The 2 Keys to Preventing Support Issues

The 2 Keys to Preventing Support Issues

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The 2 Keys to Preventing Support Issues

Our research has revealed that nearly a third (32%) of Support demand stems from questions related to either installation, configuration, or setup. This understanding gives companies an immense opportunity to reduce this demand—and we see two major keys to preventing Support issues on an ongoing basis.

Preventing Support issues starts with customer knowledge.

The more that your customers know, the more capable they are with your product, the less they will require Support. Therefore, we see the two keys to Support issue prevention as Onboarding and Training. It then follows that effective customer onboarding and training will require planning and action on the part of your organization.

The opportunity for greater Support issue prevention is very real: Currently, fewer than a third (28%) of companies have proactive engagement efforts in place to help prevent Support issues. What’s working for them?

Key #1: Onboarding

Proactive Support includes formal efforts to onboard customers with planning resources, as well as guidance and expert resources to assist with installation and configuration. Proactive Support is also triggered by remote monitoring, alerting, and product “call-home” features.

Formal onboarding allows companies to proactively engage customers before they need assisted support. Onboarding practices and resources may consist of digitally available “getting started” checklists, best practice guides, or self-paced training (“tech touch”). Onboarding may also include formalized planning, account management, and coaching with onboarding experts (“high touch”).

Key #2: Training

“How to” questions are another significant source of Support issues. Companies can head off such questions with formal efforts to help customers develop proficiency with their products. These efforts can include (but aren’t limited to) training, knowledge transfer, best practice guides, and coaching.

Be proactive, be early when it comes to preventing Support issues.

Companies that can help customers with formal onboarding and training programs in the early stages of new product adoption are best positioned to mitigate Support demand because:

  • They better equip customers to use the product(s) (and get maximum value) from the start.
  • They connect customers to the resources they need to resolve issues themselves.

Not only do proactive, early onboarding and training prevent more Support issues, they also contribute to Customer Success and increased customer lifetime value.

What more insights about onboarding and practice customer engagement practices? Download the research.

For insights about how support is changing—plus the most urgent opportunities and imperatives—download ServiceXRG’s latest study: Support Transformation: The Guide to Essential Practices and Metrics.  This report examines current trends in Support delivery and offers tangible guidance for Support, Success and Service professionals to meet growing expectations of both customers and company executives. Download your copy now.

Make a plan to get proactive

ServiceXRG provides coaching and guidance to help companies maximize customer value through better Support performance.

Contact us anytime to set up an initial assessment of your Support planning needs. Use the chat button at bottom right, send an e-mail, or click on my calendar to schedule a specific time.

 

Fresh, authoritative, actionable insights for Support leaders

Exclusive Research Report:

Support Transformation: The Guide to Essential Practices and Metrics

Download the ServiceXRG Support Transformation 2021 research report

Poor Support Case Management Practices = Missed Opportunities

Poor Support Case Management Practices = Missed Opportunities

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Poor Support Case Management Practices = Missed Opportunities

The time and effort to capture what is learned during the Support case management and resolution may seem untenable and an added cost that Support cannot afford. But the missed opportunities and long-term costs are far higher when insights from customer interactions are not fully documented and analyzed.

Support case management missed opportunity #1: incomplete case records

According to ServiceXRG’s new study on Support Practices and Metrics more than 90% of the time and effort spent on Support case management and resolution goes into issue determination and formulation of a response to the customer. As a result, this leaves little time for some of the most important actions necessary to improve the efficiency and effectiveness of Support: advancing product quality and innovation and retaining and expanding customer relationships.

The study further finds that only two-thirds (67%) of companies formally document the circumstances of each case in their ticket management system. Even then, their compliance to completely fill in Support case record details is lower than 50%.

These incomplete Support case records diminish Support’s ability to identify root causes of support demand and plan mitigation efforts such as enhanced self-help, product improvements, and training.

Support case management missed opportunity #2: knowledge base neglect

Only 42%, of companies indicate that a knowledge base article is updated or created when a case is closed according to ServiceXRG’s research. The fact that a case was submitted by a customer indicates that there may be a need for information to possibly prevent future support cases from being submitted or help expedite resolution of a case by sharing knowledge among Support team members.

Turn around your missed opportunities with these Support case management best practices:

Apply structured data collection to assure that submitted cases are complete.

Leverage processes and tools to assure that new cases submitted include all information required to begin meaningful issue diagnosis and resolution. Use structured data collection tools such as web-based forms and conversational chatbots. Discourage use of unstructured case submission channels such as e-mail.

