Contact Center

10 Quality Assurance Soft Skills of a Call Center QA Specialist

Abhishikha Chatterjee
October 18, 2023
7
 mins read

Last modified on

As a Leader, you know that in today's fiercely competitive business landscape, customer service excellence is not merely a goal—it's a necessity. 

Organizations strive to provide top-notch services to their customers, engaging customers and resolving their issues promptly enhances loyalty while avoiding legal dings from non-compliance. 

The best way to do this is with call center QA specialists. 

Specialists with the quality assurance (QA) skills necessary to holistically evaluate conversations without overlooking even small details that could lead to decreased customer satisfaction over time. 

What exactly are these critical QA skills? 

Let’s take a closer look at this role of vital importance within your organization! What are the quality assurance skills of a call center QA specialist?

What is a QA specialist?

To begin with, quality assurance specialists are responsible for monitoring and evaluating the interactions between customers and call center agents. 

They focus on identifying areas for improvement through performance reviews and provide recommendations to enhance customer satisfaction and ensure compliance with industry regulations.

Convin dashboard showing QA auditor’s performance.
Convin dashboard showing QA auditor’s performance

In short, you can think of them as the quality control experts of your contact center. 

Now, what specific skills do these professionals possess that make them so crucial to the success of a call center? Let’s take a closer look at some key QA skills that every specialist should have.

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What Does a Quality Assurance Specialist Do for Contact Center Quality Assurance?

Before we dive into the skills that make a QA Specialist exceptional, let's clarify what the role entails. 

  • A QA Specialist is a professional responsible for monitoring, evaluating, and improving the quality of customer interactions within a call center. 
  • These interactions encompass phone calls, emails, chats, and more. 
  • QA Specialists are akin to the quality control experts of the customer service world, ensuring that agents consistently deliver exceptional service. 
  • Their work is instrumental in maintaining customer satisfaction, complying with industry regulations, and achieving business objectives.
  • QA specialists don’t need technical skills for quality assurance. However, awareness of the technical processes of the organization is mandatory.

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10 Essential Soft Skills For Quality Assurance

1. Attention to Detail

QA Specialists must possess an eagle eye for detail. They meticulously review customer interactions to spot even the smallest discrepancies. Whether it's adherence to scripts, accuracy of information, or tone of communication, nothing escapes their scrutiny.

2. Communication Skills

Effective communication is a two-way street. QA Specialists must not only be proficient in written and verbal communication but also be able to provide constructive feedback to agents where clarity, empathy, and diplomacy in communication are vital.

3. Analytical Abilities

QA Specialists are data-driven professionals. They use evaluation forms and scorecards to assess interactions objectively. Proficiency in data analysis helps them identify trends, areas for improvement, and opportunities to enhance service quality. 

4. Knowledge of Quality Assurance Software

In the digital age, quality assurance specialist rely on specialized software to streamline their work. Familiarity with quality assurance software tools is essential for efficient monitoring, reporting, and data management. Despite the support of contact center QA software, strong analytical skills are paramount.

Certain call center quality assurance examples prove that combining QA specialists and quality assurance software improves customer satisfaction by 27% and reduces escalations multifold.

Tips and tools for better contact center quality assurance
Tips and tools for better contact center quality assurance

5. Problem-Solving Skills

Not all customer interactions are straightforward. Identifying issues is one thing, but proposing practical solutions is another key skill. QA specialists should be able to develop effective solutions that will benefit both customers and the call center. 

QA Specialists need strong problem-solving skills to address complex scenarios and help agents find effective solutions.

6. Adaptability

The customer service landscape is ever-evolving. Quality Assurance Specialists must stay agile, adapting to changes in customer expectations, industry regulations, and company policies.

7. Knowledge of Industry Standards

Depending on the industry, there may be specific regulations and standards that must be met. QA Specialists need to be well-versed in these standards and ensure compliance.

8. Coaching and Training

Part of the QA Specialist's role is to provide coaching and training to CSRs. This requires developing training materials, facilitating training sessions, and mentoring agents effectively.

Want to implement a Learning Management System for your Agents?

9. Ability to Multitask 

QA specialists are required to handle multiple tasks simultaneously, such as listening to calls while documenting feedback and communicating with team members.

