by Kathleen Schroeder on September 4th, 2014
Because of escalating healthcare costs and the need to decrease medical errors while improving quality, many providers are looking for ways to make the delivery of healthcare services more efficient. One strategy might be found in an unlikely source of inspiration – the same assembly line approach that also originally inspired Henry Ford’s automotive manufacturing.
The concept is LEAN, or Lean Production, a Japanese approach employed by Toyota Production System and that can also be used to help health systems eliminate waste from their current workflows.
There are actually several potential areas of inefficiency where LEAN can be applied to a healthcare contact center:
- Transport: Transportation takes time. A traffic jam or inclement weather can keep your staff away from their scheduled shift. Work at home for some agents can help eliminate time spent on the road and increase time available for patient calls. Work-at-home environments allow agents to log-in immediately and avoid increased abandonment rates. Decreasing the amount of time an agent has to travel leads to optimal staffing – work-at-home agents are more willing to pick up split shifts and cover shifts during another agent’s absence.
- Inventory: An excess of resources impacts the bottom line, while too few resources impact production! In a healthcare contact center, inventory is a great parallel to staffing and forecasting. Overstaffing and understaffing are very real problems within contact centers unless health systems have a viable work force management system.
- Motion: Unnecessary movement to accomplish a task is wasteful. When your staff has questions or concerns and can’t effortlessly reach out to other co-workers, subject matter experts or knowledge bases for help, average handle time dramatically increases. Your staff would benefit from having the capability to instant message team leaders and clinical personnel or, in a few simple key strokes, access the information they need to respond to the patent’s request.
- Waiting: Any time spent waiting for a service is perceived as an inconvenience by a customer. Patients are no different; in fact, the severity of their condition may significantly decrease their willingness to wait. Having the ability to measure the speed of answer and the abandonment rate allows leaders within the contact center to adjust the staffing or key performance indicators.
- Overproduction: This kind of waste is defined as the creation of excess product. In a healthcare contact center setting, overproduction often occurs when patients are asked unnecessary or repetitive questions. Agents exert additional effort to capture information that is not clinically or financially relevant. Standardized work flows go a long way to streamline patient encounters and decrease overproduction.
- Over-processing: Over-processing often occurs when unnecessary steps are added to patient facing processes that do not add value. When applied to a healthcare contact center setting, multiple patient transfers can be dubbed as over-processing. With an ACD, proper skill based routing cannot occur successfully. Patients are asked non value-added questions prior to their transfer to another staff member or clinician. An automated phone tree can also decrease over-processing by decreasing average handle time and allowing for workgroups with specialized skill sets, to focus on the value-added service they can provide their patients.
- Defects: This word needs no definition and has added gravity in the healthcare industry. Miss-scheduled appointments, bad triage encounters or, an erroneous bill can all have a terrible impact on a patient and their overall experience. Creating a knowledge base along with quality assurance and quality management can eradicate these errors. A good call recording and analytics program can aid in the development and automation of the quality assurance initiative.
A contact center in the healthcare industry has many parallels with LEAN ideology. Linking the technology and the processes to this ideology will create a culture that focuses on high performance and efficiency and ultimately superior patient experiences. Let Aspect Healthcare and Healthcare Intelligence show you how to make LEAN a reality for your health system.
Aren’t your patients worth it?
by Rebecca Anderson on September 2nd, 2014
Contact centers have been using workforce optimization (WFO) technology for as long as disco, Microsoft, and SNL have been around to make sure that the right agents are in the right places at the right time. While WFO technology has become more sophisticated and accurate, contact centers have been slow to reap the benefits of it.
In conjunction with ICMI, Aspect surveyed 417 contact center leaders in 2014 on their thoughts and experiences with workforce optimization technology and it’s clear there is room for improvement. The most alarming findings were:
- Only 12% said that their workforce management software was accurate in predicting staffing levels
- 44% do not have back office staff managed with WFO tools that are as effective as the contact center tools
- 50% don’t use speech or text analytics
So how do you know whether a more advanced workforce optimization system can help your contact center run more efficiently, achieve higher customer satisfaction, increase agent engagement, and create an overall better experience?
