lungs out! Our cool, calm, and collected line is 1-888- . . . .”

In the last frame Dagwood is standing up and screaming, “ARE YOU KIDDING?!! The help desk agent is answering, “Attaboy! Much better! Now . . . what seems to be the problem?”

How many of us have felt that way? How many companies have customers who feel like that is how they get treated?

What is the solution to frustrated customers? How can we help our customers?

Try this 3-step process:

1. Purchase help desk software

2. Train help desk agents

3. Be proactive

What Does Your Help Desk Need?

What Does Your Help Desk Need?

It is obvious that a Help Desk needs to help customers. But what are some of the ways in which a Help Desk should be helping customers? And are there ways in which a Help Desk can actually help your company?

Let’s look at five ways a Help Desk should help customers:

1. A Help Desk should speed and coordinate responses to customer concerns.

2. A Help Desk should build the satisfaction and loyalty of all customers.

3. A Help Desk should be able to save the customers who are at risk of discontinuing to use your products or services.

4. A Help Desk should disseminate information across departments and collect responses from various departments to speed effective answers to customers and inform the correct departments of potential problems.

5. A Help Desk should use software that can aid in the above functions without adding a great deal of cost to the company.

Since the Help Desk will be saving customers and answering their concerns, that Help Desk will be adding the future value of those customers’ loyalty and continued use of the company’s products or services. This increases the overall customer lifetime value.

The Help Desk will also be gathering information for future use on customer likes and dislikes and on what does or does not work well about the products or services. This translates to significantly increased profitability through new or improved products or services or different marketing of those products or services.

Through that process and the record-keeping that accompanies it, the company can make improvements to its products and services and cash in on the value of long-term satisfied customers. The Help Desk, therefore, adds long-term profitability to the company.

3 Help Desk Solutions

There are any number of ways to Organize and run a help desk.  This blog post is for the existing helpdesk organization and is meant to give them 3 ideas to improve the environment of the service desk organization.

3 Ways to Improve Your Help Desk

1.  Are you surveying your customers at the end of each month?  Or just when business hits a low?

How happy are your customers really?  The only way to really find out is the call them.  If you have a thousand customers, sending out written or electronic surveys may possibly send up a few flares, but most customers don’t have time to sit and fill out a survey, and if they do, they don’t really give you enough details to allow you to improve your organization.  The only way that you are going to do that is to work at it each month.  Set aside 4 hours every other week to sit down and call your largest clients.  Just check in with them to see how things are going.  Look at the sales trends within your organization, if you have a customer that shows promise in the upward curve, make it a point to check in with them to see how you can improve their business.  Pay little attention to the bottom 50% of your customer sales report unless you can pick out one that is climbing the chart.  In most cases, the top 20-30% make up 80% of the sales anyway.  And I’m not saying to ignore the bottom 50% with mediocre customer service, I am simply saying that the top of the pyramid will give you better answers to improve your business.  Make the information and notes that you take away from these calls public for your staff.   I suggest that top management perform this tasks, and before you know it, it will have a trickle down effect to the rank and file.  And people will notice.

2.  Are you surveying your Company?  Or just listening to the squeaky wheels?

Your staff is a good barameter on your customer’s as well.  Have short but informative meetings with them as a group to discuss the last month’s customer service tickets and how the issue was resolved.  Also pay attention to how quickly the issue was resolved.  You don’t have to reward your people for giving good service.  Recognition is generally the best reward.

3.  Are you surveying your employees?

Surveying your employees is necessary if you are going to continue to deliver first class customer service.  Are your people happy in their jobs?  Do they have the tools necessary to be able to do their jobs correctly.  Are there particular customers that are making their jobs more difficult, and could these clients be shifted to other reps for efficiency?  Nothing can tarnish your customer support faster than a bad apple.  We strongly suggest that our clients record every phone call that takes place on the system.  By monitoring these calls on a frequent basis, you can determine the level of service that your customers are getting.  Just by having the recordings take place let’s your staff know that you are going to be checking in with them on a regular basis.

Black Friday: Put Your Business in the Black Now

Why is today called Black Friday? That’s simple. Retailers sell so much stuff the day after Thanksgiving that their businesses start running in the black instead of the red!

What about your business? Is it running in the black or in the red? What are you doing to put it into the black? Will it be operating in the black by the end of the year?

What will help your business operate in the black?
- Improved lead generation
- Better lead follow-up
- Improved customer care
- Efficient help desk
- Cost effective customer service

Customers are the heart of every business. It is imperative that you find, follow up and care for your customers.

Encourage your present customers to recommend your company. Ask for referrals you can follow up! Then follow up with helpful information and ask if you can call or e-mail again.

Ask present and prospective customers about their needs. Even if your company cannot fulfill their needs, find a company that can . . . and ask them to remember your company to their colleagues (and ask for a referral you can follow up).

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.

  • logo-allstate
  • logo-kbr
  • logo-avero
  • logo-browning
  • logo-sprint
  • logo-mainline
  • logo-ge
  • logo-jasco