Contact Center Reporting

What is the importance of call center reporting software?

“One customer well taken care of could be more valuable than $10,000 worth of advertising.” – Jim Rohn

Looking at call centers in the past, keeping a keen eye on every customer interaction was easier. With contact centers adapting to multi-channel conversations, gaining a firm grip on the overall contact center performance is no longer a piece of cake. 

Wait! The problems are way more intense than it looks. 

Businesses are spread across multiple systems, and there is a large number of unstructured data. 

Nonetheless, business leaders need a clearer picture of what’s happening in and around their contact centers. They need a real-time understanding of their contact center’s performance and what is working and not working for them. 

To tackle these challenges, call center reporting software becomes a lifesaver that breaks down complex processes into visible chunks. 

As a result, business leaders and everyone within the contact center can have a clear visual of the overall performance and efficiency in the form of various pointers - like KPIs and data visualizations, which anyone in the organization can decipher. 

To understand this better, let’s dive deeper into contact center reporting.

What is Call Center Reporting?

Have you ever wondered how businesses track and improve their call center operations? That's where contact center reporting comes in! 

Call center analytics reporting is a tool that businesses use to monitor key metrics, such as the number of calls handled and customer satisfaction ratings. By tracking these metrics, businesses can identify areas for improvement and make data-driven decisions to increase efficiency, streamline an increased sales revenue, and provide better customer service. 

For example, a call center management system may use reporting to find out wait times are too long and implement strategies to reduce hold times to improve the customer experience. 

Overall, contact center reporting is essential to running a successful call center.

What is the Problem with the Current Call Center Reporting Tools?

Currently, many call center reporting tools can be difficult to use and lack the flexibility to provide the specific insights that businesses need. This can make it challenging for businesses to get the information they need to make informed decisions about their contact center operations. 

Additionally, many existing reporting systems cannot handle the large volumes of data generated by modern contact centers, making it difficult for businesses to view customer interactions comprehensively.

To address these challenges, businesses need better reporting systems that are easy to use, flexible, and can handle large volumes of data. 

These systems should be able to provide real-time insights into customer interactions and agent performance. They should be able to support the data analysis and visualization tools businesses need to make data-driven decisions. 

So, now, with that out of the way, there’s one more reporting concept(often confusing) we’d like to address.

How is call center reporting different from analytics?

Top 10 KPIs Your Contact Center Should Be Tracking

Call center reporting metrics are a primary factor that indicates your contact center’s health. 

With the right KPIs in place, you can easily track the overall performance of your contact center and never leave any gap unnoticed. 

Here are the top 10 KPIs for your contact center -

1. Customer Satisfaction

Customer satisfaction is a key measure of how well your contact center meets customers' needs. 

You can track customer satisfaction through surveys, online reviews, and other feedback mechanisms.

2. First Call Resolution

This is the percentage of customer interactions resolved on the first contact. 

This is important because customers prefer to resolve their issues quickly and efficiently without having to call back or contact the business again.

3. Average Handle Time

AHT (Average Handle Time) is the average length of time that it takes for an agent to handle customer interaction. 

By tracking this metric, you can identify areas for improvement and optimize your processes to reduce average handle times.

4. Abandonment Rate

This is the percentage of calls the customer terminates before they are connected to an agent. 

A high abandonment rate can signify poor customer service or long wait times.

5. Call Volume

As the name suggests, Call Volume is the number of calls your contact center receives daily, weekly, or monthly. 

By tracking call volume, you can identify trends and patterns in customer behavior and adjust your staffing levels accordingly.

6. Agent Availability

This is the percentage of time your agents are available to handle customer interactions. 

Tracking the agents’ availability ensures your contact center has sufficient staffing levels to meet customer demand.

7. Occupancy Rate

This is the percentage of time your agents actively handle customer interactions. 

A high occupancy rate can indicate efficient operations, while a low occupancy rate can indicate improvement opportunities.

8. Average Speed Of Answer

This is the average time a customer will be connected to an agent after calling your contact center. 