Take a look at the report from ICMI and Aspect to find out how you can enhance your WFO system to ensure the best customer experience, a high productivity workforce and better agent morale!
by Michael Kropidlowski on August 28th, 2014
In an era where consumers look at many products and services without distinction, high-touch customer service is being viewed by many companies as a way to differentiate themselves from their competition. But providing a consistent omni-channel customer experience, where consumers can start a conversation on one channel and continue it on another right where they left off doesn’t have to be complicated.
The hardest question for many contact centers to answer is what return are they getting for their investment? Taking into consideration such things as capital costs, implementation and operational costs in addition to the day-to-day costs of staff management, solution maintenance and agent training, it can be hard to answer the CFO when he or she asks you if the money was well spent.
The newly announced Aspect Unified IP 7.3 release brings a host of money saving features that can make that conversation go a little easier. For starters, UIP 7.3 brings additional user flexibility and efficiencies to inbound contact handling which minimizes customer time and effort and makes it easier for agents to engage them. And since this makes each engagement faster and more efficient, agents can take more calls in less time. Other cost of ownership highlights include:
- Deployment flexibility that includes on-premises with Managed Services, hosted, or hybrid in Aspect managed data centers to reduce cost and complexity
- A Unified Media Server helps deliver superior scale, flexibility and manageability with 2X increased agent and channel density
- Expanded VM/database consolidation, VDI support which reduces TCO with up to 40% server reduction over previous releases
- Simplified deployment profiles to streamline implementation
Want to see more information on Aspect flagship contact center solution? Check out our resource page.
by Michael Kropidlowski on August 26th, 2014
Nearly everyone today thinks about the explosion and proliferation of mobile device use and how it has brought with it greater consumer convenience, entertainment or safety as a good thing. Everyone but contact centers. Today 55% of households can only be contacted via a wireless device which makes life difficult and complicated for contact centers trying to connect with their customers. The Telephone Consumer Protection Act (TCPA) has strict regulations about contacting consumers’ mobile devices so sending a reminder, delivering an important notification or collecting a debt without explicit consent for mobile phone communication could result in big fines. TCPA violations cost businesses hundreds of thousands – even millions of dollars a year. And these fines are becoming more frequent, the beginning of 2014 alone saw a 30 percent increase in TCPA filings.
To avoid this, some companies have reverted to having agents make manual calls. Aside from the fact that this approach takes an organization backward from a technology standpoint, it’s inefficient and opens to the door for other compliance violations such as those enforced by the Consumer Financial Protection Bureau (CFPB). In light of all this, contact centers executing any outbound processes have to have a strategy and solution to manage wireless contacts that both keep them in compliance AND maximizes, not minimizes agent productivity. To achieve this, it’s critical that outbound operations:
- Understand the best way to contact customers on their wireless devices
- Know that it’s not just a telemarketer issue
- Learn how to engage customers in an efficient, profitable and compliant way
There are better options than simply throwing up your hands, turning back the clock and returning to the days of manual dialing. A few key components of a TCPA compliant solution include:
- Licensed option for no auto dialing and no auto message for contacting wireless phones
- Track and Control number type (e.g. wireless) and consent on a per customer record /phone position basis
- Track and Control attempts across multiple accounts
A good outbound call strategy can eliminate the need to choose between over complying with reduced profitability or under complying while risking significant legal and financial exposure. Aspect works with hundreds of companies to help them understand TCPA, the implications on their business and how they can be more effective with their outbound calling strategies while staying in compliance.
Learn more about keeping your contact center profitable and compliant with the new Aspect Unified IP 7.3.
by Maddy Hubbard on August 6th, 2014
Last year, over 30% of businesses had already implemented Cloud-based contact center solutions, and another 30% now have current budgets in place to begin taking advantage of the many benefits offered by Cloud technology.
Research conducted by International Customer Management Institute (ICMI) highlights both the challenges contact centers face and the specific benefits that can be achieved by moving key functions to the Cloud. Greater simplicity, integration, agility, insight and security are all possible with a lightweight, scalable Cloud solution like Aspect’s Zipwire – one that’s designed to meet the unique challenges facing today’s contact centers and agents.
