The way that you handle your customer service inquiries has a huge impact on customer loyalty. When a customer reaches out with a question or a problem, they want an answer quickly. One bad experience or too many steps to reach a resolution means you could lose a customer.
Customers may start their request via phone, chat, SMS, email, or social media and choose to move to another channel depending on their need. Salesforce research has found that 76% of customers prefer different channels depending on the context.
A good case management system ensures a seamless process for both the customer and the service agent from start to finish, no matter the communication channel. It connects the entire service organization and gives agents everything they need to resolve a case, including activity history, next best actions, and critical customer information.
A case management system lets a company collect and organize customer service interactions that occur on any channel. The system tracks each case to resolution and beyond.
A modern case management platform pulls customer requests into a database, where customer service agents can view and respond to them. Case management tools allow agents to categorize and manage requests. Other team members can also review cases and resolutions and aggregate information to help the company improve products and business processes.
A case management system has many benefits beyond resolving customer concerns. Consider these added impacts:
When agents have everything they need to resolve a case, including order status, service history, and communication preferences, customer service interactions become opportunities to focus more on the customer
. This leads to personalized service experiences that ensure happier customers. Plus, agents can record more accurate, rich insights about customers, which benefits everyone in your service organization and offers valuable insights to other departments.
One of the main benefits of a case management system is omni-channel routing. When a case comes in, the right agent is assigned based on their skill set and availability. Customers don’t have to put in all the legwork
or wait days for answers to their questions, and businesses improve their average handle time.
Case management systems use automation to remove repetitive tasks from agents’ queues, freeing them to focus on more strategic activities. Agents follow sequences to resolve cases with prompts on what to ask and what to do.
If you're considering a case management system, understand your company’s needs and customer service goals. Most companies see value in the following capabilities and seek them out in potential solutions:
With a single view of the customer from their service console, agents do not need to reach out to a colleague (and wait for their reply) or track down a document to resolve a case. They don't even need to open different software or switch screens. Cloud-based case management systems provide every user with the same view, no matter where they are or what device they are using.
The best case management solutions enable companies to meet customers right where they are. This is critical as customer behaviors continue to change and new channels emerge. Good case management workflows allow agents to communicate with customers and resolve their concerns in real time, whether on a chat, mobile app, social media, or on the phone.
A case management system that collects information about customer service requests and resolutions can ultimately improve a company’s products and processes. The data points out problems to fix before the next iteration of products or instructions goes out to customers. And agents can learn how best to help customers with everyday concerns.
Customers are looking for a way to resolve their issues immediately. Self-service channels
, such as a customer portal, help center, or chatbot, deliver support any time, day or night. Customers use these channels to access helpful articles, FAQs, and routine information such as order status. They may also choose to ask a question on a customer community portal to tap into in-depth knowledge of your product’s features and functionality.