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Published August 31st, 2016 by

7 Tips on How to Maximize Your Help Desk Software

7 Tips on How to Maximize Your Help Desk Software

Customer service is a big asset to a business. But sometimes, even if you have employees, it’s best to utilize a help desk software for them. Using this software will provide a more effective service to your customers as long as your employees know how to apply its full potential. This software will help create happy customers and a happy customer means more business because they buy more and they provide great feedback to others. Having a positive feedback helps you generate more customers and give you an overall customer satisfaction in the long run. This article will talk about how to maximize your software to make your customers happier with your products and services.

Why Help Desk

Help Desk can provide value and add productivity to your business, especially customers in providing information technology (IT) solutions to your customers. The software can resolve IT issues faster by tracking the status of each issue and analyze them. It also efficiently makes work faster by replacing manual processes to an automation process. They also help in streamlining workflows.

Help desk support also centralizes your customer’s information, making it easier to search. Your customers can reach out to you by submitting a help desk ticket via email or on your website. They can also chat with you or contact you using their phone. Every time they communicate, you have the confidence that we can receive their queries and concerns, make a log and assign a ticket to the right category automatically, making sure it gets to the right department as soon as possible.

It is a great way to streamline communication. You’ll be able to keep a detailed record of all your customers’ issues. This is a great way to track any updates and reports. You’ll also be able to check the progress of all tickets. It has an email notification feature to alert you with anything new that’s happening. Continue reading to find out what are the 7 random tips that can maximize and simplify using this software.

Set Clear and Realistic Goals.

Set clear and realistic business goals for your help desk support software. It should be specific and achievable. The main goal you should want to focus on is providing the best support for your technical services for your customers. You also can determine any additional business opportunities and grab it. You can do that by monitoring your employee’s service performance and activities levels and providing a strategy to enhance your customer relationship.

The second goal is that you want to concentrate is making sure you have a positive customer service by optimizing your resources and employees. You should be able to identify and resolve any issues that your customers should have. Aside from that, making your customers be loyal customers should be one of your priority goals. This is because it’s easier to maintain loyal customers than to get new ones. Having a great customer satisfaction will attract more customers by giving positive feedback and a higher chance of them making them stay.

Establish a Team

Establishing a team that’s specifically for your help desk would be very helpful to your business. Once you have a team, make sure that they have adequate training so that they would know what to do. Let them know what your goals are and make them follow your policies. Implement practical and reasonable policies to protect not just your business but also your customers as well. Your team represents the essence of customer service, so make sure that they know how to comply. Have a comprehensive and updated training every once in awhile to every employee that you have, concentrating on their communication skills.

Another thing that they should be focus on is having a detailed and complete knowledge of your products and services, knowing and understanding basic troubleshooting steps and being able to identify any issues and fix them before it gets bigger. Other training topics you need to focus on are:

  1. Listening and communication skills
  2. Telephone handling skills and techniques
  3. Product and service knowledge training and seminars
  4. Complaint handling and de-escalation skills
  5. Note taking and recording skills
  6. Decision-making skills
  7. Analysis skills
  8. Stress management training
  9. Forecasting skills
  10. Basic and intermediate troubleshooting skills

Online help desk tools makes it easier for you to track your customer’s progress. You can find out the most types of issues made, the time spent on a resolution, the number of incidents created, the complexity of the issues and a lot more.

Make sure that they meet your customer’s expectations. Your customers would able to reach your team as soon as possible, so it is recommended to have a 24 hour, seven days a week technical support line open. Just remember the main focus of establishing your team is building up your customer satisfaction ratings to provide a strong, long-term customer-relationship. This is what we’re going to talk about next.

Understand and Provide Quality Customer Service for Your Customers

Another good tip is to understand your customers. A good thing about this software is that there are layers of support that focuses all their customer response to any problems and fixes any system failures as soon as possible. Everyone needs to accurately provide a log of their contact with your customer so that everyone regardless of level knows what’s happening to the customer. They all will let the customer know the estimated time of resolution to their problems. Not all software have three levels of support.

Front level of support: This is the first contact team your customer will face, whether they would be asking help on an issue or a general inquiry. They provide an initial assessment of the customer’s incident. They can provide the customer a resolution to their problems or answer any general inquiries they have. If they are unable to do so, they would be contacting the second or third level of support to help the customer further. Second level and third level of support: Both levels have more training and more specialized skills compared to the front level of support.

So why have three levels of support? Having three levels of support increases the chance of innovation, productivity and creativity for your business. It is a great way to be organized and have higher team dynamics, influencing positive team conduct and performance. Having all levels of support also ensures that your customers are being well-cared for. You also have the confidence that your team will resolve any issues that they have, no matter how hard it could be.

Be Up to Date Always

Being up-to-date will definitely give you an edge between your competitors. To know what software uses the latest technology and innovation, read CrowdReviews.com’s help desk tool reviews.

Provide Effective Issue Management and Prevent Any Escalations

Help desk tools are created to make sure you detect an issue from coming up even before it happens. You can control any potential issues that may arise using effective management techniques. This will definitely help you in critical situations especially is there is an issue that still needs to be resolved and you still need time to be able to solve them. As we’ve mentioned before, we would like to have a positive customer relationship with your customers and preventing any escalations or issues blowing up is essentially a must to keep this relationship strong.

Monitor and Manage Your Help Desk

It’s easy to monitor and manage your help desk using help desk tools. Your team should be able to meet their metrics every time they communicate with your customers. You should be able to monitor the following:

  1. Number of times a customer called
  2. Number of times an issue occurred
  3. Number of times an issue was resolved
  4. Number of times an issues was not resolved and what is being done about it
  5. Number of times an issue has been escalated
  6. Time spent on a contact
  7. Time spent resolving an issue

There are other ways in monitoring your help desk. By monitoring and analyzing them, you would be able to track and forecast any issues before it occurs. You also would be able to improve your handling times by making a frequently asked questions page or using your experience, know what to do in such events.

Maintain and Retain What You Have

By now, you should have excellent help desk service for your customers. In order to maintain what you have going on, you should be able to have regular meetings and updates to know what can be improved and what best practices can be shared to everyone else. Having a great software that can also fulfill these expectations are helpful to you. You can read CrowdReviews.com’s help desk tool reviews to choose the software that can help you retain and enhance your outstanding help desk team.

All of these tips are very helpful for you to utilize your software. You can read more tips by reading ITSM.tv’s article about help desk management. We are also confident that you get the best deal out of it by choosing one of the top help desk tools in CrowdReviews.com.

Is Help Desk the Right One for Us?

Similar to customer support software, Help desk is intended to make your IT life easier in your business. Using help desk will make your customer’s data organized, your customer interaction more enhanced and simplified and the workflow is streamlined.

Luckily, you can read the top help desk tools in CrowdReviews.com to find out which help desk would be beneficial to your business. Why not read and compare what’s out there and select the best and make sure to utilize these seven great tips?

Trevor Price

Trevor Price helps small businesses leverage mobile technology to reach their audience and extend their capabilities in delivery, information, and tracking.

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