Check out the infographic below, and discover the many ways your contact center could benefit from a simple, Cloud-based offering like Aspect’s Zipwire solution.
by Christine OBrien on July 28th, 2014
At Call Center Conference Week, Super Agent Erica reported in person where we had the chance to catch up with many of the attendees and have some great conversations about what goes into creating and delivering a remarkable customer experience. Some of of the things we wanted to know included:
What IS the ultimate customer experience?
What is one channel or function you’re looking to add to your call center?
What kind of “superhero” would it take to swoop in and save the day at your call center?
And let’s not forget: “Show me your dissatisfied customer face!”
Everyone we spoke with not only delivered some really entertaining facial expressions, but they also had insightful answers and ideas about trends in the contact center space. Many thanks to all who stopped by to say hi to Erica and all of us with Aspect. We loved seeing you!
by Maddy Hubbard on July 10th, 2014
Cloud technologies are finding their way into every aspect of the business and the contact center is no exception. According to a new infographic and research by ICMI, 30 percent of contact centers have budgeted for a move to cloud technology in 2014. And that is on top of the contact centers already using cloud-based contact center applications.
Despite the statistics on adoption and growth, many companies are still hesitant to move their contact center off premises. Other companies are realizing significant competitive advantage by putting some – or all – of their call center in the cloud. No longer simply about saving money and avoiding capital expense, the cloud has become an important strategic consideration for businesses of all types and sizes.
Following are four ways cloud solutions are impacting the contact center – and bottom line business results:
1. Keep up with rapid change and improve the customer experience.
Consumer communication preferences continue to evolve and their expectations for fast, convenient and knowledgeable service are higher than ever. No longer do you need to be a big enterprise with a huge IT department and extensive infrastructure to afford to deliver great customer service. A recent Aberdeen Group study found that 45 percent of respondents cited improved customer experience as the largest driver in choosing a cloud-based deployment. For starters, a cloud contact center makes it easier to adopt new self-service and agent-assisted interaction channels like social, chat, two-way SMS and mobile web – giving your customers anytime, anywhere omni-channel access. The cloud also significantly eases outbound proactive engagement such as notifications, reminders and surveys. Equally important, a cloud contact center equips your representatives with advanced agent desktop tools and streamlined access to centralized data to effectively and quickly handle customer requests.
2. Adopt the latest technology and deploy new services faster.
The cloud provides immediate access to new functionality as it is available – without expensive, time-consuming upgrades. It also enables you to deploy new cloud applications in days rather than weeks or months – freeing you from the underlying details to focus on innovation. Finally, the cloud gives you access to modern systems that significantly ease changes, such as updates to network announcements, call menus and routing, and provides the agility and performance needed to quickly take advantage of opportunities, support new marketing campaigns and deliver targeted messages around product launches and promotions.
3. Improve disaster recovery.
Gartner estimates that only 35 percent of SMBs have a comprehensive disaster recovery plan in place. In a benchmark survey by the Disaster Recovery Preparedness Council, one in four respondents said that they had lost most or all of a datacenter for hours or even days with losses ranging from a few thousand dollars to millions of dollars. The business case for disaster recovery in the cloud is easy. Providers enable seamless failover of operations and web-based agent and supervisor desktops that enable your team to log in from anywhere, even if your primary site is inaccessible. Many even offer a 100 percent uptime guarantee SLA. The same strategies can be used to provide instant failover in support of unexpected and seasonal bursts in traffic.
4. Enhance security and better protect sensitive customer data.
Cloud providers offer advanced technologies and expertise to secure systems and isolate and safeguard data. Rarely do small and medium sized businesses have staff dedicated to security technologies, policies and training – and companies of all sizes feel the cost and resource impact of keeping up with standards and certifications. Compliance with the Payment Card Industry Data Security Standard (PCI DSS) alone can cost hundreds of thousands of dollars. We’ve all seen the high-profile data theft and loss stories on the news. Cloud providers can help you more easily prevent data theft and loss.
