Showing posts with label Chaos Theory. Show all posts
Showing posts with label Chaos Theory. Show all posts
Friday, August 17, 2012
Call Center Zen - Everything is Connected
Call Center Zen- Everything is Connected
By Colin Taylor
We have all heard that when a butterfly flaps its wings in the Amazon rain forest it can cause an avalanche in the Swiss Alps. This story reflects a belief and understanding that everything is connected to everything else. This is certainly true in a contact center environment. In continuing to assess call and contact centers it constantly amazes me the level of inter-connectedness that exists. Each and every process, procedure, technology or methodology impacts not only on the area of its focus, but on numerous other processes and procedures operating in the contact center.
In this article we examine some off this inter-connectedness. When establishing a contact center hiring and recruiting are among the first activities you plan and map. Now as illustrated by the ‘Poll of the Month’ question most organizations still employ a direct approach to sourcing staff as apposed to employing an agency.
How are you to know how many staff to recruit? Most center managers tell you that they base this number on the volume of calls/interactions expected, the average handle time (AHT) and the grade of service (GOS) desired. All of these key elements are input into an Erlang calculation and voila, how many staff is needed.
While this is correct, it fails to examine a number of interconnected aspects of the center operation such as: what is your desired staff compliment or mix between Full Time, Part Time and temporary/casual, what are the hours of operation of the center, what level of staff turnover and Churnover do you expect, what is your forecast for year and have you included time for vacations, sick days, on-going training, what is your budget based on…is it headcount or FTE etc.
Each of these points and processes are interconnected and interrelated. You cannot identify the number of staff until you know what the hours of operation will be. You cannot determine the number of staff required to meet your hours of operation until you determine the mix of staff. Similarly creating a staff base that doesn’t provide for vacation and sick days (which agents will take) leaves you short staffed or over budget. A staff plan that doesn’t allow for on-going training (this is a very common problem in most centers today) ensures the staff do not develop skills. This then manifests itself as poor morale and higher turnover.
It is essential that all of these issues are addressed in concert as you plan and assess your staffing needs. Now lets say that having done all of this; you know your operating hours, you have determined your staff compliment, you have estimated turnover and Churnover, set GOS and ASA targets and have made allowances for all of this plus sick days and vacations in your rolling 18 month forecast. From this you can extrapolate the Full Time Equivalents (FTE’s) required to meet the GOS and ASA through your Erlang calculator. The resulting FTE or total hours required number can then be broken down across you staff compliment to determine how many staff you need to meet service standards and when or how this staff count changes throughout the year.
Recognize the interconnectedness, interrelationships and inter-dependencies of a contact center environment. If you act with these in mind you create a foundation for an effective contact center that is significantly ahead of where the majority of contact centers are today.
Monday, March 31, 2008
Butterfly Effect
I was speaking at Reinventing Call Center Management in Toronto last week and describing Chaos theory (otherwise known as the butterfly effect). "CHAOS theory- a butterfly flaps its wings in marketing and the call center has problems. We are all familiar with this occurrence though few realize it originated in call centres. Marketing (or Sales) activities result in Substantially Higher Incoming Traffic which adversely impacts the Forecasted Agent Number. Of course in colloquial speech we call this the SHIT hitting the FAN"
Monday, February 25, 2008
Leadership Strategies for a High Performance Contact Center
Leadership Strategies for a High Performance Contact Center
What is a high performance contact center? High performance is generally accepted to mean performing at the top of any possible performance range. So a High performance contact center is one that meets or exceeds the performance parameters or metrics expected of it. In contact center these parameters will include quantitative: grade of services, AHT, ATT, ASA etc., and qualitative: First Call Resolution, Customer Satisfaction, Quality scores etc., measures.
So what steps can a leader in a contact center take and what actions should they complete to achieve high performance within their center?
In order to answer this question we must first understand the environment that the contact center operates within. Of course contact centers exist in every industry and vertical each of which has its’ own unique aspects and elements. But there are consistencies and constants which are universal and are present in each center regardless of the specific industry.
