Contact Center

Efficiency Unleashed: How BPOs Reduce Call Volumes Effectively?

Abhishikha Chatterjee
October 11, 2023
9
 mins read

Last modified on

BPO (Business Process Outsourcing) Call Centers play a crucial role in providing businesses with the ability to manage large volumes of customer communications effectively. 

BPOs are a linchpin in ensuring seamless customer engagement, resolving queries, and providing critical support services. However, this role does not come without challenges; chief among them is managing high call volume. 

Let’s get rid of that one.

Why Call Volume Matters?

Call volume is a key performance metric for BPO call centers. It measures the number of calls an agent or center receives within a given time frame.

Call center call volume formula
Call center call volume formula

The challenge of handling high call volume:

  • High call volume can be overwhelming and lead to increased wait times, longer handling times, and dissatisfied customers
  • A deluge of incoming calls can strain resources and potentially compromise service quality

Thus, reducing call volume without sacrificing customer satisfaction is a balancing act that requires;

  • Strategic planning, 
  • Process optimization, 
  • And the application of technology.
How Generative AI Is Transforming the BPO Call Center?

What Causes High Call Volume?

Every call center knows the struggle of managing a high call volume. But what causes high call volume in the first place? 

Sometimes, it can be attributed to external factors such as a new product launch or a policy change that may cause customers to reach out with questions or concerns. Sometimes, a call center may receive a call spike simply due to seasonal trends, such as Thanksgiving and Christmas.

Apart from the obvious choices, here are a few common causes of high call volume:

  • Inefficient processes and systems
  • Complex or confusing product/service offerings
  • Lack of self-service options for customers
  • Poorly trained agents or outdated training materials
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Understanding Call Volume Reduction and Impact on Customer Service Quality

Call volume reduction refers to strategies and tactics BPO call centers employ to decrease the number of incoming calls. 

The primary objective is to streamline operations, improve agent efficiency, and ultimately enhance customer experience.

The importance of call volume reduction lies in its direct correlation with productivity and customer satisfaction. 

It's worthwhile noting that call volume reduction doesn't imply ignoring or neglecting customer queries. By decreasing unnecessary or redundant calls, service agents can focus more time and energy on complex inquiries, thereby driving customer service quality. How?

  • It encourages the resolution of customer issues via more efficient channels, like self-service portals or FAQs, which also empower customers with instant solutions.
  • By ensuring agents are not overwhelmed with high call volumes, they can provide more personalized, focused support to each customer. 
  • Call reduction also results in shorter wait times, a key factor in customer satisfaction. Fewer calls mean customers are attended to promptly, reducing frustration and enhancing their overall experience.
  • Lastly, with fewer routine inquiries, agents can shift their attention to improving their skills and knowledge, raising the bar for customer service quality. This creates a more competent, confident workforce ready to exceed customer expectations.
How does Convin elevate customer service quality?

What are the 7 effective Strategies to Reduce Call Volume?

If you wish to receive expert advice on how to reduce inbound calls in customer care?, you’ll come across multiple suggestions. 

But we have narrowed down 7 key strategies that’ll definitely reduce call volume.

  1. Use Predictive Analytics: With predictive analytics, you can analyze patterns and trends in your call data to anticipate and proactively address common customer issues, thereby reducing the volume of incoming calls.

Predictive vs Prescriotive analytics
  1. Feedback Analysis: Feedback analysis has evolved significantly by integrating sentiment and emotion analysis. This advanced approach captures what customers are saying and how they feel when expressing their opinions or concerns. Here's how feedback analysis, sentiment analysis, and real-time monitoring tools like Agent Assist can work together to provide a holistic view of customer feedback:
  • ~~Sentiment Analysis: Sentiment analysis, powered by natural language processing (NLP) algorithms, evaluates the sentiment behind customer comments. It categorizes feedback into positive, negative, or neutral sentiments, providing an overall emotional context.
  • ~~Emotion Analysis: Emotion analysis goes a step further by identifying specific emotions expressed in customer feedback, such as anger, frustration, satisfaction, or happiness. This nuanced understanding helps uncover the emotional triggers behind customer responses.
  • ~~Real-Time Monitoring: Real-time monitoring tools like Agent Assist are essential for catching customer feedback as it happens during live interactions. These tools can analyze spoken or written language in real-time, flagging instances where customers express strong emotions or dissatisfaction.
  • ~~Alerts and Interventions: When sentiment or emotion analysis identifies a negative or highly emotional customer interaction, the system can trigger alerts to supervisors or agents. This allows for immediate intervention to address the customer's concerns and de-escalate tense situations.
  1. Leveraging Technology and Automation: Incorporating advanced technology and automation into call center operations can significantly help reduce call volume. For instance, implementing AI-powered chatbots can handle routine inquiries, freeing agents to tackle more complex issues. Furthermore, predictive analytics can provide insights into call patterns, helping address customer concerns proactively before they escalate into calls.
  2. Optimizing Self-Service Options: Customers increasingly seek to resolve their issues independently without contacting a customer service agent. By optimizing self-service options such as comprehensive FAQs, interactive voice response (IVR) systems, and user-friendly websites or mobile apps, BPO call centers can increase customer satisfaction and reduce call volume.
  3. Improving First Call Resolution (FCR): FCR refers to resolving a customer's concern during their initial call, eliminating the need for follow-up calls. Improving FCR rates can be achieved through rigorous agent training, empowering agents with the right tools and knowledge to resolve issues effectively at the first touchpoint. A high FCR rate reduces call volume, increases agent efficiency, and enhances customer satisfaction. For instance, Convin’s real-time guidance and monitoring can enable agents to resolve refund and payment queries on the same call without making them wait for 24 hours.
  1. Implement Omnichannel Support: Offering support through various channels like email, live chat, social media, and community forums can significantly reduce the reliance on phone calls.
  2. Resort to Call Routing: Call routing helps manage high call volumes by directing incoming calls to the most suitable agents or departments. It optimizes resources, reduces wait times, and ensures callers receive prompt assistance, improving overall customer service efficiency.