Want to try it out? Get your contact center going in the cloud in just minutes! Sign up for a free 30-day Zipwire trial.
by Spence Mallder, SVP, GM Workforce Optimization, CTO on July 2nd, 2014
Improving the customer experience has long been the siren’s call of industry analysts and B2C enterprises, but when out of the spotlight, most would have admitted that driving new revenue, cost reduction and risk avoidance were their primary objectives. However a new day is dawning. A recent Aberdeen Group survey regarding workforce optimization (WFO) programs shows that for the first time, the quality of customer interactions really is more important than agent productivity — and by a substantial margin. In the two short years between 2012 and 2014, the surveyed businesses became almost twice as likely to rank quality of customer interactions as the number one priority driving contact center WFO programs. The commoditization of products and services in many industries has left customer service as the only real differentiator, and the implicit threat of posts about negative experiences propagating through social media channels gives the consumer much more power and commands much more attention than ever before.
Workforce optimization has long been largely an automated overseer of contact center policies on agent performance, quality monitoring, actual vs. planned staffing and adherence to intraday schedules. The primary goal of traditional WFO has been to minimize labor costs while maintaining a targeted level of service. We need to start thinking about WFO from a new vantage point. How can we use the rich portfolio of tools in a robust WFO offering, such as Aspect’s Workforce Optimization 8.0 solution, to ensure remarkable customer experiences? Here are some ways that Aspect is already putting it into play:
- Fix the agent WFO experience: There is a direct and incontrovertible relationship between the quality of your customer’s experience and happiness of your agents. Your WFO system is in many ways representative of your internal brand and can be a powerful enabler or a huge frustration for agents. Aspect recently released a highly simplified and intuitive user interface in its WFO 8.0 solution. Agents love it, and it is changing the very culture of contact centers where it is installed. View this short video explaining this new user interface that is changing the face of workforce optimization.
- Extend front office WFO into the back office: Tarp Worldwide estimates that 60% of a customer’s satisfaction is attributable to the enterprise’s back office operations. Workforce management software can be easily extended from the front office to the back office with much improved labor and operational effectiveness.
- Implement automated intraday staff management: Although automated staff management is a fairly new concept for WFO, it is very powerful, since it can intelligently and rapidly adapt staffing to real-time call volume changes. One of the key benefits of this new technology is its ability to turn unproductive agent idle time into productive time that can be used for other tasks, such as proactive agent training resulting in much higher morale and better experiences for customers.
- Identify agent behaviors resulting in high customer satisfaction with speech analytics: Use speech analytics to rapidly understand agent behaviors, phraseology and call flow that result in high customer satisfaction ratings, and institutionalize them as best practices. When used properly, speech analytics is one of the most powerful tools available for improving the customer experience. Our white paper discusses what to look for in a robust speech analytics solution.
- Use performance management with tight integration to quality management: Many contact centers are not getting full value from their performance management solutions or are not using them at all. Customer satisfaction surveys from your quality management solution need to be accessible in a robust performance management system, so you can easily view agent performance data in many different ways to reveal new insights regarding how to achieve good customer experiences.
Of course, this is just a sampling of the many ways you can apply WFO technology to directly improve the customer experience. Expect to see more WFO innovations as the consumer becomes increasingly empowered, and the customer experience becomes by far the most important metric for contact center success.
by Christine OBrien on June 26th, 2014
I used to be one of those people who watched Lost every week, were you? In the office, coworkers tended to polarize into two groups: those who were hopelessly obsessed with analyzing the last episode’s clues and those who remained hopelessly out of the loop. There were also, of course, always a few people who labored under the delusion that they might one day “catch up” and be able to hold conversations with those of us who watched religiously.
It’s not that we wanted to exclude anyone. Often we’d even take a non-watcher in hand and try and explain why there might have been a polar bear on an island or what might have happened to Walt. But those conversations are hard to have when you’re painfully aware of how much information the other party is lacking.
In the contact center, failing to have the tools to interact with consumers on channels such as social media can leave your company out of your customers’ conversations. Today’s customers are active in the social sphere; they tweet about their new purchases, post about receiving poor service at a store, and write blogs about their opinions on everything from which restaurant has the best food to which car insurance offers the most value for their money. Yet numerous businesses still don’t have Twitter, Facebook, or other social media accounts. If your company helps people book vacation packages and someone tweets about looking for a hotel, wouldn’t you want to be part of that conversation?
