Listen and subscribe to our podcast:
In this episode of the Customer Service Secrets Podcast, Gabe Larsen is joined by Steve Richard from ExecVision and Vikas Bhambri from Kustomer to learn about recording customer phone calls and how the data is useful to CX agents. Steve is the Chief Evangelist and Co-Founder of ExecVision where he strives to improve performance by analyzing data. Listen to the full episode to learn more.
Are Phone Calls Dying Off in the CX World?
For years, phone calls as a means of communication between CX agents and customers has been under great speculation. Debate amongst the customer experience community over whether or not this communication channel would eventually die out takes place frequently. Email, once being in the hot seat, was thought to dwindle as a channel because of advances in modern technology. This, however, simply isn’t true. Email has held strong in its place amongst omni-channel communication, as will phone conversations. Interesting data resulting from the COVID-19 pandemic shows that phone calls between CX reps and customers have boomed within the last year due to heightened pandemic anxiety. This can also be attributed to customers wanting to talk to actual human beings rather than a chatbot when something goes wrong with their order. These phone calls are a goldmine of data information and companies should do everything they can to gather this data, as it is helpful for a multitude of reasons. One reason being that customer experience agents become self aware when they have the ability to revisit past phone calls, study their conversation skills, and understand what went right or wrong. Companies can also learn from the collected data.
The technology’s improved where they can take thousands, millions of calls, do their analysis on it and actually make business decisions. And those business decisions aren’t limited to the enablement of the agent. It’s changing policy. Change in product. Change in marketing offers. That richness of data is something that is now available to the business at large.
Team Development Through Data Analysis
Steve believes that recorded customer calls are crucial to team and brand development in a holistic sense. Information such as common issues with products, competition details and much more can all be unearthed through call data analysis. Plus, data collection is most impactful when teams work in an environment that is comfortable enough where mistakes can be made without fear of strict reprimands. Instead of calling out an agent’s mistakes in a customer call, Steve explains that this is a prime opportunity for leaders and agents to learn together and to make adjustments where necessary. Furthermore, companies can learn from CX representatives by analyzing their call data and noting the common practices amongst the highest performing teams. Common traits amongst these teams should be capitalized, prioritized, and implemented across the board. For leaders who understand the value in data analysis but are struggling to streamline the process to a standard of excellence, Steve suggests pinpointing a few crucial questions reps must ask, then training them to improvise as they go. “Think of it like jazz. It’s like, there are certain notes you just have to hit and then from there improvise.” When agents are matched with the training necessary to spark fluid conversations all while hitting the main points, call data is sure to be accurate and advantageous.
How Companies are Winning with Phone Call Data
Successful corporations are winning in the customer field when they see the true value in data and use it to their advantage. Steve examines the two different types of call data that firms can collect, the first being human generated. Human-generated data includes all of the information a CX agent might collect during a call for their record. The second form of data is derived directly from the original content source — the phone call itself. This entails talk-to-listen ratios, call length, reasons for customer complaints, and transcripts. For companies to be successful, Steve conveys the importance of data translation and understanding what it means to the success of the brand as a whole. For example, traditionally, swearing has had a negative connotation in the CX world until more recent years. Now, swearing is a part of everyday jargon and reflects positive rapport between the customer and the agent, unless of course used within negative contexts. On this Steve mentions, “Rapport means different things to different people. For one person it’s weather. For the other person it’s talking about their problem. So make it so it’s as objective as you can.” Another example of institutions winning with customer data is it allows leaders to determine the perfect talk-to-listen ratio that is appropriate for the brand. Lastly, Steve urges CX teams to take control of their calls and to look inwards for examples of best practices, because learning from each other is remarkably effective.
To learn more about recording customer calls and capitalizing the data, check out the Customer Service Secrets podcast episode below, and be sure to subscribe for new episodes each Thursday.
You can also listen and subscribe to our podcast here:
Full Episode Transcript:
The Secret to Better Customer Support | Steve Richard
Intro Voice: (00:04)
You’re listening to the Customer Service Secrets podcast by Kustomer.