Relationship between call reduction and improved customer service

One of the key ways BPO call centers contribute to improving customer service quality is by reducing call volume. 

As discussed, this allows agents to focus on more complex inquiries and provide personalized support, leading to a better customer experience. 

Additionally, shorter wait times and increased first-call resolution rates also play a significant role in enhancing customer satisfaction levels.

In today's fast-paced world, where customers expect quick and efficient solutions, BPO call centers are crucial in helping companies meet these expectations. 

By reducing call volume and maintaining high-quality customer service, BPOs benefit their clients and contribute to building long-term customer loyalty and trust.

How to Measure Success Call Center Volume Reduction?

Measuring the success of call center volume reduction involves assessing various key performance indicators (KPIs) and analyzing data to gauge the impact of your strategies. Here are steps to help you measure success in reducing call center volume:

  • Define Clear Objectives: Begin by setting specific goals and objectives for call volume reduction. For example, you might aim to reduce call volume by 20% within six months.
  • Track Call Volume: Continuously monitor and record call volume metrics, including the total number of incoming calls, the average daily call volume, and seasonal variations.
  • Analyze Call Data: Examine call data to identify trends and patterns. Look for recurring issues, common inquiries, and peak call times.
  • Customer Feedback: Consider customer feedback through surveys, reviews, and direct feedback channels to understand their satisfaction levels and whether they are experiencing fewer issues.
  • Service Level Metrics: Evaluate service level metrics such as average speed of answer (ASA), average handle time (AHT), and first call resolution (FCR) to assess the efficiency of call handling.
  • Quality Assurance: Implement quality assurance processes to assess the effectiveness of call resolutions. Higher-quality interactions can lead to fewer follow-up calls.
  • Cost Reduction: Analyze cost savings associated with call volume reduction. Calculate the cost per call and determine how much you've saved by reducing call volume.
  • Customer Satisfaction: Measure customer satisfaction through surveys or post-call feedback. A reduction in call volume should ideally coincide with improved satisfaction scores.
  • Employee Productivity: Assess the impact on employee productivity. Reduced call volumes should allow agents more time for other tasks, potentially improving their efficiency and job satisfaction.
  • Benchmark Against Goals: Compare your actual results against the goals you defined initially. Are you on track to meet your objectives?
  • Feedback Loop: Continuously gather feedback from call center agents and customers to fine-tune your strategies and adapt to changing needs.
  • Periodic Reviews: Regularly review your call center volume reduction efforts to ensure they remain aligned with your objectives and adapt to changing business conditions.
  • Data Visualization: Use data visualization tools and dashboards to present key metrics in a visually informative way, making it easier to track progress.
  • Report and Communicate: Share your findings and progress with stakeholders and decision-makers in your organization, highlighting the impact of call volume reduction on efficiency, customer satisfaction, and cost savings.
  • Adjust Strategies: Based on your analysis and feedback, refine your strategies as needed. What is working well? What needs improvement?

By systematically monitoring these metrics and analyzing the data, you can effectively measure the success of call center volume reduction efforts and make data-driven decisions to optimize your operations further.

Call volume reduction on customer service quality

In conclusion, reducing call volume is crucial in maintaining high-quality customer service in BPO call centers. 

But resorting to call center tricks to avoid calls is not advisable.

By implementing effective strategies such as leveraging technology and automation, optimizing self-service options, and improving first-call resolution rates, BPO call centers can significantly reduce call volume while enhancing customer satisfaction. 

This benefits the call center's operational efficiency and improves customer loyalty and retention. 

By adopting an intellectual, visionary, and trustworthy approach to call volume reduction, BPO call centers can continue to deliver exceptional customer service and drive success in today's highly competitive market.

FAQs

1. What is call volume in customer service?

Call volume in customer service refers to the total number of incoming phone calls or inquiries that a customer service center receives within a specific time frame, such as a day, week, or month.

2. How do you deal with high call volumes?

We have mentioned 7 key strategies successful contact centers have applied in the past.

3. How can I reduce call flow?

We’ve discussed 7 critical methods to reduce call flow. However, if reducing call volume isn't feasible, consider implementing efficient call routing systems to direct inquiries to the right agents swiftly. Additionally, deploying chatbots for handling routine queries can help alleviate the call flow and improve customer service.

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