A recent survey shows that over 90% of businesses record their calls, but only 34% use a speech analytics solution to analyze them. Even though 21% plan to implement such a solution this year, a lot of valuable data from these recordings remains unused. This means that many entrepreneurs do not understand the importance of call recording for employee training well enough. Why invest in expensive general training when you have so much personalized data about your business. With call recording for business, you can accurately understand weaknesses and strengths and correct them precisely.
During Call Recording, You Collect All the Information You Need
To properly evaluate and support your employees, you need solid information. Call recording offers exactly that. Instead of guessing about your employee’s customer service skills, you can hear it firsthand. This tool makes every customer conversation accessible to you, allowing you to serve your business in various ways.
Want an overview of your customer service? Listen to a random selection of calls for a representative snapshot. Need to evaluate a specific employee? Review some or all of their calls. Call recording allows you to focus on the details when needed, providing you with virtually limitless information to work with.
Recording calls does not necessarily require a complex integration procedure and the purchase of special equipment. Instead, you can download a Call Recorder app, like iCall. It works on a subscription basis and already contains all the necessary functions for managing recordings. Moreover, the call recorder app iPhone complies with legal requirements and creates high-quality recordings. Available in a free trial period. Due to the fact that the call recorder records the voice in conference mode, the voices of the interlocutors are heard exactly as both interlocutors hear them. A useful addition is the built-in phone recorder iPhone.
Any Conversation Can Be Analyzed
One advantage of call recording is the ability to revisit and assess problematic calls. If a customer complains, you can quickly review the call to evaluate it. Additionally, call recordings can highlight positive job performance. During employee evaluations, focus on both strengths and weaknesses. Comparing good and bad calls can be particularly useful. Play them back for the employee and explain why one was effective and the other was not. This approach helps employees learn from their performance as well as your feedback.
Enhancing Quality Monitoring with Speech Analytics
Quality monitoring through call recordings is a common practice. Yet, traditional quality assurance (QA) processes typically rely on manual checklists, reviewing only 1-2% of agents’ monthly calls. This means a significant amount of valuable data is overlooked, making it challenging for managers to accurately assess individual agent performance.
To fully utilize call recordings, consider using efficient speech analytics tools. These tools allow for the automatic analysis and scoring of 100% of recordings, providing performance feedback to agents and supervisors while offering valuable insights to improve QA processes.
This approach enables companies to categorize calls and identify customer behavior trends. It helps pinpoint the root causes of customer complaints, leading to better service quality. Relying solely on a small fraction of calls for QA is risky. Ensuring QA decisions are based on comprehensive data from all calls is crucial.
Identifying Sales Opportunities
You can use your call recordings to identify customer trends and uncover sales opportunities. To analyze trends, review and score all of your call recordings. By linking successful sales outcomes to specific agent behaviors, skills, or language, you can determine the best methods for closing a sale. Then, choose the most effective approach to develop an optimal strategy. Evaluate agents who test this strategy based on their adherence to the desired script or their ability to recognize purchase intent language.
Best Practices for Call Recording in Customer Service
Recording customer service calls can significantly enhance quality assurance and training programs. However, successfully implementing this capability requires careful planning to meet legal standards and maximize the benefits of recorded interactions. Here are some best practices to follow:
1. Obtain Consent and Ensure Compliance
Always get explicit consent from all parties involved in the call. This is crucial for legal compliance in many regions and helps build customer trust. A simple statement like, “This call may be recorded for quality assurance purposes,” can suffice at the beginning of the call.
2. Define Clear Objectives
Clarify why you are recording calls. Whether for training new employees, monitoring compliance, or evaluating customer satisfaction, having specific objectives will help tailor your recording strategy to meet these goals.
3. Prioritize Data Security
Implement strong data protection measures to secure recorded calls. Use encryption during transmission and storage, and enforce strict access controls to prevent unauthorized access. For example, use end-to-end encryption and store recordings in a secure, access-controlled database.
4. Focus on Quality Over Quantity
Record calls that provide the most value. Instead of recording every interaction, choose calls based on criteria like call length, customer feedback scores, or specific issues discussed.
5. Derive Actionable Insights
Regularly review and analyze recorded calls to identify trends, training opportunities, and areas for improvement. For instance, a call center might use speech analytics to pinpoint common customer complaints, which can then inform product development.
6. Create a Feedback Loop
Incorporate insights from call recordings into training and quality assurance processes. Use exemplary calls in training sessions to demonstrate best practices, and highlight problematic calls to address areas needing improvement.
7. Pursue Continuous Improvement
Treat call recording as an evolving tool for ongoing improvement. Regularly update your recording practices and policies to reflect advancements in technology, changes in customer expectations, and new regulatory requirements.
The Bottom Line
Call recordings provide valuable insights into your call center’s operations, but they aren’t the whole picture. Rather than using these recordings to criticize employees, use them to identify opportunities for improvement and resolve potential conflicts.