Gabe Larsen: (00:11)
All right, welcome everybody. We’re excited to get going here today. We got a good friend of ours. I’ll let him introduce himself. Steve Richard from ExecVision. Steve, how are you man?
Steve Richard: (00:20)
Doing well? This is great. Haven’t done one of these live ones yet.
Gabe Larsen: (00:23)
Yeah, well we have about a million people joining. So this is, this is pretty important that you prepare. Thanks to you for preparing for that. Which I know you wouldn’t do any of because you told me you didn’t. But nonetheless, you’re a man who knows truth, and we’re going to talk truth today. So can you tell us a little bit more about yourself and what you do over there at ExecVision?
Steve Richard: (00:45)
Yeah. Very, very passionate about working with salespeople, support people, customer-facing people, service people, to improve performance. I mean, that’s what it’s all about is getting people better. Everyone’s always talking about metrics all the time and it makes me nuts because I go, “What’s the point of measuring the sprinter to help folks get better?” So my whole career has been dedicated to that to see entire teams and departments elevate performance on a bunch of different fronts.
Gabe Larsen: (01:09)
I love it. Well said, man. A fellow LinkedIn spammer. I haven’t seen you as much on LinkedIn, man. Have you been, you’ve been a little, a little less aggressive on that?
Steve Richard: (01:17)
It’s hard. It is. It’s a lot. It’s a lot of time and effort. I’ve been heads down with a bunch of new SDRs internally.
Gabe Larsen: (01:22)
Yeah. Yeah. I know. We’ve seen like a lot of that going on and I miss it. I love spamming people on LinkedIn. This allows me to at least do it once a week. So I’m glad Vikas and I are able to do that. Vikas as always, you want to introduce yourself briefly?
Vikas Bhambri: (01:37)
Sure. Your partner in crime. Head of Sales and CX here at Kustomer.
Gabe Larsen: (01:40)
Yep, and I’m Gabe. I’m over here Kustomer as well. So let’s dive into this topic. Wanted to go a little tactical, little strategic. Maybe we start high level. Call recordings, how it can help customer service agents. Give me the big picture as to why. What, why is this even a topic to be talked about?
Steve Richard: (01:59)
Well, I mean, you got to have a business reason and most people don’t start with the business reason in mind and there should ideally be a metric and there should be a way of seeing it as improving. For many of course, it’s going to be your NPS, CSAT type of thing. But increasingly we’re seeing a lot of service and support organizations, especially post-pandemic, are starting to have more of a revenue focus. Maybe not necessarily a KPI yet, but, but things like, we want to make sure that they try to save a customer or work with a customer on billing payments, whatever it might be, do something that’s more revenue focused and that maybe they’ve done before. If it’s a sales team, of course it’s revenue conversions, those kinds of things. Or even just simply offering your products. A lot of places now, you’re seeing that they’re incenting folks to just try to ask for the customer to buy something else if they’re happy, of course, issue resolution times, all of that. So if you don’t have a business metric in mind when you’re gonna start, it’s like you don’t have a goal to get to. If we’re going to break a four minute mile, we should know that our goal is the four minute mile before we training. And then the other thing is historically, it’s been all QA. The whole thing has been all about people behind the curtain. They get all the call recordings, they get all the data, and if you go talk to the average person who works in a contact center now at home and you say, “What do you think about QA?” They go, “Ugh.” I go, “Why?” They say, “Because they’re like the police. It’s like compliance. They, I can’t, it just, they make me nuts.” So there’s no relationship there. So rather than trying to create a positive, productive growth culture, instead by and large, they’re perceived as being negative. So we’re starting to see people change the way they think about that where they go, “Wait a minute. I can actually have one of my agents listen to 10 minutes of their own call recordings per week.” And that’s a good thing to do because they become self-aware. That’s very different, I think, than what it used to be. It’s changing the whole paradigm.
