7 QA Tips for Call Center Optimization

Written by

Quality Assurance (QA) serves as the foundation for call center excellence. Its significance cannot be overstated, as it directly impacts customer satisfaction, customer experience, and the call center’s overall operational efficiency. 

By leveraging call center quality assurance best practices, call center managers and leaders can drive actionable improvements in call center operations.

This article outlines seven QA tips aimed at optimizing your call center performance to ensure it operates at its maximum efficiency while meeting high customer service standards.

QA Tips for Call Center Optimization

1. Keep track of the most critical KPIs

Consistently keeping track of the most critical call center metrics and KPIs (Key Performance Indicators) is one of the most straightforward ways to identify inefficiencies and improvement opportunities. While call centers may have different goals and objectives and may prioritize different metrics and KPIs, some of the most common ones to keep an eye on include the First Call Resolution rate (FCR), the Average Handle Time (AHT), the Average Call Duration, Call Transfer Rate, Agent Script Adherence, Customer Satisfaction Score (CSAT), and others.

2. Monitor customer interactions in real-time

While reviewing call recordings is an efficient way to evaluate call quality and agent performance, monitoring customer interactions in real time as they are happening by utilizing call monitoring software tools is another excellent way to assess the quality of customer-agent interactions. In addition, using call monitoring features like call whispering and call barging enables managers and supervisors to intervene in the conversation whenever agents need assistance in handling the interaction.

3. Leverage call center Speech Analytics solutions

Coaching, training and help with business people in call center for telemarketing, customer support

By integrating real-time call monitoring features with AI-powered speech analytics tools, call centers can automate and optimize the entire call center QA monitoring process. Speech analyzer software solutions provide managers with deeper insights into interaction quality, compliance adherence, and agent performance. Beyond that, many advanced speech analytics solutions employ sentiment analysis capabilities that are able to gauge customer sentiment throughout interactions and help uncover root causes of customer dissatisfaction.

4. Conduct regular call auditing

Conducting regular call auditing is an essential QA practice in contact centers. That involves reviewing, evaluating, and scoring each aspect of customer calls (such as an agent’s communication skills, call-handling skills, product knowledge, issue resolution, script adherence, etc.) by managers, supervisors, or third-party QA evaluators. Call auditing helps spot opportunities for improvement and agent knowledge gaps, enabling managers to refine their agent training and call coaching practices.

5. Collect feedback from customers and agents

Customer feedback has always been a valuable source of information for call centers striving to deliver outstanding service experiences. Collecting customer feedback through customer satisfaction surveys following customer service interactions is a surefire way to better understand what drives customer satisfaction and what needs to be improved in your call center operations and service delivery. That being said, call center agents can also serve as a source of feedback, which is why collecting feedback from agents should not be neglected.

6. Ensure ongoing agent training

Agent training is a continuous, ongoing process that starts from the onboarding phase. It’s critical to understand that despite utilizing the best call center technology, it’s the agents who will daily interact with customers. Thus, investing in proper training and coaching is paramount as it ensures agents are able to effectively apply their communication, call-handling, and issue-resolution skills, allowing for high-quality interactions with each and every customer.

7. Encourage agent self-assessment

Agent self-assessment through self-scoring their own interactions should be part of call center quality assurance. Apart from evaluating agent performance by means of tracking critical metrics and KPIs, managers should encourage their team members to evaluate their own performance, which helps foster a sense of responsibility, ownership, and accountability, helping motivate self-improvement and better performance.

Wrapping up

Overall, call center quality assurance is an ongoing commitment that requires strategic planning and meticulous execution. By adopting the seven QA tips outlined above, call centers can achieve a paradigm shift, elevating their operational performance and customer satisfaction metrics to unparalleled heights.

More about Business Planning