The first of these ‘universal truths’ is that all things are connected. We already know that that our center is connected to the broader organization: when Marketing creates offers, Sales sells a new client or when Distribution ships or doesn’t make a shipment the phones will ring. The Butterfly effect is alive and well in our centers…when a butterfly flaps its wings in Marketing the effect is more calls into the center. We know that when staff calls in sick, our Service Level may suffer. A contact center any contact center is collection of thousands of moving parts that are connected in obvious and hidden ways. The clover diagram below illustrates the inter-connectedness we see in contact centers.
The second ‘universal truth’ is that our contact centers are ‘always on’. A contact center is a live environment where we operate in the moment. A ringing phone must be answered. Many center managers spend their entire day ‘putting our fires’, this leave little time for fire prevention.
The third ‘universal truth’ is that our centers are staffed with individuals. A center is in fact a community or a village. Like most small communities we have the familiar characters, the village idiot, town drunk, busybody, the flirt and the gossip. Are centers are full of cliques, groups and loners all of whom have their own goals aspirations and agendas.
Against this backdrop of the universal truths that form the basis for all of our centers we strive to build a center that can meet the defined goals and objectives that our senior management team has established for us and that we have established for ourselves. Let’s examine some of the strategies that can help you transform your center to a high performance environment.
Building & Understanding Teams:
In any center we will have a number of teams: teams of agents under a supervisor, an HR team, a workforce management team, a quality team etc. We will also have the management team within the center. The Management team often consists of Supervisors representing each discipline, as well as the Manager(s) and/or Directors. Like all individuals each member of these teams has individual goals and aspirations. It is essential for a team to function effectively that the individuals identify as a member of a team rather than as an individual. This can be an extremely difficult task. Likely each of us has been on a team where one or more team members couldn’t or wouldn’t subjugate their personal agenda for that of the team. When this happens the team can become dysfunctional: not all members participate, the workload is not shared equally or fairly and the team can easily devolve to individuals striving against the teams’ own lack of direction and ineffectiveness. It is of course the Team Leader who has the responsibility to try to prevent this from happening and the leader is just as familiar as we all are about the importance of teams. In the language of business being a ‘team player’ is seen as a valuable attribute, but in reality you cannot manage a team unless you are a team builder. This is the first strategic point where great centers and companies can differentiate themselves from the average and the good ones.
So how do you build effective teams? There are bookshelves full of books that have attempted to answer this question and certainly a number of their approaches can be successful. My favourite approach is one set out by Patrick Lencioni in his book “The Five Dysfunctions of a Team”.
Teamwork is one of the most prevalent ‘buzz words’ employed in business today. Everybody who reads the business press hears constantly about the need for teamwork. Virtually every author who has written a business or management book in the past fifteen years devotes significant ink to this topic.
But how do you ensure that your teams function effectively and achieve their goals? In my experience, ensuring that teams are effective is a far more challenging exercise than ‘buying in’ to teams and teamwork.
The 5 Dysfunctions of a Team
The most effective way to ensure that your teams succeed is to examine the most common ‘traps’ or dysfunctions that often (or almost always) creep into the team managed process. According to Lencioni, there are five primary dysfunctions of a Team. At the bottom of the pyramid is the fundamental dysfunction that will sink a team even if they are doing everything else right, which is unlikely in the absence of trust.
To understand the interrelation of these dysfunctions lets look at the pyramid from the top down. In order to be attentive to results you must be able to hold to team members accountable. In order to hold team members accountable you must have their commitment. In order to gain their commitment, you must engender Productive Conflict. In order to achieve Productive Conflict, you must ensure that there is a high level of trust and vulnerability within the team.
Now when we look at Teams we must remember that no two teams are alike because no two people who are on any given teams are alike. Therefore it can be dangerous to generalize, however the 5 dysfunctions are, in my experience powerful indicators of the effectiveness that a team achieves. Let’s look at some of the dysfunctions in a little more detail.
In order to be successful in any relationship we must be open and honest. Furthermore we must trust those around us. A key aspect of trust is opening ourselves up, sharing our thoughts, opinions and experiences. Of course opening up in this manner may also make you vulnerable to attacks. It is specifically this vulnerability that allows us to trust other members of our team and them, to trust us. You need to know that it is safe. If we don’t trust those around us with our reputations then we cannot trust them with our opinions. In short we cannot have an open and honest dialogue, or make commitments, drive accountability or achieve the results we desire. The establishment of Trust is the first key step to building an effective and productive team. In many organizations that I have worked with there are numerous teams they are comprised of people who have worked together, often for many years, but they don’t really ‘know’ each other and their actions show me that they don’t trust each other very much. Now if I asked them if they trusted their other teammates, of course they would all say they did. But in their meetings there is a complete absence of healthy, productive ideological conflict. This healthy ideological conflict is probably the best indicator of trust level within a team. Good Trust = Good Conflict.