Gabe Larsen: (03:51)
But isn’t Steve. I like the title business. Vikas, maybe I’ll throw this one to you. Isn’t the phone dead? I mean, do we really need call recordings anymore, you guys? Because is anybody even using the phone? Vikas, why don’t you start on that?
Vikas Bhambri: (04:04)
The prediction that the phone as a channel, as a customer service channel is dead has been like, we’ve been talking about it in the industry for about five years or probably over five years and it’s not happening. The consumer still wants to use the phone and what I would say, email as a channel, you see chat and other social, et cetera. But when it really hits the fan, right, when I need something done, people pick up the phone because they want a human being at the other end. Half the reason might be because they want to explode on somebody because they’ve been so frustrated with the other channels, your self service, your app, whatever it is, and they’re at the point of no return. And at the end of the day, there’s still a demographic, right, that prefers the channel. So the phone is a channel. So no, the phone as a customer service channel is not going anywhere. In fact, what you will see is, especially in this pandemic, people are seeing, they’re actually seeing the phone channel explode because of the heightened anxiety and expectations of the consumer. So no, the phone is not dead.
Gabe Larsen: (05:14)
Thanks Vikas. Well, you were going to agree to –
Steve Richard: (05:18)
Well no, I wouldn’t. I’m going to add something to that because I think everyone who, anybody who’s watching this who’s a customer of customer in that persona, don’t we wish that one of these things would go away? Don’t we wish that when we add all these omni-channel things and all of a sudden we’re monitoring Instagram, that other communication channels would go away? But they don’t. It’s really unfortunate. And then, Gabe, you’re right. In some situations, it depends on who your customer is. In some situations you’re right. They probably don’t have a need or a very, very small need for a phone-based channel. But I’ll tell you, I’ll give you a personal experience. I’ll just throw name right out there. I was a customer of HelloFresh. I did their initial offer. The meals were fantastic. I’m horrible at getting myself downstairs in time to prepare dinner. So my wife generally cooks, she kind of pushed back on them a little bit. They kept sending me offers and everything like that online, in the mail and everything. I had some, a few chat sessions with them, but I really ultimately wanted to call them and find out if there was a way that they could have a package that would meet my wife’s needs really. Not even my needs, but I couldn’t. And that’s the sort of situation where it’s like, why just keep throwing out more and more offers over email for lower and lower, it wasn’t about a race to the bottom. It was about configuring the package so it met her needs. So I think we have to be very considerate about who our customers are, what we’re offering to our customers and then the communication channel is going to follow for both sales, service and support, all the above.
Gabe Larsen: (06:45)
Yeah. Interesting. All right, fine. The phone is good. I’ll –
Vikas Bhambri: (06:50)
By the way, Gabe, just on that, because some of us are a bit older. People have been predicting email. Email was supposed to die first. Remember that. An email as a support channel is still alive and well. So I think Steve hit on a really relevant point, which is the customers want choice. And as much as we, as CX professionals want to be like, “We’re going to add Twitter so that we can sunset this one,” the customer simply won’t allow that to happen.
Steve Richard: (07:19)
If you’re selling to, I shouldn’t even say tweens, now, if you’re selling to tweens, you’ve got to be on House Party. I mean, no kidding. I mean my eight-year-old kid. Eight-year-old, ten-year-old kids, they never heard of Facebook. They’ve never heard of Twitter. They spend all their time on House Party.
Gabe Larsen: (07:35)
Yeah. Well, good thing those aren’t our customers because I don’t know House Party, but I’ll have to look that one up. I do have an –
Vikas Bhambri: (07:42)
You know, Gabe’s going to be doing TikTok videos.
