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Call Center Shrinkage & Tips to Reduce!

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Call Center Shrinkage & Tips to Reduce!


Tips to Reduce Call Center Shrinkage

  • Ni Ni Nay Lwin (Assistant Vice President - Ops)
  • ...
  • Aug 5, 2023

What is Call Center Shrinkage?

Call center shrinkage refers to the time during which call center agents are not available to handle customer interactions, despite being scheduled to work. This unproductive time can occur due to various reasons, such as breaks, meetings, training, system issues, and other activities that take agents away from handling incoming calls or other tasks. Shrinkage is a critical metric in call centre management as it directly impacts operational efficiency and customer service levels.

Tips to Reduce Call Center Shrinkage:

Accurate Forecasting and Scheduling: Use historical data and call volume patterns to forecast call centre demand accurately. By creating optimized schedules based on expected call volumes, you can ensure the right number of agents are available during peak times, reducing idle time.

Implement Flexible Work Arrangements: Consider offering flexible work arrangements, such as staggered shifts or work-from-home options. This approach can help cover peak periods more effectively and accommodate individual agent preferences, thereby reducing instances of overstaffing or understaffing.

Automate Routine Tasks: Utilize technology to automate routine tasks like data entry and information retrieval. By automating repetitive processes, agents can focus on handling customer interactions, leading to decreased idle time.

Provide Cross-Training Opportunities: Train agents in multiple skills and tasks. This way, they can be redeployed to different roles during slow periods or when specific skills are in higher demand, minimizing unproductive time.

Optimize Break and Lunch Schedules: Analyze call patterns to stagger break and lunch schedules. This prevents a large number of agents from being on break simultaneously, ensuring adequate coverage during peak hours.

Incentivize Schedule Adherence: Offer rewards or recognition for agents who consistently adhere to their schedules. This will encourage agents to be punctual and reduce the instances of absenteeism or tardiness.

Real-Time Monitoring and Adherence: Implement real-time monitoring tools to track agent adherence to schedules. Supervisors can intervene promptly if an agent is spending too much time away from their designated tasks.

Encourage Self-Service for Agents: Provide agents with self-service options to check their schedules, request time off, or swap shifts with other team members. Empowering agents to manage their schedules can improve overall schedule adherence.

Continuous Training and Development: Invest in ongoing training and development programs to enhance agent skills. Well-trained agents are more confident and efficient, leading to improved productivity and reduced shrinkage.

Employee Engagement and Recognition: Foster a positive work environment through regular feedback, recognition, and employee engagement initiatives. Satisfied and engaged employees are more likely to be committed to their work schedules and show higher levels of productivity.

At YellowStone Xperiences we implement these strategies & effectively control shrinkage and maximize agent productivity, leading to better customer service, higher satisfaction levels, and increased operational efficiency. YellowStone Myanmar is the first Digital BPO of Myanmar where we are handling Telecom, BSFI, and E-commerce processes with 500+ experts with 5-star customer ratings.


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