So how do you as the team leader engender trust? Well you can’t just write a memo declaring that starting tomorrow we will all trust each other…it just doesn’t work like that. What you may want to do is to walk your team through the 5 dysfunctions so that they can see the ‘connectivity’ of the dysfunctions and then encourage them to open up with the group. It is decidedly easier to trust someone you know rather than someone who is a mystery. A good device for doing this is to use a ‘Check In’ at the beginning of a meeting. At the start of the meeting each person goes to the whiteboard and tells their life story from when they left school. As their life improved they draw a line going up on the whiteboard, as they faced challenges in their life the line trends down. You have only 5 minutes to review your entire life to date. These ‘check ins’ are often entertaining and elicit laughter and positive feelings. More importantly perhaps, they provide a fuller and deeper understanding of the individuals participating in the ‘check in’ than any team member had prior to this exercise. I was told by one executive whose team was their senior management group, “that even though we have been together for more than 5 years, I have learned more about these folks in thirty minutes than I knew going into this meeting”.
Understanding your teammates and what drives them creates the openness that fosters vulnerability and Trust. Whether or not ‘check ins’ are for you the key is to get your team to be open and vulnerable to each other. Once you have achieved that then you can move forward knowing that you can now have healthy ideological conflict,
Now most people assume that conflict is something that should be avoided. Why? Conflict makes all of us uncomfortable. Everyone prefers to stay in their comfort zone.
But what is the alternative to Conflict in a business setting? In most organizations it is ‘false harmony’. I call it false because there only appears to be harmony. In fact there is generally none. People are afraid to state their thoughts and opinions, due to a lack of Trust. Now you need to push them into Conflict. Yes push them. Because human nature and the way most companies and center train their staff teaches us to avoid conflict.
We need healthy, ideological conflict. That is to say conflict about issues and not about personalities. For it is only with Conflict which is open, honest, sincere and involving everyone can any issue or decision be aired to allow all of the team members to Commit to the outcome. Without commitment to a course of action the team struggles and often fails. Further team members fail to commit fully if they did not participate in the debate. Without getting their ‘two-cents’ on the table they feel left out of the decision making process and that lack of involvement absolves them from taking actions (being committed) to ensure success. It seems counter-intuitive but Conflict is good and essential. Conflict ensures Commitment, which in turn allows you to hold other members of the team Accountable for their individual actions in support of the goals of the team.
As this process takes hold the level of commitment and activity within the team grows. This is likened to someone who has ‘got religion’ because the team members ‘believe’. With the team committed, they are all held Accountable. This accountability allows the team leader to focus on the results being attained. The vast majority of teams never get to look at results since teams are so dysfunctional that they rarely make any decisions. Those decisions that were made were not committed to and were doomed to failure. The freedom to focus on Results allows the team to challenge their assumptions and fine-tune the process to gain the results they desire.
It takes time to break the bad team habits. When you accomplish this, teams meet and exceed their objective and enjoy the process a lot more.
What is a high performance contact center? High performance is generally accepted to mean performing at the top of any possible performance range. So a High performance contact center is one that meets or exceeds the performance parameters or metrics expected of it. In contact center these parameters will include quantitative: grade of services, AHT, ATT, ASA etc., and qualitative: First Call Resolution, Customer Satisfaction, Quality scores etc., measures.
So what steps can a leader in a contact center take and what actions should they complete to achieve high performance within their center?
In order to answer this question we must first understand the environment that the contact center operates within. Of course contact centers exist in every industry and vertical each of which has its’ own unique aspects and elements. But there are consistencies and constants which are universal and are present in each center regardless of the specific industry.
The first of these ‘universal truths’ is that all things are connected. We already know that that our center is connected to the broader organization: when Marketing creates offers, Sales sells a new client or when Distribution ships or doesn’t make a shipment the phones will ring. The Butterfly effect is alive and well in our centers…when a butterfly flaps its wings in Marketing the effect is more calls into the center. We know that when staff calls in sick, our Service Level may suffer. A contact center any contact center is collection of thousands of moving parts that are connected in obvious and hidden ways. The clover diagram below illustrates the inter-connectedness we see in contact centers.