Gabe Larsen: (07:47)
TikTok. Yeah, okay. We can talk about that after. Let’s talk about the second part because the Q&A thing is, that resonates a lot with me, right? You’ve got a call center, a service group and you’ve got these police running around, mostly, but they’re not enabling, right? It’s like they are more like the police and it’s just compliance to do this. And so call recording has never gotten to the place where it may be and Vikas, got to where it was in sales, where you guys used call recordings as really an enablement thing. Not really like compliance, but like, “Hey, what could I have done better or said better?” See power of companies thinking about taking it from a disabler to an enabler from an actual than coaching perspective. Are they, walk us through kind of that step by step process or guide us on that. Because I think some people are, I don’t think they’re there.
Steve Richard: (08:36)
Yeah. I mean, actually I was just talking to one of our bigger customers or logos on our website. They’re going through this process where first and foremost, there’s the mindset shift and cultural shift in the agent or in the rep because it’s hard for them to go, “Wait a minute, you’re not doing this just to take paycheck away from me? You’re not going to tell me that my variable comp has been docked because I said something wrong? You’re actually trying to help me get better. I don’t believe it.” So let’s start with the whole, like get them to believe and feel comfortable. You’re in the safe place, it’s okay to fail. You have to have a definition of good. You have to have calls, score cards that are aligned with the ideal state for a particular call type or a particular chat session type, SMS, whatever it might be that they’re trying to do. And that’s where a lot of people get hung up is there are many varying definitions of good. So we’ve got to get the leadership team first and foremost has to be aligned and rowing the boat in the same direction because if they don’t do that, we’re in trouble. And then the idea of, and I don’t want to just like paint QA as a film because they’re not. And I talked to a lot of QA people and a lot of them are saying, “I want to get more involved in doing things like surfacing,” great examples for the team to learn from. But I don’t think they felt empowered to do that stuff until now. And just like you said a minute ago, the pandemic accelerates all trends.
Gabe Larsen: (09:57)
Vikas, I mean, how have you seen this play out? I mean, do you feel like some people are actually getting to that enablement standpoint and if so, what does it look like? Anything you’d add on the use of call recording?
Vikas Bhambri: (10:05)
I do. I think what’s really changed the game is frankly, the technology has improved greatly, right? It used to be in the QA environment, which was the priority with call recordings. People had to do a random selection because you can’t go and listen to 10,000 recordings and like, “Okay, I’m going to listen to one out of every X number of calls and then I’m going to do a scorecard, et cetera.” What’s changed the game is the ability to take voice, convert it into text, create these big data environments. Now, the companies that are getting it are seeing the richness of this data, right? Because to me it’s one thing to have a, you know, an agent go in and hit a dropdown and say, “Who was the reason for this call?” Here’s the disposition. Customer was upset because product was broken or product didn’t arrive on time. Now you’ve got a big data environment that can actually be looked at to say, “Wait a minute, we analyzed this call. It wasn’t that the product didn’t arrive on time. It was actually,” to Steve’s point, “the product wasn’t configured to my satisfaction. And yeah, it didn’t arrive on time as well,” right? So I think there’s a lot that now companies are able to do. The technology’s improved where they can take thousands, millions of calls, do their analysis on it and actually make business decisions. And those business decisions aren’t limited to the enablement of the agent. It’s changing policy. Change in product. Change in marketing offers. That richness of data is something that is now available to the business at large.
Steve Richard: (11:39)
Product market fit. You know? Absolutely. The, so it’s the surfacing of the moments that matter. The metaphor is so obvious. There’s, prior to this, prior to the AI revolution, it’s a big, huge pile of call recordings. It’s like a needle in a haystack and now we’ve got a magnet [inaudible] to get them out.
Gabe Larsen: (11:56)
So Steve, what are you finding the, Vikas gave a couple of examples, but what are you finding when people, the way people are using data, are they looking for key words and then coaching people on keywords? Are they doing more like Vikas said? Like actually recategorizing or classifying calls based on some of this data or how are they using this intelligence to actually change?
