HDI Practice-How Often To Send Customer Satisfaction Surveys

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Source: HDI Practices Customer Satisfaction Survey

Customers will always let you know when they are completely dissatisfied with your service. However, daily customer satisfaction surveys provides valuable information from a broad sampling of employees/customers. A continuous customer satisfaction survey process and improvement philosophy will drive customer satisfaction and loyalty and build a self-perpetuating virtuous cycle.

 

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Customer Satisfaction Survey For Every Incident/Problem

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An industry "best practice" is to get feedback on every incident. Perhaps send a survey for every Y incidents but no more than X times in the previous Z time increment so you do not over survey. If necessary, exclude big honchos/senior people/touchy customers who don't want surveys.


We sometimes hear, "We don't want to waste our people's time filling out surveys…they should be doing "real work." A 1 question survey takes 10 seconds to fill out and it will make people feel like an important service provider is listening and that is part of building a self-perpetuating virtuous cycle for outstanding customer service.

The winner of the best law firm IT help desk in NYC from 2006 to 2010 surveys every incident. The very act of asking attorneys if the help desk has delivered great service makes the attorneys feel like the IT dept is willing to listen and improve. The willingness to listen and act is critical to improving customer satisfaction. Schulte Roth & Zabel is among the top 100 law firms in the world. The firm was awarded #1 Law Firm Help Desk in the USA in 2009 and 2008 from an independent survey performed by AmLaw Tech. From 2006 through 2010, SR&Z was ranked the #1 Law Firm Help Desk in New York City.

Whitepaper: "Learn How to Build a Virtuous Cycle for IT Technical Support"

https://www.givainc.com/resources/wp/how-build-virtuous-cycle-it-technical-support/

Case Study:  https://www.givainc.com/customers/case-studies/best-law-firm-help-desk-technical-support-cloud-software-schulte-roth-zabel/

We recommend that an external customer service organization perform surveys using the "Net Promoter" concept which is used by companies such as General Electric. This approach is to ask 1 or 2 questions with the theme, "Would you recommend our product or service to a close friend?"

Download the webinar slides:  Metrics For IT Help Desk & Customer Service Organizations

Click for IT Help Desk Reports, KPIs & Metrics examples

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5 Key "Must"-IT Help Desk Metrics To Watch

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Do a search on the Internet on "Help Desk metrics"…..4.4 million results. 2.2 million results for customer service metrics. Giva has assimilated the expertise of many industry experts and overlaid that on top of a decade of experience helping customers improve their help desk and customer service operations. We are a thought leader in this area.

Download the webinar slides:  Metrics For IT Help Desk & Customer Service Organizations

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IT Service Desk Metrics for Senior Leaders

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These are the 5 core KPIs/metrics. If you measure and monitor with the "zeal of a zealot", it will transform your company and reputation. Even if you've never been measuring anything except how many or what kind of calls you receive, these are excellent metrics to start measuring to establish a base line for your organization.

Metric "discipline" is needed. Initially you or your organization may look "bad". It is often that way at the beginning. Sooner or later someone will ask for metrics. Some smart senior leader will ask for these KPIs/metrics. You are better off to identified these KPIs/metrics now so you can begin making progress and improve your numbers and trend lines.

If you do not have service level agreements today, there is a great whitepaper on the Giva web site about how to develop them and slowly introduce service level management to your organization. See https://www.givainc.com/resources/wp/implementing-service-level-agreements-it-service-desk/

 

Download the webinar slides:  Metrics For IT Help Desk & Customer Service Organizations

Click for IT Help Desk Reports, KPIs & Metrics examples

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Correct Metrics for IT Service Desk-Biggest Challenges

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Getting the right metrics/KPIs via reports easily and quickly is the #1 challenge of almost all IT help desk and external customer service organization.

We will discuss the important metrics to focus on, but you may never been able to generate these metrics with your current call tracking system and you will walk away saying…"Great, I now know what I need, but I just can't get it or it takes me too long to get".

When discussing the important metrics, I am going to show you samples of Giva Reports.

Giva is an award winning provider of SaaS (Software-as-a-Service) Web-based ITIL Help Desk, Customer Service/Call Center and Service Desk cloud based computing services.

Visual reporting, management dashboards and an intuitive design, make the Giva Service Managementâ„¢ Suite very powerful and at the same time very easy to use. Customizations are all point and click (i.e no programming necessary) so the result is a dramatically lower total cost of ownership when compared to other products that require programmers and trained consultants.

 

Download the webinar slides:  Metrics For IT Help Desk & Customer Service Organizations

Click for IT Help Desk Reports, KPIs & Metrics examples

Click for Customer Service Reports, KPIs & Metrics examples

Hourly, Daily, Weekly, Monthly Metrics for Help Desk

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You have a very busy day. You don't have the time to figure out all the right metrics/KPIs for your organization and then specify and code reports in your call tracking system or wade through the 100's of canned reports searching for the right metrics/KPIs. You also do not have time to "kick" your call tracking system to get this information on a hourly, daily, weekly, monthly or quarterly basis. You need to have the right metrics/KPIs sent to you and your term at the scheduled intervals that you deem appropriate for each leader, supervisor or agent. You need real-time information sent to you at exactly the time that you need it.

You will always need the ability to quickly generate ad hoc reports with little effort.

It is easy to measure the performance of a Wall Street stock trader with profit/loss as measured in dollars. Revenue is the most "pure" metric possible. But, for those of us not trading stocks all day, it is harder to tie performance to revenue generation/impact, but a close as link as possible.