By tracking this metric, you can identify areas for improvement and optimize your processes to reduce wait times.

9. Average Wait Time

This is the average time customers wait before connecting to an agent. 

By tracking Average Wait Time, you can identify areas for improvement and optimize your processes to reduce wait times.

10. Net Promoter Score

This is a measure of customer loyalty and satisfaction. It is calculated by asking customers how likely they are to recommend your business to others and using their responses to generate a score. 

By tracking this metric, you can gauge the overall health of your customer relationships.

Call Center Reporting Best Practices

Are you making the most out of your contact center reporting? 

Here are 10 powerful paths that you shouldn’t miss that will aid in providing better contact center reporting. 

1. Use Real-Time Data

Using real-time data, you can gain insights into customer interactions as they happen, which can help you make more informed decisions about your contact center operations.

2. Use Multiple Data Sources

To get a complete picture of your contact center operations, you should use data from multiple sources, including call logs, customer surveys, and agent performance metrics. 

Are omnichannel conversations analyzed in Convin?

3. Use Predictive Analytics

By using predictive analytics that uses historical data and statistical modeling, you can identify trends and patterns in customer behavior and make more accurate predictions about future customer interactions.

Predictive analytics include numerous benefits, including optimizing workforce scheduling, identifying customers at risk of churning, detecting fraud, etc.

4. Use Visualizations

Visualizations like graphs, charts, and maps can help you quickly and easily understand complex data sets and make more informed decisions.

5. Use Dashboards

Dashboards can help you track key performance indicators (KPIs) and other metrics in real-time, so you can quickly and easily see how your contact center is performing.

6. Use Self-Service Tools

By providing self-service tools, you can empower your agents to access the data they need to make informed decisions and improve their performance.

7. Use Flexible Reporting

Your call center reporting tools should be flexible and customizable, so you can create reports that are tailored to your specific needs and goals.

8. Use Automation

Automation can help you streamline your reporting process and reduce the time and effort required to generate reports.

Check out Convin’s automated contact center reporting software. 

9. Use Collaboration

By providing collaboration tools, you can enable your team to work together more effectively and share insights and ideas.

10. Invest in Continuous Improvement

Your call center reporting tools should be an ongoing process, with regular review and analysis to identify areas for improvement and drive continuous performance improvement.

Would you like to know the diverse call center reports list Convin offers?

5 key benefits of call center reporting software

1. Performance Monitoring: Call center reporting allows businesses to monitor key performance indicators (KPIs) in real time. This helps managers closely monitor call volume, response times, agent availability, and other critical metrics. 

2. Data-Driven Decision-Making: Reporting provides valuable insights into call center operations. Businesses can make informed decisions to improve efficiency, enhance customer service, and optimize resource allocation by analyzing data. It helps in identifying trends, patterns, and areas for improvement.

3. Customer Satisfaction Improvement: Call center analytics reporting often includes customer feedback and satisfaction scores. By tracking these metrics, businesses can identify pain points and areas where customer service can be enhanced. 

4. Cost Reduction: Efficient use of resources is crucial in call center operations. Reporting helps optimize staffing levels, reduce call handling times, and minimize abandoned calls. By identifying areas of inefficiency, businesses can cut costs without compromising service quality.

5. Compliance and Accountability: Reporting can be used to ensure that call center agents adhere to company policies and industry regulations. It provides a clear record of interactions, making it easier to demonstrate compliance when needed. Additionally, it holds agents and teams accountable for their performance.

How Call Center Analytics Reporting Works?

Call center reporting generates results when done right! 

Here are a few steps most successful call centers perform to receive accurate reports.

1. Start With A Clear Understanding Of Your Goals And Objectives

Before implementing a contact center reporting system, clearly understanding what you want to achieve and why is important. This will help you determine the right metrics to track and the best approach for collecting and analyzing data.

2. Use A Combination Of Quantitative And Qualitative Data

You should combine quantitative and qualitative data to get a complete picture of your contact center operations. 