Steve Richard: (12:17)
You’re going to get data from two places. You’re going to get human-generated data from things like stages, dispositions, types, all those kinds of things that an agent might enter in on their system of record. And then you’re going to get data from the, what’s the content of the call itself. And that’s going to be things like talk versus listen ratios. That’s going to be things like, of course, inflection or a sentiment that people have messed with. And then certainly the transcript. And there are a lot of other things as well so some of the data is going to come in human generated, some is going to come in system generated. And then it just becomes a question of like, well, what does that mean? And I’ll give you a real example.
Steve Richard: (12:58)
One of our clients that we work with, they initially were, they had a hypothesis that said basically longer average call duration is better for their world for a service. Now that’s typically against the grain of what you think, but from what they’re doing, it makes sense because ultimately they can create a lot more customer value and sell a much bigger machine. So they thought that, but then when they actually went and looked into the data, it turns out that wasn’t the case at all. It actually turns out there was like a Goldilocks zone. There was a sweet spot. So now instead of saying, “Make them as long as possible and get as much as you can, get as much as you can, as fast as you can, and we want to keep you four to six minutes for this particular call type.” That’s a good insight. That’s something that we can actually drive towards. That’s a four minute mile that we can hit.
Gabe Larsen: (13:39)
Interesting. Have you found other, I don’t mean to be on the spot, but now I’m interested in the other neat insight, you gave just a client example, but other things in the data you found maybe across your general audience or across customer basis that are data driven best practices? So for example, you just talked about like call time, that being one. Words that flag that you say, “Man, when people say this, it does decrease satisfaction.” Any other kind of data-driven insights you’ve found as you guys have played with some of your own data?
Steve Richard: (14:10)
One of the things that’s funny is swearing. People always associate swearing as purely being a negative. A lot of people just like to swear, a lot of people actually swear and that’s a sign of rapport. So if someone’s swearing, it actually is a good thing. So that’s one of those ones that generates a lot of false positives that people are surprised by. Another one is of course the talk to listen ratio. Now, if we’re in a sales context, we’ve all been taught that we should listen more than talk, but that’s actually not the case. So that old lady Tony rule is not true. It’s really, it floats right between about 40%, talking to 60% talking because there has to be a dialogue and a back and forth that happens. That’s another thing.
Gabe Larsen: (14:50)
Are you telling me that statement that my old mentor, that you have two ears and one mouth and you need to use it and that that’s not true?
Steve Richard: (14:58)
No, it’s true. However, when you actually look at the percentages, when you look at calls where someone talks 20% of the time and listens 80% of the time, you know what you call that? Larry King, Oprah. That’s, it’s an interview. And even then the people who have studied them, the great interviewers are even talking 25, 30% of the time because they have a preface for their question and they’re reacting and they’re confirming and they’re clarifying. So a lot of these kind of axioms that we’ve held will be like gospel [inaudible] or not. They’re not at all. And the data’s starting to tell us that. That’s fascinating. And then one more quick story in that and in terms of a transcript data. One of our customers is, competes against Amazon. And it seems like everybody competes against Amazon. And one of the things that they offer as kind of a neutralizing them is something called shipping saver. So what they want to be able to do is anytime there there’s a discussion about freight, they know there needs to be a discussion about shipping saver. So they need to A, measure that and then B, when it’s not happening, we need to help the agents change their behavior because when we bring our shipping saver, we have a better probability and odds of success against Amazon.
Gabe Larsen: (16:07)
Got it. So you actually could flag something like that in the conversation. One more question maybe before we wrap here, you talked a little bit about a formula or having a company come up with a structure or a scorecard in order to assess calls. Is there kind of some best practices on that? Like a typical kind of process people are normally running there or how do they come up with that ideal score card?
Steve Richard: (16:34)
When you look at QA, historically they’re scoring on 30 points or more. I mean it’s, and it takes them a long time to score a call and that’s why they do random sampling. And that’s why they really don’t get through that much. It doesn’t seem to be as efficient as it could be. If we’re going to then empower our agents and supervisors to an extent with their own converse, with their own calls, we’ve got to take that from 30 points down to like ten because the human being won’t do it and think of it like jazz. It’s like, there are certain notes you just have to hit and then from there improvise because a lot of people say, “Well, I don’t want him to be scripted.” We get it. It’s not a script. At the same time, we do agree that these are the seven points that they should hit pretty much for every one of these calls.