10. Patience and Consistency

Evaluating calls can be a repetitive process requiring patience and consistency in evaluations is critical for fairness and accuracy.

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A Day in the Life of a Quality Assurance Specialist

A typical day for a Quality Assurance Specialist in a call center begins with; 

  • A review of the interactions from the previous day. These interactions range from phone calls, emails, chat responses, and other forms of customer communication. 
  • The specialist uses quality assurance software to record and analyze these interactions, focusing on factors such as tone, language usage, customer satisfaction, and adherence to company policies. Spot checks and random sampling are common methods employed for this task. 
  • The specialist takes note of any discrepancies or areas of improvement and prepares a detailed report. This report plays a crucial role in feedback sessions handled by the QA Specialist. 
  • These sessions are conducted individually with call center agents or in a group setting, discussing the findings, addressing concerns, and setting goals for improved performance. 
  • Throughout the day, the QA Specialist collaboratively works with managers and supervisors, ensuring the standards of the quality assurance company are maintained. 
  • At times, they are also involved in training new agents and updating them on new company policies or standards, ensuring continued service delivery.

Impact of Quality Assurance Skills on Business Goals

Now that we've outlined the soft skills of quality assurance, it's crucial to understand how QA Specialists contribute to achieving business goals:

1. Customer Satisfaction

By maintaining and improving service quality, QA Specialists directly impact customer satisfaction levels. Satisfied customers are more likely to become loyal, repeat customers and brand advocates.

2. Efficiency and Cost Savings

QA Specialists help identify areas for process improvement, agent productivity, streamlining operations, and reducing costs. Catching and addressing issues early prevents costly mistakes and rework.

3. Compliance and Risk Mitigation

In industries with stringent regulations, QA Specialists ensure that CSRs adhere to legal requirements, reducing the risk of regulatory penalties and legal troubles.

4. Employee Morale and Development

CSRs who receive constructive feedback and coaching from QA Specialists often experience improved job satisfaction and performance. A motivated and skilled team contributes positively to business outcomes.

5. Continuous Improvement

QA Specialists drive a culture of continuous improvement within the organization. They regularly review processes, adapt to changing customer needs, and seek ways to enhance service quality.

Want to free your QA specialists from repetitive tasks?

The Evolving Nature Of Quality Assurance Specialist

In conclusion, the role of a QA Specialist in a call center is multi-faceted and critical to achieving business success. 

These professionals bring unique skills to the table, including attention to detail, communication abilities, analytical prowess, and adaptability. Their contributions go beyond maintaining quality; they actively shape customer experiences, mitigate risks, and contribute to the company's bottom line. 

As businesses continue to prioritize exceptional customer service, the role of the QA Specialist remains indispensable in the pursuit of excellence.

But QA specialists no longer work alone. QA specialists receive help from quality assurance software tools and ancillary contact center software. A massive chunk of repetitive work and analysis is off-loaded to automated QA tools like Convin. 

Convin eliminates random sampling and automates call quality auditing for 100% of interactions. Contact centers can drive more business with AI-driven omnichannel quality management and transform agent performance with unbiased scoring and granular insights.

Trying to build an efficient team of QA specialists in your organization? Talk to the experts.

FAQs

1. What skills do you need for call center quality assurance?

Problem-solving, analytical, and observational skills are the top soft skills for quality assurance. More qualities are discussed in the blog.

2. What does quality assurance do in a call center?

Quality assurance jobs are responsible for monitoring, evaluating, and analyzing the customer and agent interactions for violations, mis-selling, and improvements.. 

3. What are the 7 important call center skills every agent should have?

As per QA specialists, the top 7 call center agents skills should be: 

  • Effective Communication
  • Active Listening
  • Empathy
  • Problem-Solving
  • Adaptability
  • Patience
  • Time Management

4. What are QA metrics in call center?

  • First Call Resolution (FCR)
  • Average Handle Time (AHT)
  • Customer Satisfaction Score (CSAT)
  • Net Promoter Score (NPS)
  • Service Level
  • Abandonment Rate
  • Call Quality Score
  • Average Speed of Answer (ASA)
  • Call Resolution Rate
  • Agent Adherence to Schedule

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