For STD Multiopción (STD), their lack of a social media presence was making them feel left out of their customers’ conversations. When trying to meet the needs of their business process outsourcing (BPO), promotion management, contact center and e-commerce customers, they were limited in the channels they could use for communication. They knew they had the right protocols and agents to handle a social media addition to their contact center and were both nervous and excited to take the next step in expanding their channels. During their search for a unified, integrated solution which would enable them to manage multiple social media challenges within their contact center, they looked for a system that could handle a high volume of interactions, give them real-time updates, have training tools for agents and managers, and adhere to a Style Guide created for dealing with certain customer profiles.
When STD discovered Aspect Social, they knew they had found the perfect fit for their social media management needs. Aspect Social is a cloud-based solution which can manage numerous social media accounts through a single tool and gives agents the ability to directly interact with customers on their favorite social channels. The solution was also attractive to STD for its ability to manage communication volumes, its multi-channel capabilities, and its integration possibilities. Aspect Social fit well with the rest of STD’s tools, and they were excited to see the results of their new system.
STD was able to join the social sphere in a short period of time and begin interacting with their customers in an organized way that stayed true to their Style Guide. Since social media is a new outreach method for them, they are still learning how to best utilize their accounts but are very happy with their results thus far. STD is now using the information gained from their social interactions to improve their business and contact center operations. As the company continues to change in the coming years, they look forward to using Aspect Social to help them stay connected with their customers.
Are you feeling left out of your customers’ conversations? Consider using Aspect Social to manage your social media interactions, exceed your customers’ expectations, and provide excellent service via tweets, posts, and more!
by Tobias Goebel on June 18th, 2014
How many of your customers text your company’s 800-number expecting answers to questions or a callback? How many of your customers reply to your reminder and notification texts? Let me guess: you probably don’t know. You might even never have asked yourself the questions. If so, you’re ignoring a channel that has been around for over 20 years, works on old feature phones just as fine as on smartphones, and could prove to be the next big thing in customer care.
So why are you ignoring it? SMS has a lot more going on than you might think:
- It doesn’t need the latest smartphone, it works on old feature phones just as fine
- It’s inherently personal: cell phones are rarely shared
- SMS has your customer’s attention: studies show that 90% of texts are read within 3 minutes and reach the intended recipient!
- SMS conversations can be had wherever, are silent, and asynchronous in nature: they don’t require undivided attention, which is hard to get these days anyway
- It can start outbound, with a reminder or notification from you, or inbound, with an inquiry from your customer
- SMS is persistent: Dialogs are archived on a phone automatically, allowing the user to check back on things like confirmation numbers or other data otherwise hard to remember (addresses, names of medication, etc.).
SMS is a great way to start your own mobile customer experience journey. If you haven’t started it yet, Aspect offers various products and services to help you embrace this channel. Have a look at this SMS-driven customer experience example:
Aspect provides the following capabilities to achieve this experience:
- The Voxeo SMS Gateway provides the foundation with its integration into SMS aggregators and mobile carriers for worldwide SMS delivery and retrieval through a central API, to provision long codes globally, as well as short codes and SMS-enabled toll-free numbers in the US.
- Voxeo CXP, Aspect’s application lifecycle management suite with drag&drop support helps you build “Interactive Text Response” applications (think text-based IVR), or “virtual agents” on SMS, whether they are keyword-based or fully conversational in nature, using natural language understanding technology (multi-lingual, of course).
- Proactive Engagement Suite enables automated proactive outreach while ensuring compliance with regulations
- Advanced List Management lets you configure and manage contact lists for proactive outreach (whether it’s automated or agent-driven).
- SMS Hub, an extension of Aspect’s Unified IP contact center platform, lets your agents converse with customers over SMS, either triggered through an inbound or outbound message.
While Voxeo CXP helps you build and manage automated SMS conversations and learn from usage and trend reports to improve the system over time, SMS Hub for Unified IP makes sure your customers receive the human touch when they need it. SMS Hub helps route requests to the same agent who handled a customer before and it can also let customers choose (or the agent suggest) to continue a conversation on the voice channel. With SMS Hub, customers who start a conversation on web chat can even choose to continue on SMS if they have to leave the browser for whatever reason. Or maybe you build the solution such that the customer gets an SMS message if a chat ended prematurely. The possibilities are endless but the result creates a continuity of contact and a true omni-channel customer experience.