Steve Richard: (17:18)
And if not, choose NA. And once you get the leadership team and they go, “Yep, those are the seven,” then you’re good. And then one more thing, phrase it, this is a little trick of the trade. Does the agent blank or does the rep blank? And it’s something I’m borrowing from adult learning and sales enablement, people L and D. Does the rep blank? Because it’s a present tense and it’s something that people know how to fill in the answer and we want to make it so it’s objective, not subjective as much as we possibly can. Don’t make it squishy. Does the agent generate rapport? No. Rapport means different things to different people. For one person it’s weather. For the other person it’s talking about their problem. So make it so it’s as objective as you can or no greater than ten, does their agent blank?
Gabe Larsen: (18:02)
I mean, Vikas, you’ve been in this place. You’ve been in call centers for a hundred years. What, anything you’d add to this around people kind of messing this up?
Vikas Bhambri: (18:12)
Yeah, no, look. I think there’s, a lot of times I go back to what Steve said. The QA behind the curtains, looking at these giant scorecards. Where I’ve seen people flip it is to say, “Let’s look at what’s working.” So let’s, let’s assume the three of us worked in a thousand person contact center and Steve month over month has the highest NPS. Why don’t we look at the last 10,000 calls that Steve has had? Not a random sampling. Let’s once again, you need a big data environment. Let’s say, and we had a telco customer that did this. And one of the things they found was simple things that they then put into their scorecard and behavior and their enablement, which was simple things like saying thank you at the end of a call that made such a difference, right? It was asking the person up front, “What can I help you with today?” Right? So being able to look at 10,000 of Steve’s calls and come up with the three, five things that this top performer does, right, and then replicate it over a thousand people. I think those are the things where people are flipping it from not scorecards built in a vacuum, but actually what works out on the floor.
Gabe Larsen: (19:33)
I love that.
Steve Richard: (19:34)
They use the data, inform the scorecards, and then the trick becomes, even if it’s one thing you’re trying to change, changing one thing across a thousand people, that’s usually the hardest part.
Gabe Larsen: (19:44)
Yeah. Yeah. The change management comes in. But what I really liked that idea of kind of studying the best. It’s good to see some regulars. We got some regulars back here. Abdula. I haven’t heard from Abdula in a long time. Fatuma. Thanks for joining. It’s always good to see you guys jumping on the show. We need to actually get these guys to do more comments. So thanks for jumping on. All right. Well closing comments, as we think about call recording and how it helps customer support. Steve, let’s start with you and Vikas, we’ll end with you. Steve, what do you think?
Steve Richard: (20:12)
I’m going to, I’m going to shout out Christie, you have to assert control of the call. And I love that. And what it comes down to is if you can leverage, here’s the reality, the best practices are already in your four walls. Almost always. Can we just simply surface the best practices with big data and get people to do it? That’s it? Final thoughts.
Gabe Larsen: (20:32)
Love it. Vikas?
Vikas Bhambri: (20:33)
Yeah, I think that’s it. I think you’re sitting on a goldmine. You may not even know it. You’ll know more about your competitors, about your pricing, about your product, right? I mean the front line are your eyes and ears but they may not even be digesting this as you’re on a five, seven minute call. You may not even be digesting all the richness that the customer’s giving you. So look at the data, analyze the data. And I think that will allow you to make a lot of informed business decisions.
Gabe Larsen: (21:01)
All right you guys. Well, there you have it. Two experts. Call recordings. How that can be used to change or transform your customer service center. Love the tactical and yet practical advice, you guys. So thank you, Steve, for joining us as always Vikas, thanks for jumping on. For the audience, have a fantastic day.
Exit Voice: (21:21)
Thank you for listening. Make sure you’re subscribed to hear more Customer Service Secrets.