Download the webinar slides:  Metrics For IT Help Desk & Customer Service Organizations

Click for IT Help Desk Reports, KPIs & Metrics examples

Click for Customer Service Reports, KPIs & Metrics examples

Measuring the Best Performers in IT

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"Rock Stars"…we all love these producers. The company gets great value from these people. They are the work horses. They're smart, competent and confident and your customers love them. You want to keep them. In a poor economy, you want to keep your rock starts and attract more rock stars from your competition.

"Stars in Training"….offer them training and mentoring to get them to realize their potential. They are typically younger and have a desire to grow and excel.

"Solid Citizens"…dependable, competent, maybe don't have all the skills or don't push themselves like the "Rock Stars"…ok with being a "Solid Citizen"…nothing wrong with that.

"Problem Children"…all leader have experience with these folks. It's some times difficult to terminate poor performers… Giva worked with a customer that was a major international law firm that would not terminate poor performing IT support people. They did not have any objective data. Only anecdotes of information. They feared an age discrimination lawsuit. They had no hard data to support the poor performance. After 6 months of using Giva reports, they terminated three people in IT. The IT management provided the Human Resources dept. with objective data from Giva reports. The conservative firm felt confident they had objective data to support the terminations. This significantly lifted morale in the IT groups. Terminating poor performers always lifts morale. On an emotional level, people never like to see terminations, but when others are unfairly carrying the workload of a poor performer, etc., morale is always lifted and motivation is increased. Moreover, team morale is killed when competent people are terminated because of politics, personality, favoritism, and other subjective measures.

Download the webinar slides:

Metrics For IT Help Desk & Customer Service Organizations

Who to Reward in IT or Customer Service

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Outstanding leaders focus on "high leverage points" where they can make changes and exert influence. High leverage points provide a disproportionately higher payback for every unit of effort/time invested vs. low leverage or no leverage points. Said another way..they want a big bang for buck for effort/attention so they look for high leverage activities where they can have a big impact.

High Leverage Points: A law firm or hospital internal IT help desk will have significant influence on the productivity of attorneys and health care professionals which are revenue producers for their respective entities.…it's a high leverage point. Another example is a customer service organization since it has significant influence on customer decisions to purchase more products/services. Customer facing personnel are in a very influential/critical position. Sales people generate revenue, but excellent customer service people keep customers coming back with their checkbooks…or not coming back.

Download the webinar slides:

Metrics For IT Help Desk & Customer Service Organizations

Performance Incentives-IT Help Desk

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Why are metrics important?

 

-Performance- what to be able to draw distinctions between people and groups for incentive programs. Linking incentive programs to subjective criteria will kill morale of any organization. Without objective measures, favoritism and personality "rule" instead of performance. Circulate the name(s) of winners along with a copy of the report(s)/metric(s) documenting why the they won and how everybody else performed. Can't improve if can't measure! Increase individual and group morale with metrics.

-Benchmarking - Industry and competitors for continuous improvement. Easy to get industry data, but need to collect data about your company with your call tracking system to compare with industry data.

-Financial…for resource allocation plans, workload balance, add/subtract headcount, business cases for capital and operating expenses. Tie your team's performance to revenue as much as possible. How many revenue producers did the support organization kept productive? How happy are out customers so they keep on buying?

Download the webinar slides:

Metrics For IT Help Desk & Customer Service Organizations

Tough Questions to Ask Any Software Vendor Before Purchase

 

Continuing from yesterday, here are 10 more groups of penetrating questions to ask SaaS Customer Service and IT Help Desk vendors to determine their true character.


11. Are there maintenance windows of downtime for routine server administration? When are they? Will the service always be unavailable during these windows or just some times? Will I get notifications when the service will be down during a maintenance window? How much advance notice?

12. What contract lengths do you offer, and what are the discounts that apply? Is there any flexibility in payment terms? What are renewal terms?

13. How quickly can we be up and running on your product? Does it work "out of the box"? Will it take a week, a month, a quarter or six months or longer to deploy? Will you provide an implementation plan in writing and commit to it? Who will initially pay for set-up, customization and configuration costs? Who will pay these costs on an ongoing basis? Do we need to learn a programming language to administer and customize your product? If so, what is the approximate size of the developer community; and what is the average hourly rate?

14. What is exactly included in annual software maintenance? Will we receive major releases or just bug fixes and minor enhancements? Can you please show us exactly where this is documented in your SaaS License Agreement?

15. Of course, we hope that we do not have to do this, but my company may want to cut costs in the future by not paying your annual software maintenance. Our CFO is concerned about commitments for ongoing fees. Can we stop paying software maintenance any time we want, but continue to use the software licenses? Do we need a license key from you each year? What happens if we stop paying annual software maintenance, and then we want to start paying again to obtain support? Do we have to "back pay" all the fees for software maintenance we did not previously pay?

16. What is your roadmap for future product development? What product enhancements are you planning to make over the next 12 months? How can my company be assured that you will deliver on this roadmap? What are our options if you do not deliver?

17. If we have a support issue that requires some reconfiguration, does your company charge professional services fees for this work, or is it covered under routine support?

18. We will probably learn a lot about your product after using it for the first six months or even a year. If we want to do additional customization and configuration work after the initial deployment is completed, does your company charge professional service fees for this work ,or is it covered under routine support?

19. Is a source code escrow service available? (This requires that the vendor place their source code in escrow, so that it is available if they are no longer in business.) Is there a fee for this?

20. Does the vendor ask you about your pain points? Are they interested in understanding your requirements, and will they prepare a demonstration of their capabilities based on these requirements at no cost or obligation?

 

Download white paper at:

https://www.givainc.com/resources/wp/p2-software-vendor-selection-criteria-top-questions-ask-compare-evaluate-purchase/

 

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