Call Flow: How to Optimize Your Call Flow

Your first impression should be your best impression, right?

This is especially true when it comes to telecommunication, and to create that lasting first impression, it’s important to focus on improving your business’ call flow.

Any customer service professional is aware of the importance of first impressions. However, what you rarely realize is the lack of time for you to make it a good one.

In this article, we will address the importance of a good call flow in your business. Alongside this, we will also examine some of the ways you can optimize your call flow process.

What is Call Flow?

A call flow is a kind of road map that helps agents understand how a conversation should flow. 

Call flows can be especially useful in various ways. They can help agents tackle complex call scenarios while also providing excellent customer care. 

From a technical perspective, call flow consists of two main important aspects:

1. The way a conversation flows through your agent’s script.
2. How a call is routed through your business’ system.

Typically, the conversational flow of calls varies based on the purpose of each call. However, the main aim stays the same – to help agents gather critical information to quickly resolve customer issues.

As a standard, the call flow process can sometimes include prompts. These can consist of specific phrases but they don’t need to be read out word-for-word.

The Call Flow Process

Based on your business and customer needs, call flows can have a number of components. Firstly, you can use an IVR to pre-screen your customers.

IVR is especially useful in getting primary communication out of the way. It can be used for processes like identification, number tracking and identifying reasons for calling.

However, post the automated part of call flow, an interaction with a live rep would include the following:

• Greeting

This is your agent’s first interaction with your customer. It is responsible for setting the tone for the entirety of the call.

• Authentication

This step is for security reasons. It ensures that you are talking to the right person. It goes beyond verifying their date of birth and name.

• Identify Purpose of Call

Here, your agent has to quickly establish why the customer is calling.

• Empathy

After establishing your call driver, your agent should empathize with the caller. Make them feel heard and aim to resolve their issues. 

• Transition

Your rep can then, based on the reason for calling, determine the steps towards solving the problem.

• Troubleshooting

Now, the problem-solving process can begin. The call can go many different ways based on the intended purpose.

• Recap

Lastly, your rep gives the customer a brief summary of the entire call. They also offer to assist them with any other issues they may have.

Also read: Tips for abandoned calls

The Importance of Call Flow in Telecom

The call flow is very important to maintain efficiency and consistency within the telecommunication industry. This is especially visible in your business’ call centres.

Call flow assists your agents with conversation by guiding them with what they must do and say. Moreover, it does so in a predefined order to help your reps save valuable time.

It helps your agents manage calls in a personalized and timely manner. As such, this helps customers feel like they matter. There are numerous other benefits to utilizing call flow in telecom in your call center as well. 

The Benefits of Call Flows

Adopting effective call flows into your business’ customer care strategies can have many benefits. Some of them include:

• Reduced Mistakes

Generally, reps have to memorize a lot of information for conducting customer calls. As a result, this can at times lead to human error.

However, with call flows, your reps receive a reference sheet. This sheet is useful as they don’t need to worry about possibly forgetting crucial steps in their process.

Furthermore, call flows help agents avoid mistakes as a whole. With everything they need to know directly in front of their faces, nothing is left to chance!

• Enhanced Metrics

Utilizing call flows can also have a positive impact on your metrics. By improving your individual agent performance, you’re simultaneously improving your business’ efficiency.

In fact, callers specifically tend to notice when the wait time is less for their calls. They also notice when they don’t require to call your business multiple times to get an issue resolved.

In this way, how satisfied your customers are can be seen and understood from your metrics.

• Improved Efficiency

Call flows provide support to allow agents to do their jobs much more efficiently.

They enable agents to quickly identify the purpose of a call. Alongside this, call flows also help them connect the right agents with callers at a faster rate.

Thus, giving them a direct and efficient line to troubleshooting.

As a result, calls can be resolved in the shortest amount of time. In addition to this, call flows also enable the conversation to move more smoothly.

Moreover, reference materials are given to reps. As such, they no longer need to waste time memorizing every detail and company policy.

How to Optimize Your Call Flow Process

When managing call flows, it is important to remember the following:

You may use a script. But, remember to keep it flexible.

Scripting enables your agents to stay on point with their messaging. Not only this, but it also saves time when figuring out how to speak to customers.

Scripts even have legal implications and ensure the proper legally required language is present in every conversion. 

Keeping this in mind, your scripts should not be too rigid. Allow for improvisation and some flexibility. This can help call interactions feel more natural and personalized.

Empathize with your callers.

Once your caller’s issue has been identified, you must reassure them that you’re taking their concern seriously. Moreover, you should convey that you care and are eager to help them out. 

In fact, not inculcating this process in your call flow can even affect customer feedback negatively.

When hiring, keep a lookout for top notch customer service skills.

Sincerity is a very important trait to look for when hiring agents. Even a perfect script cannot replace an agent’s innate ability to connect with customers authentically. As such, you should always prioritize customer service skills when hiring. 

Technical training, although challenging, can be taught quite easily. However, agents with soft skills like defusing a heated conversation or handling difficult customers are hard to find.

Try to get the most out of your call recording feature.

Call recordings are often dramatically underutilized. You can use your successful calls to better understand which phrasing/ language works best with customers.

Then, you can include them in your scripts to make them more effective. This also helps your scripts sound more natural and less robotic.

Remember to think about all possible scenarios.

Oftentimes, customers know exactly what they want when they call. Although, on a few occasions, they may need a little assistance. In other cases, calls sometimes end up going in a much different direction from where they started.

With all these possibilities, it’s important for you to incorporate multiple scenarios into your script. Aim to help agents get where your customer wants to go by considering multiple outcomes when making scripts.

Summarize the call to your callers.

Once a caller’s issue is resolved, your rep has to give a brief recap of the call. It should include the reason for calling, the observed issue and how your rep helped solve the issue.

Finally, your agent will ask if there is anything else they can help the caller with. This is to make sure all the customer’s needs have been appropriately met. 

Conclusion

Most times, the first contact a customer/ client has with your business is via a phone call. As such one of the best ways to avoid negative customer experiences is to utilize a well-designed call flow.

Call flows plan for what customers will experience on call. Not only this, they also show what can happen if lines are misdirected, busy or unanswered.

As such, they are extremely useful for helping agents handle a variety of complex call scenarios. Call flow in telecom can be a very useful resource for call center agents. 

So, what are you waiting for? With all our helpful tips and tricks, you can start creating your own call flow today!