Automated Help Desk: 7 Ideas for Ticket Management

Regardless of what ticketing system we use and how we operate, we end up ensuring that it's helping, not hamper our customer service team. Thus, we support customers in a fast, effective and professional manner. So if you ever had issues with the company's website or the product you have probably interacted with help desk software without even realizing it. As a customer, raising a helpdesk ticket provides a quick way for you to flag an issue with the company and hopefully receiving a response which is suitable for both the ends.

As a managed service provider (MSP), help desk software provides you the ability to see the unseen benefits of making customers queries and lives easier.

What is help desk software?

A help desk or a service desk is one of the one-point place contacts that provides focus information and supports management service to handle the company's internal and external queries. A help desk automated software helps the company to resolve customers' outrage faster and efficiently by simply automating the complaint resolution process with the ticket management system.

What are the advantages of automated customer service?

Automated customer service is a great advantage that can help you improve the efficiency of your MSP and pass benefits back to your customer. Here are some important advantages.

• Reduce human error
• Reduce the wait time for customer, which will help the customer satisfaction
• Minimal supervision necessary
• Reduce the need to hire more employees as you scale up

How do you automate help desk?

The following seven optimization techniques/ideas can help to improve their help desk operations, making them more efficient and less resource consuming. Doing this helps both the parties of the help desk.

Ensure you give proper agent training :

The effectiveness of your ticket management system largely depends on how well your agents are able to manage the tool and how well they can communicate with different scenarios. If you are just starting out with ticketing software, proper onboarding and training so that communication both ways get easier. Why? To ensure agents can effectively grip the tool and all of its features easily. Thus, being able to provide a seamless service experience to customers.

Decide which tickets to be prioritize :

Depending on the size and complexity of your business you can choose the priority of the tickets based either on the order they arrive or urgency or how many times they have called. The first come first serve method is generally used or preferred in most support teams. It can help the workflow and provide faster response time and prevent clotting of ticketing. However, it lacks the flexibility of the ‘pick and choose’ approach. This approach will allow agents to give more attention to customers with more tough and urgent problems with easy solutions.

Make sure you are using right use of ticket tagging :

Another main function of ticketing is tagging. However, often this feature is being underutilized by support teams. Tags are extremely important and helpful in adding more factors to tickets and can easily assist agents. They also help in managing and customizing the workflows of the agents. To get maximum outcome from tagging, it's important to keep tags clear, accurate, consistent and well-structured.

Monitoring and setting the status of tickets :

Any ticket management software allows you the tracking progress of tickets and viewing the updates on the dashboard. Make sure the ticket you are assigned to has the right status. For example tickets are unanswered, priorities aren’t set properly, requests are not answering or getting ignored or agents duplicating behaviour that can be frustrating for the customers.

Creating templates for better communication :

Messaging each common question is time consuming and impractical. Creating a catalog template for common queries and situations. It will increase your team efficiency and save time on both the ends. Thus, responses should be used wisely and according to the customers' needs.

Keep records of each customers past tickets :

Having past records can show that you do care about your customers and their problems. Keeping records is easier for the agents to dig into what the issue the customer is facing currently. A lot of times agents receive tickets which have already been solved in the past. Thus, being able to refer to the cases from where they left is a lot easier to solve the queries.

Track & record how agents are communicating with customers :

Ticket management system provides you with a wide range of reporting and analytical tools. It helps in tracking various metrics such as blockage tickets, number of new tickets, pending tickets, answered tickets etc. Thus, whoever is performing well, you can reward them accordingly and whoever needs more training you can train them and give them a chance to perform.