Encourage adoption of web-based case submission.

Electronic submission of new cases using structured web-based form is more conducive to automation. Create opportunities for customers to submit support cases through web forms and incent customer adoption of this channel by providing enhanced service levels or other incentives.

Completely document closed cases.

When cases are closed, assure that relevant data attributes and circumstances of the case have been captured.

What more insights about Support case management practice and metrics?

For insights about how support is changing—plus the most urgent opportunities and imperatives—download ServiceXRG’s latest study: Support Transformation: The Guide to Essential Practices and Metrics. It examines current trends in Support delivery and offers tangible guidance for Support, Success and Service professionals to meet growing expectations of both customers and company executives. Download your copy now.

Make your plan to optimize Support case management—we can help.

ServiceXRG provides coaching and guidance to help companies maximize customer value through better Support performance. Contact us anytime to set up an initial assessment of your Support planning needs. Use the chat button at bottom right, send an e-mail, or click on my calendar to schedule a specific time.

Fresh, authoritative, actionable insights for Support leaders

Exclusive Research Report:

Support Transformation: The Guide to Essential Practices and Metrics

Download the ServiceXRG Support Transformation 2021 research report

Essential Customer Success Activities

Essential Customer Success Activities

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Essential Customer Success Activities

Customer Success is a series of interrelated activities performed throughout the customer relationship lifecycle. The most effective customer success initiatives include activities from onboarding to expansion with an emphasis on assuring customers’ successful use of products. Typical customer success initiatives include multiple success-focused activities, yet nearly half of companies focus on just one or two.

Essential Customer Success Activities

Customer Success Activities Defined

Customer Success Activities Commonly Used

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Customer Success is a series of interrelated activities performed throughout the customer relationship lifecycle. The most effective customer success initiatives include activities from onboarding to expansion with an emphasis on assuring customers’ successful use of products. Typical customer success initiatives include multiple success-focused activities, yet nearly half of companies focus on just one or two.

Essential Customer Success Activities

Customer Success Activities Defined

Customer Success Activities Commonly Used

Source: Customer Success Practices and Metrics Study (December 2018)

Featured: Customer Success Practices and Metrics

Customer Success has become a widely used and universally accepted term to describe a variety of customer-focused activities. The term has many meanings: A department; a team; a role, a business strategy. Unfortunately, the broad use of the term has obscured the diverse and complex activities that underlie a potentially transformational initiative. This study examines the approach companies use to organize, deliver and measure their Customer Success initiatives.

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Our research has revealed that nearly a third (32%) of Support demand stems from questions related to either installation, configuration, or setup. This understanding gives companies an immense opportunity to reduce this demand—and we see two major keys to ongoing Support issue prevention.

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Poor Support Case Management Practices = Missed Opportunities

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Service Onboarding

Service Onboarding

When new customers purchase service agreements you must make certain that they understand how to access and use the services they are entitled to through a formal service onboarding process.

To successfully onboard customers contact them personally by phone or e-mail (personal touch) or by automated e-mail (tech-touch) and provide them with welcome kits, service guides and even how-to videos.  Help them to get setup with service access (e.g. credentials for the Support portal).

A single initial contact is typically not enough. Monitoring service entitlement use is important to identify customers that are not benefiting from their service relationship.  When you enable customers to use the services they have access to, you increase the likelihood that they will receive benefit and renew their relationship.

Best Practices

  • Contact new customers personally by phone or e-mail (personal touch) or by automated e-mail (tech-touch) to introduce them to their service entitlements.
  • Create a welcome kit with a service guide and usage tutorials to teach customers how and when to engage services.
  • Make certain customers know how to access and use services, especially self-help resources.
  • Discourage the practice of attaching service contracts to products without reviewing service terms and conditions with customers.
  • Monitor service use. When customers do not use services engage them to encourage consumption of service entitlements.
  • Coordinate service onboarding with product onboarding activities.

Featured: Customer Success Practices and Metrics

This study examines the approach companies use to organize, deliver and measure their Customer Success initiatives. Log-in to get your copy.

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Our research has revealed that nearly a third (32%) of Support demand stems from questions related to either installation, configuration, or setup. This understanding gives companies an immense opportunity to reduce this demand—and we see two major keys to ongoing Support issue prevention.

read more

Poor Support Case Management Practices = Missed Opportunities

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Is It Time to Modernize Your Service Portfolio?

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