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how to setup a call center

How to Setup a Call Center for Any Size Solution

July 16th, 2015

Setting up a call center is not a one size fits all solution. The setup of your call center will depend on your business model and the needs of your customers. However, following these steps can make it a lot easier for you to determine your setup requirements and execute a plan for your new call center.

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1.Figure Out Your Budget and Your Goals

Many of the decisions that you make will come down to your budget and call center setup cost. You should determine your budget based on your business goals for your call center. In addition, you will also need to consider the tools and equipment that are needed in order to implement your plan. You may find that your systems need to be upgraded in order to integrate them with your call center operations.

Establishing your goals will also enable you to determine which team members you will need to execute your plans effectively. Certain areas also require licensing to set up a call center location. Your business goals can help you to decide whether you prefer an in-house or outsourced provider to help you achieve the results you want.

2.Decide on an Outsourced or In-House Solution

One of the biggest decisions that you will have to make in setting up your call center operations is whether your call center will be an in-house or outsourced solution. Hiring an in-house team to handle customer concerns is an approach that many small businesses take. Software and a well-trained team can allow businesses to handle customer service in-house.

If you plan to hire an outsourced provider, then you will need to research the background of the company, as well as, their experience with your industry. In certain situations, the backgrounds of the agents can make a difference, as timezone differences, language barriers and other unexpected concerns may affect the service quality of the outsourced provider. If you hire an outsourced provider, do your research to make sure that the company can actually meet your needs, as you will have limited control over the outsourced provider’s operations.

3.Solve Customer Problems

In order for your call center to run smoothly, you must ensure that your setup is always focused on solving customer problems. If you are not prepared to handle customer concerns effectively, your call center will fail. You’ll also be left with many unhappy customers, which could result in damage to your brand.

Some suggestions for making sure that your call center is “customer-ready” are:

● Use CRM software to improve contact rates and decrease wait-times.
Cloud-based call center software provides flexibility and scalability for your business. With cloud software, you can also design complex workflows that will allow your calling agents to handle customer interactions faster and more effectively.

● Make sure that all systems are effectively integrated.
Integrated call center systems ensure that your call agents have the right information when they need it. You will also be able to effectively monitor key performance indicators (KPIs) in order to adjust your call center operations for greater efficiency.

4.Track, Optimize and Evaluate Call Center Operations

As you manage your call center, it is important to have systems in place that can determine the call center's success in closing sales or resolving customer concerns. The KPIs that you have set for your business can help you to determine performance.

Running a successful call center is all about incentive's for high-performance employees, making sure that agents have the tools that they need to do their jobs efficiently and ensuring that customer satisfaction comes first. You should set up training opportunities to help your agents achieve the goals that you have set. Software can also help agents to meet their goals by allowing them to track metrics in real-time.