The second ‘universal truth’ is that our contact centers are ‘always on’. A contact center is a live environment where we operate in the moment. A ringing phone must be answered. Many center managers spend their entire day ‘putting our fires’, this leave little time for fire prevention.
The third ‘universal truth’ is that our centers are staffed with individuals. A center is in fact a community or a village. Like most small communities we have the familiar characters, the village idiot, town drunk, busybody, the flirt and the gossip. Are centers are full of cliques, groups and loners all of whom have their own goals aspirations and agendas.
Against this backdrop of the universal truths that form the basis for all of our centers we strive to build a center that can meet the defined goals and objectives that our senior management team has established for us and that we have established for ourselves. Let’s examine some of the strategies that can help you transform your center to a high performance environment.
Building & Understanding Teams:
In any center we will have a number of teams: teams of agents under a supervisor, an HR team, a workforce management team, a quality team etc. We will also have the management team within the center. The Management team often consists of Supervisors representing each discipline, as well as the Manager(s) and/or Directors. Like all individuals each member of these teams has individual goals and aspirations. It is essential for a team to function effectively that the individuals identify as a member of a team rather than as an individual. This can be an extremely difficult task. Likely each of us has been on a team where one or more team members couldn’t or wouldn’t subjugate their personal agenda for that of the team. When this happens the team can become dysfunctional: not all members participate, the workload is not shared equally or fairly and the team can easily devolve to individuals striving against the teams’ own lack of direction and ineffectiveness. It is of course the Team Leader who has the responsibility to try to prevent this from happening and the leader is just as familiar as we all are about the importance of teams. In the language of business being a ‘team player’ is seen as a valuable attribute, but in reality you cannot manage a team unless you are a team builder. This is the first strategic point where great centers and companies can differentiate themselves from the average and the good ones.
So how do you build effective teams? There are bookshelves full of books that have attempted to answer this question and certainly a number of their approaches can be successful. My favourite approach is one set out by Patrick Lencioni in his book “The Five Dysfunctions of a Team”.
Teamwork is one of the most prevalent ‘buzz words’ employed in business today. Everybody who reads the business press hears constantly about the need for teamwork. Virtually every author who has written a business or management book in the past fifteen years devotes significant ink to this topic.
But how do you ensure that your teams function effectively and achieve their goals? In my experience, ensuring that teams are effective is a far more challenging exercise than ‘buying in’ to teams and teamwork.
The 5 Dysfunctions of a Team
The most effective way to ensure that your teams succeed is to examine the most common ‘traps’ or dysfunctions that often (or almost always) creep into the team managed process. According to Lencioni, there are five primary dysfunctions of a Team. At the bottom of the pyramid is the fundamental dysfunction that will sink a team even if they are doing everything else right, which is unlikely in the absence of trust.
To understand the interrelation of these dysfunctions lets look at the pyramid from the top down. In order to be attentive to results you must be able to hold to team members accountable. In order to hold team members accountable you must have their commitment. In order to gain their commitment, you must engender Productive Conflict. In order to achieve Productive Conflict, you must ensure that there is a high level of trust and vulnerability within the team.
Now when we look at Teams we must remember that no two teams are alike because no two people who are on any given teams are alike. Therefore it can be dangerous to generalize, however the 5 dysfunctions are, in my experience powerful indicators of the effectiveness that a team achieves. Let’s look at some of the dysfunctions in a little more detail.
In order to be successful in any relationship we must be open and honest. Furthermore we must trust those around us. A key aspect of trust is opening ourselves up, sharing our thoughts, opinions and experiences. Of course opening up in this manner may also make you vulnerable to attacks. It is specifically this vulnerability that allows us to trust other members of our team and them, to trust us. You need to know that it is safe. If we don’t trust those around us with our reputations then we cannot trust them with our opinions. In short we cannot have an open and honest dialogue, or make commitments, drive accountability or achieve the results we desire. The establishment of Trust is the first key step to building an effective and productive team. In many organizations that I have worked with there are numerous teams they are comprised of people who have worked together, often for many years, but they don’t really ‘know’ each other and their actions show me that they don’t trust each other very much. Now if I asked them if they trusted their other teammates, of course they would all say they did. But in their meetings there is a complete absence of healthy, productive ideological conflict. This healthy ideological conflict is probably the best indicator of trust level within a team. Good Trust = Good Conflict.
