How IVR Analytics Fixes Call Flow Issues and Frees Up Agents

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Interactive Voice Response (IVR) analytics is a practical approach to interpreting the data collected through IVR systems. It’s a tool that provides businesses with insights into customer interactions, preferences, and system performance. 

IVR analytics is about understanding patterns and trends within customer behavior. Companies that use it often see lots of improvements, such as reduced hold times and an elevated Net Promoter Score (NPS).

By understanding and acting on the data gathered, businesses can enhance customer satisfaction and streamline communication. It’s not a mysterious journey. Instead, IVR analytics is a straightforward way to distill information from the data generated during customer engagements.

Key Metrics for IVR Analytics

Analytics guides us through our data. Metrics, on the other hand, unveil the real impact of your IVR on customer experience. They show us concrete indicators that reveal the effectiveness and authentic story behind your IVR’s influence on customers.

Here are six key metrics that you should consider to address your IVR performance:

  • Containment rate: Tracks the percentage of callers who successfully complete their tasks within the IVR system without requiring assistance from a live agent. A high containment rate signals that your IVR is efficiently addressing customer needs.
  • Average call handling time: Measures the average time it takes for a customer to complete their task within the IVR system. A shorter average call handling time indicates that customers quickly find what they need and complete their tasks. 
  • First-call resolution rate: Shows how often the IVR system successfully resolves a customer’s issue on the first try. A high first-call resolution rate means that your IVR is doing a good job providing helpful information for customers and reducing the need for multiple calls.
  • IVR abandonment rate: Measures the percentage of callers who hang up before completing their desired task within the IVR system. A high abandonment rate can indicate frustration or confusion with the IVR system.
  • Speech recognition accuracy: Looks at how well the IVR system understands spoken words and phrases if your system requires customers to do so. 
  • Average self-service score: Collects customer feedback about customer interactions with the IVR system, usually through surveys or questionnaires.

IVR Analytics Improve the Customer Journey

While it’s crucial to learn more about key metrics to understand IVR performance, that’s just the first step. IVR analytics act as your diagnostic tool, delving deeper into the data to uncover the hidden problems behind rising trends.

Say your average handle time is increasing. IVR analytics can help diagnose the reasons why. Was it an overwhelming number of menu options causing confusion? Did customers need help understanding the IVR’s prompts and instructions? If customers are stuck on hold during certain peak hours, it might be time to beef up that shift with trained agents. 

Maybe customers are bouncing around between live agents a lot. Customers should be able to find their correct routing from the first menu. IVR analytics will tell which option is most sought after, so you can place it first on the menu once you pinpoint it.

Lastly, perhaps call routing doesn’t bring up a solution. In that case, it could look like you’re stalling when you have actually invested a big part of your revenue to please your customers. Your IVR analytics could then offer your customers ways to find a solution independently via  FAQs, searchable knowledge bases, or even through omnichannel support.

Think of it like a medical examination. The doctor takes your vitals (metrics) to identify any potential issues. However, further investigation (analytics) are needed to pinpoint the cause of the difficulty and prescribe a treatment. Let’s take a closer look at some ways that IVR Analytics can help expose common problems your customers may be having.

Optimize IVR menus

To continue the medical analogy, these are the symptoms of a “sick” IVR menu that need a quick cure:

  • High number of callers attempting to bypass menu options and speaking directly to an agent. This suggests frustration with the menu’s complexity. Customers may try to jump the queue because they find the menu too tricky or don’t know which department they should be routed to.
  • Frequent caller errors in navigating the menu. This can indicate unclear prompts, poor menu organization, or a lack of user-friendly options. Think of it like someone misreading the dosage instructions.
  • Long wait times on specific menu options. This could be due to a high call volume directed to a specific department or an issue with your routing rules.  It’s similar to having a crowded waiting room in a clinic.
  • Negative customer feedback. Your IVR is for the customers. If their opinions about it are unfavorable, it’s time to go in a new direction.

Now let’s continue on to some solutions for the most common menuing issues.

  • Menu overload: Offer fewer, more concise options and group related options together. 
  • Unclear or confusing prompts: Use simple language and avoid technical terms.
  • Limited self-service options: Expand the range of tasks customers can complete without agent intervention.
  • Lack of personalization: Use customer data to personalize greetings and offer relevant options based on their history or needs.
  • Ineffective speech recognition: Consider a new vendor if your service doesn’t provide speech recognition that works with your target audience.
  • Limited accessibility features: Implement features like text-to-speech and multilingual support to accommodate diverse users.
  • Robotic speeches: Keep messages short, and avoid using a slow “Hope we find you well” intro that’s just going to irritate customers who want to get their issues resolved quickly.

For customers, the benefits of optimizing your IVR menus are improved navigation and ease of use, faster resolution of inquiries and requests, reduced wait times and frustration, and more personalized and relevant self-service options.

For businesses, the advantages of an optimized IVR menu can be increased customer satisfaction and loyalty, reduced call volumes and agent workloads, improved operational efficiency and cost savings, and practical insights into customer behavior and preferences.

More Improvements and Benefits From IVR Analytics

Here are five additional improvements and benefits, beyond optimizing your menus, that IVR analytics can offer.

Helpful phone menus

IVR analytics are a great tool for refining and streamlining phone menus. Companies can figure out popular choices and remove unnecessary steps by studying callers. This makes phone menus more user-friendly and efficient. Plus, customers will be happier if they’re able to get to where they want to go on the phone faster.

Better call flows 

IVR analytics empower companies to evaluate call flows in and out. With data, businesses can find problems, pinpoint steps where people get confused, and locate places where people tend to hang up. From there, you can tweak call flows to make the customer journey smoother.

Customer-centric interactions 

Companies can learn about client preferences and habits by picking out patterns in call recording data. If you know your customers better, you can treat them better.

Real-time performance monitoring

As companies scale up, checking in on each call center rep is all but impossible. Performance monitoring for IVR calls is an excellent alternative. Technical glitches and demand spikes will show up as they happen, so businesses can address them on the fly.

Freed-up agents

If you have trained your agents to perform complex and business-critical tasks, such as cross-selling, IVR analytics can be a huge help. Since they help you understand what the customers need and when, you’ll be able to free up certain reps from your VoIP phone services setup. Plus, you can predict precisely when demand for agents will go up or down.

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