ROCKING INBOUND EMAIL MANAGEMENT Brian Cantor IQPC Customer Management Practice Doug Long Emailtopia Kathy Osborne Caldwell Manufacturing
ROCKING INBOUNDEMAIL MANAGEMENT
Brian CantorIQPC Customer Management Practice
Doug LongEmailtopia
Kathy OsborneCaldwell Manufacturing
THE OF EMAIL
To business: investment priority
77% in next two years; 46% “urgent”
To customers: service interactions
Most frequently receive service – email is #2Prefer to receive service – email is #2
Higher in Under-45 age group
THE FOR EMAIL
Customers look for:
First contact resolution #1
Fast resolution #2
Short response time #4
THE OF EMAIL
Productivity challengesLack of system integrationInadequate performance measurementAbsence of workflow management
Technology challengesLimited data/monitoring
CALDWELL’S STORY
• Window and door hardware• Industry leader since 1888• Multinational manufacturing and
distribution• Centralized customer service operation
CHALLENGES:
• Multiple users in shared team mailboxes• Manual distribution• Replies not returned to originating agent• Repetitive replies to similar queries
• No management view of performance• Email volume• Internal vs External emails• Response times/service levels
CHALLENGES:
SEARCH FOR A SOLUTION
• Research what to search for• Support through decision cycle• Scalable solution – start small, grow large
EXPERIENCE:
Automated rules-based distributionVolume limits for individual usersReplies assigned to previous ownerStandard responses for frequent questionsApproval process for new hires in training
EXPERIENCE:
Thread number ties conversations together• Determine the exact sequence of events
Only administrators can delete mail
EXPERIENCE:
Performance reports at fingertips:• total incoming vs new threads
• Internal vs external email volumes
Management insight - actionable intelligence
• Documentation for customs clearance• Multiple inbound container vessels• FIFO distribution inefficient• Prioritization based on ETA at dockside
GLOBAL SHIPPING & BROKERAGE BUSINESS
• Core business from valued customers• Priority routing for tier-1 clients• Categorized, tracked and reported
TRANS-NATIONAL LTL TRUCKING LINE
We tell our customers they should follow up with a phone call if they haven’t had a response to their email within 15 minutes. Very few have ever placed that call.“ ”
• Integration with ERP system• Report on time from initial inbound
inquiry to order fulfilment• Spot trends and improve business
processes
INDUSTRIAL GEAR MANUFACTURER
After implementing Response … we experienced a 130% improvement in our agents’ average email response time“ ”
• Out of hours coverage provided in one location
• Time-of-day based routing • All off-hours inbound mail is sent to
night service
RISK MANAGEMENT AND INSURANCE
I was surprised how easy it was to use Response … I was able to train my agents in about 10 minutes“ ”
THE EMAILTOPIA RESPONSE MISSION
Eliminate email mismanagement
Improve productivity
Improve customer
satisfactionDo more with less
• Ensure every email is tracked (thread numbering)
• Search and respond to old email conversations
• Non-repudiable record of communication
• Reply time, close time, volume, trends• Agent, team, department, company• Day, week, month, year• Service level focus• Real-time dashboards
ComplimentaryEmail Workflow Assessment
Request a demo of Response
[email protected]://emailtopia.com/demo-request