Contact Center

Top 10 Tips for Monitoring the Quality of Call Center Emails

Abhishikha Chatterjee
October 20, 2023
6
 mins read

Last modified on

In today's era of rapid communication, emails have become an indispensable part of call center operations. 

As much as call quality management is paramount, the quality of emails is equally crucial.

Let's delve into the importance of email quality monitoring and explore some best practices.

Why is Call Center Email Quality Monitoring Necessary?

Call centers are the front line of communication for many businesses. As voice interactions have historically been the primary mode of communication, email has increasingly become an essential channel for addressing customer queries, complaints, and feedback.

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The importance of email quality monitoring in call centers cannot be overstated, and here's why:

  1. Customer Expectations: In today's digital age, customers expect quick, clear, and concise responses. Quality Monitoring ensures that the email communication meets or exceeds these expectations, enhancing customer satisfaction.
  1. Consistency and Standardization: With numerous agents handling countless emails daily, maintaining a consistent tone, style, and accuracy is paramount. Call Center quality monitoring ensures that every email sent out aligns with the brand's voice and standards.
  1. Efficiency and Productivity: Email communication is different from voice interactions. An email, once sent, cannot be taken back. Automated quality management tools can preemptively catch errors, ensuring that agents send out accurate and effective emails first, reducing the need for follow-up emails, and improving efficiency.
  1. Training and Development: Monitoring provides insights into areas where agents might be struggling or where there's room for improvement. Call center quality assurance teams can then use this data to develop training modules, enhancing the overall competence of the team.
  1. Risk Management: Communication errors can sometimes lead to misunderstandings, customer dissatisfaction, or even legal challenges in extreme cases. Monitoring the quality of emails helps minimize these risks by ensuring that the information relayed is accurate and compliant with set guidelines.
  1. Enhancing Brand Image: Every email sent from a call center represents the brand. Quality monitoring ensures that these emails reflect the company's values, professionalism, and commitment to excellence.
Want to know the call quality monitoring best practices?

Top 10 Tips for Call Center Quality Monitoring of Emails

Here, we’ll acquaint you with the best practices for email monitoring with the help of examples.

  1. Set Clear Standards: Define what constitutes a "quality email" in your organization.
    For example: If your company values a friendly yet professional tone, establish guidelines like avoiding jargon, using the customer’s name, and including a polite greeting and closing in every email.
  1. Regularly Review Emails: Perform random checks to ensure agents adhere to the set guidelines. For example: Set up a bi-weekly review where supervisors randomly pick and analyze emails from different agents to ensure they adhere to the set guidelines.
Automated call center quality monitoring for emails.
Automated call center quality monitoring for emails.
  1. Feedback is Key: Use call monitoring feedback examples to show agents where they did well and where they can improve. For example: After reviewing an agent's email that lacked clarity, provide specific feedback, like "It would have been clearer if you had broken down the steps for the customer."
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  1. Automate Where Possible: Use automated quality management tools to filter out emails that might have glaring issues. For example: Use automated quality management tools that highlight emails with long response times, ensuring that customers aren't kept waiting.
  1. Invest in Training: Equip agents with the necessary skills to compose effective emails. For example: If agents consistently make grammar errors, invest in a grammar workshop or provide them access to tools like Grammarly.
  1. Response Time Tracking: Ensure emails are replied to within the stipulated SLA. For example: Monitor the average time agents take to respond to emails. Corrective actions should be taken if the goal is a 24-hour turnaround, but emails are consistently answered in 48 hours. 
  1. Use Templates Wisely: Templates are helpful, but agents should be trained to customize them based on the situation. For example: While templates can speed up responses, using a generic template for a specific customer query can come off as impersonal—train agents to customize templates as per the customer's issue.
  1. Encourage Peer Reviews: Sometimes, a second pair of eyes can catch mistakes one might overlook. For example: Before sending a complex response to a customer, an agent can ask a colleague to review the email for clarity and accuracy.
  1. Focus on the Tone: The tone of the email should be professional, friendly, and in line with the company’s brand voice. For example: If a customer emails with a complaint, ensure agents are trained to use empathetic language like "I understand how this can be frustrating for you" rather than a defensive tone.
  2. Stay Updated with Trends: Email communication norms evolve, stay updated, and refine your monitoring strategies accordingly. For example: As communication norms evolve, adapt to them. For instance, if customers prefer shorter, concise emails, train agents to avoid long-winded responses.
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What Tool Can Monitor the Quality of an Email?

Several call quality monitoring tools available in the market can help monitor email quality. 

These range from simple spell-check tools to comprehensive platforms that evaluate content, tone, and response time. Some popular tools include Zendesk, Freshdesk, and Grammarly for basic checks. Advanced tools like Convin might even provide analytics and AI-driven insights into email performance.

Remember to have a call quality monitoring form that agents or reviewers can use to evaluate and rate the emails consistently.

How to Improve Email Quality in a Call Center?

Improving email quality in a call center is a continuous process. 

Regular feedback and continuous training based on call quality monitoring best practices ensure that agents are always at the top of their game. Using automated systems and AI tools to aid auditors in maintaining the highest standards. Moreover, establishing clear guidelines ensures everyone is on the same page.

In essence, a call center that prioritizes and invests in the quality of its email communications is better positioned to deliver outstanding customer service. Adopt these best practices, and you'll be well on your way to excellence! 

Get a free call center email quality monitoring session. Book now!

FAQs

1. How do I monitor call quality?

Monitor call quality using specialized software and regularly review recorded calls for clarity, efficiency, and adherence to standards.

2. What are the call monitoring tools?

Call monitoring tools are software solutions that record, analyze, and evaluate voice interactions in call centers.

3. What is call center quality monitoring?

Call center quality monitoring involves evaluating and ensuring agent-customer interactions' effectiveness, accuracy, and quality.

4. How do I( the manager) monitor an email?

Monitor emails using quality assurance tools and regular reviews to ensure content accuracy, tone, and response time adherence.

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