Quantitative data, such as call volumes and handle times, can provide a broad overview of your contact center's performance. In contrast, qualitative data, such as customer feedback and agent performance evaluations, can provide insights into the underlying causes of performance issues.

3. Make Data Accessible To Everyone

Your call center reporting software should be accessible to everyone who needs it, including managers, supervisors, and agents. 

This will help ensure everyone has the information they need to make informed decisions and improve their performance.

Want To Unlock Contact Center Reporting? Talk to an expert.

Two Ways To Transform Your Contact Center Reporting

Here are two ways you can transform your contact center reporting and reach the full potential of your business. 

1. Build A Custom Reporting Solution

One approach to transform your contact center reporting is to build a custom reporting solution that is tailored to your specific needs and goals. 

This may involve developing custom software or integrating multiple existing tools to create a comprehensive reporting system.

2. Implement A Commercial Reporting Solution

Another approach is to implement a commercial reporting solution designed for contact centers. 

Different commercial solutions, like Convin, are available in the market, and choosing the right one can quickly and easily improve your contact center reporting capabilities. 

Regardless of your chosen approach, the key to transforming your call center analytics reporting is to collect and analyze relevant and actionable data. This will enable you to identify trends and patterns in customer behavior and agent performance while making data-driven decisions to improve your contact center operations.

How Does Convin’s Call Center Reporting Improve Sales Revenue By 21%?

Convin is a call center reporting software that doesn’t claim to solve your contact center woos but resolves many challenges with a few capabilities. Increasing sales revenue and boosting agent performance through comprehensive visual reports is one area where Convin can help. 

Let’s dive in and learn how Convin’s contact center software can help with CXM.

1. In-House Call Center Reporting Tool

Use Convin’s in-house contact center reporting tool to analyze key metrics and data points related to call center operations. Enable agents to identify inefficiencies, streamline processes, and reduce costs. 

Get detailed insights into factors such as call volumes, agent performance, and customer satisfaction levels. Make data-driven decisions to optimize staffing levels, training programs, and resource allocation.

2. 25+ Types Of Call Center Reports

Convin extracts critical moments from the call recordings to generate 25+ advanced reports. These reports significantly allow organizations to optimize performance, improve operational efficiency, enhance customer experiences, make data-driven decisions, ensure compliance, and drive continuous improvement.  

Some of these reports include competitor analysis, win behavior analysis, reason for potential business loss, parameter-wise analysis, etc.

3. Call Center Reporting Dashboard

Convin offers an intuitive insight dashboard with effective data visualization capabilities. It converts raw data into visual data, such as charts and graphs, that reveal call center trends, customer behavior, or operational bottlenecks. 

This visual representation of data makes it easier to comprehend and identify patterns that help call centers to take actions for higher CX in every contact center conversation.

4. Role-Based Reporting

The in-depth role-based analysis report meticulously assesses different areas, such as team-level, agent-level, and organization-level, requiring adjustment or modification for optimal performance. These reports are valuable for assessing parameters' effectiveness and pinpointing improvement areas.

Leveraging this report allows businesses to acquire insights into the strategies and practices that yield favorable outcomes and those that fall short.

5. Shareable Reports

The lack of visibility is one aspect of a call that can ruin call center performance. Convin comes with call center daily report templates and call center weekly report templates. These reports are shared with the respective businesses religiously, which helps them stay on top of their performance. 

Sign up and have contact center reports in handy.

6. Learn Customer Sentiments With Customer Intelligence

Customer sentiment accurately represents a call. How was the customer's overall experience during the call? And presents the chances of a new call or a painful goodbye. 

Conversation intelligence extracts critical moments from the call recordings and delivers them in visual data form through Convin’s call center reporting tool. These key moments also reflect the customer's real intention and offer brownie points for creating a positive customer experience.

What Are The Product Capabilities Of Convin?

Convin monitors and analyzes 100% of calls automatically based on custom parameters set by your organization. The conversation analysis offers winning behavior identification and last-mile automated agent coaching.