So how do you as the team leader engender trust? Well you can’t just write a memo declaring that starting tomorrow we will all trust each other…it just doesn’t work like that. What you may want to do is to walk your team through the 5 dysfunctions so that they can see the ‘connectivity’ of the dysfunctions and then encourage them to open up with the group. It is decidedly easier to trust someone you know rather than someone who is a mystery. A good device for doing this is to use a ‘Check In’ at the beginning of a meeting. At the start of the meeting each person goes to the whiteboard and tells their life story from when they left school. As their life improved they draw a line going up on the whiteboard, as they faced challenges in their life the line trends down. You have only 5 minutes to review your entire life to date. These ‘check ins’ are often entertaining and elicit laughter and positive feelings. More importantly perhaps, they provide a fuller and deeper understanding of the individuals participating in the ‘check in’ than any team member had prior to this exercise. I was told by one executive whose team was their senior management group, “that even though we have been together for more than 5 years, I have learned more about these folks in thirty minutes than I knew going into this meeting”.
Understanding your teammates and what drives them creates the openness that fosters vulnerability and Trust. Whether or not ‘check ins’ are for you the key is to get your team to be open and vulnerable to each other. Once you have achieved that then you can move forward knowing that you can now have healthy ideological conflict,
Now most people assume that conflict is something that should be avoided. Why? Conflict makes all of us uncomfortable. Everyone prefers to stay in their comfort zone.
But what is the alternative to Conflict in a business setting? In most organizations it is ‘false harmony’. I call it false because there only appears to be harmony. In fact there is generally none. People are afraid to state their thoughts and opinions, due to a lack of Trust. Now you need to push them into Conflict. Yes push them. Because human nature and the way most companies and center train their staff teaches us to avoid conflict.
We need healthy, ideological conflict. That is to say conflict about issues and not about personalities. For it is only with Conflict which is open, honest, sincere and involving everyone can any issue or decision be aired to allow all of the team members to Commit to the outcome. Without commitment to a course of action the team struggles and often fails. Further team members fail to commit fully if they did not participate in the debate. Without getting their ‘two-cents’ on the table they feel left out of the decision making process and that lack of involvement absolves them from taking actions (being committed) to ensure success. It seems counter-intuitive but Conflict is good and essential. Conflict ensures Commitment, which in turn allows you to hold other members of the team Accountable for their individual actions in support of the goals of the team.
As this process takes hold the level of commitment and activity within the team grows. This is likened to someone who has ‘got religion’ because the team members ‘believe’. With the team committed, they are all held Accountable. This accountability allows the team leader to focus on the results being attained. The vast majority of teams never get to look at results since teams are so dysfunctional that they rarely make any decisions. Those decisions that were made were not committed to and were doomed to failure. The freedom to focus on Results allows the team to challenge their assumptions and fine-tune the process to gain the results they desire.
It takes time to break the bad team habits. When you accomplish this, teams meet and exceed their objective and enjoy the process a lot more.
Wednesday, December 20, 2006
New Call Center Manager- Congratulations or Condolences
Congratulations! you are the new Call Center manager/director...now what?
Should it even be congratulations? Perhaps condolences would be more appropriate. Why would this not be a celebratory moment? Well consider that ,
more than one third of a call center managers time is wasted on recurring everyday problems (firefighting)...how can we prevent fires if we are too busy fighting them?
Only 38% of executives have the tools to solve customers problems http://www.thetaylorreachgroup.com/news.php?item=20040728_075131.txt ...how can we improve customer satisfaction without the proper tools?
The staff you will rely on is likely untrained, 30% of Supervisors receive no formal training! http://www.thetaylorreachgroup.com/news.php?item=20041022_091502.txt ...how can we expect them to complete a job they have not been trained for?
