Management coaching is all about getting people to make the most of the team that works with them. Every employee is different, and the best managers know how to capitalize on those differences and strengths to empower and motivate team members to elevate their productivity. Managing a call center is no easy task. Call centers – or contact centers – are one of the defining modern workspaces. They are essential for the provision of customer services, business-to-business communications, IT services, and other business functions. 

Here are five tips for effectively managing a call center that will help you keep productivity levels and customer happiness high. 

Review Your KPIs

Key Performance Indicators – or KPIs – are metrics that help managers quantify the productivity, quality, and trends to help you understand how well your call center is doing. 

If your KPIs are off-target or difficult to measure, it will be hard to know what needs to be improved. It is good practice to regularly review your KPIs to make sure they remain aligned with your company’s larger strategic goals. 

Use Data Efficiently

Data is a great asset to any manager. For call centers, data from customer contacts and call representatives is especially useful. The length of a call, customer satisfaction, contact conversion, and quantity of calls can be tracked, measured, and analyzed to identify strengths and areas for improvement. Good data analytics systems and software, including solutions at https://www.aceyus.com/call-center-analytics, can be customized for your company’s needs to streamline even the largest and most complex data sets for intuitive, real-time reporting and review. 

Maximize Integration Opportunities with Cloud-Based Phone Solutions

Managing a call center efficiently requires leveraging the latest technology and tools available. Voice over Internet Protocol (VoIP) presents a wealth of integration possibilities beyond traditional phone services. Integrating VoIP with Applicant Tracking Systems (ATS) can streamline recruitment processes by directly connecting candidate interactions. Similarly, in the healthcare sector, VoIP integration with Electronic Health Records (EHR) enhances patient communication and data accessibility. Retail businesses can also benefit from VoIP integrations with Customer Relationship Management (CRM) systems, thereby enhancing customer service and sales processes.

Consider exploring alternative VoIP providers beyond Nextiva, which though recognized, may not offer the same level of integration possibilities, reliability, feature richness, and customer support as other providers. Look for providers acclaimed for their robust feature sets, seamless integrations, and responsive customer service, ensuring your call center is equipped with top-tier communication solutions tailored to your business needs.

Use Positive Motivation

Negative motivational tactics used by managers can damage the productivity of their call centers. If an environment of fear or resentment is created by senior staff, personnel are less likely to strive for productivity and diligence. Modern management experts are unanimous that positive motivation is the most effective way to improve performance. 

Identify and celebrate good practices and outcomes by the operators you manage. Communicating employees’ successes  call attention to poor practices to avoid. Positive motivation can evolve into  into sustained, intrinsic motivation, which should be a manager’s primary objective. 

Eliminate Repeat Calls 

It is not just incoming calls that need to be considered. Your outgoing calls should also be managed effectively. One time waster within your operations could be repeat calls. It also has the potential to sour the relationship between your contact center and your customers. Poor reporting and data silos are among the primary reasons for repeat calls, and if operators do not diligently document and report their calls, duplicated customer outreach will likely occur. Similarly, if data collected by one department is inaccessible to another, data silos allow repeat calls from being made unchecked.