1. Automated Quality Management

Convin’s call center tool automatically reviews 100% of customer calls, chats, and emails using custom call evaluation forms and spots agent performance challenges and unhappy customer conversations. Through automated quality management, managers and QA generate call scores that help establish coaching needs and staff dissatisfaction. 

Convin also allows auditors to manually audit calls, chats, and emails and leave necessary feedback. 

2. Conversation Behavior Identification

With the help of voice analytics and custom-tracking, Convin presents parameters that drive positive and negative outcomes for the business. Spot violations, winning parameters,  customer sentiments, and threats to take proactive measures before the customer calls.

Evaluate the Best Call Center Analytics Reporting Software 

3. Automated Agent Coaching

Convin’s system automatically generates coaching opportunities after reviewing agent performance. Based on the AI-driven call scores, the platform triggers personalized agent coaching based on the requirement. 

Coaching instances are extracted from the top performers' conversations and best practices. This method improves call handling quality and reduces supervisor escalations.

Moreover, with Convin’s peer-to-peer coaching, managers and supervisors can add the best-performing agent’s conversations as a module into Convin’s library and assign it to agents who need further coaching. As a result of Convin’s automated agent coaching, businesses can reduce ramp-up time significantly and focus more on productivity. 

4. Conversation intelligence

CI records, transcribes, and analyzes conversations to generate call insights and transcriptions. The conversation intelligence software discourages manual conversation review and all other non-sales activities by automating notes, action items, and CRM entries.

Access agent performance KPI and customer experience quality criteria to produce consumable role-based reports pinpointing key challenges and opportunities. These reports are available on the Convin platform and periodically mailed to the managers.

5. Learning Management System

LMS comprises a Comprehensive Knowledge Base, Agent Readiness Assessments, and Targeted Agent Coaching.  It provides agents with interactive learning and onboarding resources, systematically assesses training completion and retention, and assigns coaching sessions to the right agents at the right time. 

6. Agent Assist

Contact Center Agent Assist is a revolutionary AI-driven platform that empowers customer service agents with real-time guidance during interactions. Leveraging natural language processing and machine learning, Agent Assist provides intelligent suggestions during live calls, chats, and emails.

Convin’s Call Center Reporting Software is Safe 

At Convin, we understand the customer and call data security important; that’s why we ensure your data is entirely secure and safe in our in-house transcription and NLP engine. We ensure your conversation data security in the following ways:

• In-house transcription and NLP
• Secure login and monitoring
• Hosted on AWS
• SSL data encryption
• Role-based access control
• Enterprise-grade application monitoring
• GDPR-compliant meeting recording

And before you go, as of now, Convin supports languages beyond English. And it takes only 2-3 weeks to get you onboarded. Try a Call Center Reporting Software.

FAQ

1. What is reporting in the call center, and why is call center reporting important?

Reporting in the call center involves collecting, analyzing, and presenting data related to call center operations and performance. It helps track key metrics, identify trends, and make data-driven decisions.

2. How do I create a call center report?

For anyone creating a call center report, you'll need to define the report's purpose, gather relevant data, choose appropriate metrics, design the report format, and regularly update and analyze the report for actionable insights.

3. What is the most important KPI in a call center?

One of the most important KPIs in a call center is First Call Resolution (FCR) and Average Handle Time(AHT), as it measures an organization's ability to resolve customer issues on the first contact, indicating efficiency, and customer satisfaction.

4. What is a call center dashboard?

A call center dashboard visually represents key performance metrics and data, providing at-a-glance insights into call center operations and performance.

5. What is the difference between dashboards & wallboards?

The main difference between dashboards and wallboards is that dashboards are typically viewed on computer screens and provide a comprehensive overview of call center metrics, while wallboards are large, real-time displays visible to all agents and display key metrics for immediate reference.

6. What are the types of call center analytics?

Types of call center analytics include descriptive analytics (reporting and data visualization), diagnostic analytics (identifying reasons behind past performance), predictive analytics (forecasting future trends), and prescriptive analytics (providing recommendations for improvement).