Is this a recipe for success? Is it any wonder that 58% of senior executives said that they don't deserve their customers loyalty? http://www.thetaylorreachgroup.com/news.php?item=20050215_084722.txt ...So it can't be much of a surprise that almost one third of all call centers and contact centers miss their KPI's at least one a week http://www.thetaylorreachgroup.com/news.php?item=20060106_085652.txt
The prime business objectives for call centers and contact centers today are improving efficiency and reducing costs. So against this back drop I ask if you really want this role?
It reminds me of a story where a sea captain in the 1800's is sailing in pirate infested waters and one day the look out shouts "Pirate ship straight ahead", The captain turns to his mates and says "bring me my sabre and my red shirt". The mate does so and after a fierce battle the captain and crew successfully drive off the pirates. A few days later the look out shouts "two pirate ships dead ahead", Once again the captain asks for his sabre and red shirt and the mate comply. Following a hard fought struggle the captain and crew are able to win the day and turn back the pirates. As they recovered on the deck the mate asks the captain about his pre-battle requests, the mates says "captain I understand why you ask for the sabre, but why the red shirt?", The captain answers "that's easy since we are going into battle I don't want the crew to become frightened or concerned if I were to be wounded and bleed in the fighting...with the red shirt they won't see the blood". The mate nods and now understands. The very next day the look out shouts down to the captain, "five pirate ships coming towards us". The captain without a seconds pause turned to the mate and says..." bring me my sabre and my brown pants"
OK not original, but I think you get the message. With so much lined up against you how can you succeed? The answer requires you to step back from the day-to-day and to look at the center holistically. You need realize that every activity and process that occurs within a call center or contact center is inter-related and that dealing with the symptoms will not cure the disease.
Congratulations or Condolences, I say Congrats, because given the poor state of service in business today there is lots of room for improvement and lots of opportunities for those that can rein in chaos and create effective, efficient, productive contact centers
Should it even be congratulations? Perhaps condolences would be more appropriate. Why would this not be a celebratory moment? Well consider that ,
more than one third of a call center managers time is wasted on recurring everyday problems (firefighting)...how can we prevent fires if we are too busy fighting them?
Only 38% of executives have the tools to solve customers problems http://www.thetaylorreachgroup.com/news.php?item=20040728_075131.txt ...how can we improve customer satisfaction without the proper tools?
The staff you will rely on is likely untrained, 30% of Supervisors receive no formal training! http://www.thetaylorreachgroup.com/news.php?item=20041022_091502.txt ...how can we expect them to complete a job they have not been trained for?
Is this a recipe for success? Is it any wonder that 58% of senior executives said that they don't deserve their customers loyalty? http://www.thetaylorreachgroup.com/news.php?item=20050215_084722.txt ...So it can't be much of a surprise that almost one third of all call centers and contact centers miss their KPI's at least one a week http://www.thetaylorreachgroup.com/news.php?item=20060106_085652.txt
The prime business objectives for call centers and contact centers today are improving efficiency and reducing costs. So against this back drop I ask if you really want this role?
It reminds me of a story where a sea captain in the 1800's is sailing in pirate infested waters and one day the look out shouts "Pirate ship straight ahead", The captain turns to his mates and says "bring me my sabre and my red shirt". The mate does so and after a fierce battle the captain and crew successfully drive off the pirates. A few days later the look out shouts "two pirate ships dead ahead", Once again the captain asks for his sabre and red shirt and the mate comply. Following a hard fought struggle the captain and crew are able to win the day and turn back the pirates. As they recovered on the deck the mate asks the captain about his pre-battle requests, the mates says "captain I understand why you ask for the sabre, but why the red shirt?", The captain answers "that's easy since we are going into battle I don't want the crew to become frightened or concerned if I were to be wounded and bleed in the fighting...with the red shirt they won't see the blood". The mate nods and now understands. The very next day the look out shouts down to the captain, "five pirate ships coming towards us". The captain without a seconds pause turned to the mate and says..." bring me my sabre and my brown pants"
OK not original, but I think you get the message. With so much lined up against you how can you succeed? The answer requires you to step back from the day-to-day and to look at the center holistically. You need realize that every activity and process that occurs within a call center or contact center is inter-related and that dealing with the symptoms will not cure the disease.
Congratulations or Condolences, I say Congrats, because given the poor state of service in business today there is lots of room for improvement and lots of opportunities for those that can rein in chaos and create effective, efficient, productive contact centers
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