Top Benefits and Features of a Customer Support Ticketing System

benefits of Customer Support Ticketing System

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Resolving the issues of a customer should be the top priority of any business. That is why businesses tend to spend a lot of money on developing their CSR department and service. Businesses that view CSR as not their cup of tea, outsource the task to other dedicated companies. 

Whatever the case may be, dealing with customers, listening to them, and handling their queries are necessary. But, when a business has to deal with numerous customer queries each day, managing them can be quite a hectic task even with a big team. 

And you would definitely not want your customer to have a bad customer support experience, and revere negative word of mouth of your business.

So, here in this article, we will talk about managing your customers in a procedural and formal way, by using a customer support ticketing system. We will cover everything about a customer support ticketing system including its features and benefits, so stay tuned till the end.

What is the Customer Support Ticketing System?

Customer Support Ticketing System is a software system that specializes in managing and automating the processes of handling customers in a systematic way, by generating tickets for each customer’s queries and keeping track of them. 

The system is designed to manage interactions with customers in a structured and centralized manner, which ensures that each customer concern is handled efficiently and promptly. It helps in developing an effective CSR department without the need to exhaust too many resources. 

How Does Customer Support Ticketing System Work?

A typical workflow of a customer support ticketing system looks like this:

  1. Ticket Creation:

Customers create tickets through various channels like email, chat, or various CMS software or portals, providing details about their issues.

  1. Assignment:

After that, tickets are assigned to specific support agents (CSR) or teams based on workload and expertise.

  1. Communication:

After assigning agents to customers, they communicate with each other through the ticketing system. And updates are provided on the status of their tickets.

  1. Resolution:

Agents get to know the pain points of the customer, and now they work to resolve the problem. Agents will also update the status of the ticket as progress is made.

  1. Closure:

Once the issue is resolved, the ticket is marked as closed by the agent, and the customer is notified.

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Features of Customer Support Ticketing System

Some features of the customer service ticketing system are briefed below:

  1. Knowledge Base

An extensive knowledge base containing self-help resources like articles, FAQs, and more should be available in ticketing software. The knowledge bases make it easy for customers to find answers to their questions and resolve them quickly.

  1. SLA Management

The SLA management feature monitors and ensures that each ticket/request’s response and resolution times meet predefined service level agreements (SLAs) and customers’ expectations. The feature also notifies or alerts agents when tickets remain unresolved, ensuring that SLAs are met. 

  1. Omni-Channel Support

A support ticketing software also has an omnichannel support feature. This feature allows customers to contact businesses via email, telephone, chat, or social media. It also brings all these channels into a single dashboard, creating an omnichannel experience. When all the conversations across various channels are readily available in a single window agents can respond to queries from a wider audience quickly and effectively. 

  1. Reporting And Analytics

Analytics and reporting are another feature of a client service ticketing system. Real-time reporting and analytics provide insights into agents’ performance and how their business is performing. With this data, support managers can revise their work strategy and give appropriate training and resources to teams to improve overall overall.

  1. Security and Compliance

Along with the systematic way of handling customers, ticketing systems should also store the customer data securely and follow all relevant regulations.

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Benefits of Customer Support Ticketing System:

Customer Support Ticketing System brings a lot of benefits to not only your CSR department but your entire business, some of which have been highlighted as follows:

  1. Increased Customer Retention:

Customers’ queries often come through multiple channels. With the help of a ticketing system, companies can bring all the customer’s queries to a central location. As a result, agents don’t have to switch between tabs and apps to collect customer queries. It becomes easier for agents to manage and respond to customer inquiries in a timely, organized manner. 

Thus, the ticketing system improves the statistics of issue resolution, shortening the time period and thereby increasing the overall quality of experience for the customer. This ultimately quantifies an improved customer retention rate.

  1. Growth in Customer Acquisition Rate

The system also helps to increase the acquisition rate. Customers who stick with you for a long time work as indirect salesmen of your business. They promote your company with valuable, positive word of mouth. 

Hence, putting a priority on “better customer service” transfers a sense of goodwill into the market, which attracts more people and eventually leads to them becoming your customers.

  1. Automation and Improved Efficiency

Customer support ticketing systems can automate various repetitive business tasks like registering issues, assigning agents, emailing/messaging and notifying customers, scheduling communication periods, and more. This dramatically enhances the efficiency of the workflow of your CSR department.

  1. Cost Reduction

With various tasks in your processes automated, you can reduce a hefty amount of budget from being used to hire just human resources for your CSR department.

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  1. Scalability

With various channels to deploy on, fewer infrastructures, and fewer resources to maintain, you can easily scale your customer support service beyond geographical boundaries. And even if you want to scale the number of your agents, you can easily add them to the ticketing systems and have a good time collaborating.

  1. Accountability

With each ticket issued, a certain agent or team is assigned to handle the customer and resolve their corresponding queries. This is all tracked in the system with specific time periods and communication details. So, it becomes a compulsion for your agent as well as your department to be and remain accountable to even the smallest of customer queries.

  1. Data Accumulation and Analysis

As already discussed, the whole process from ticketing to closure is tracked and recorded in the ticketing system. The data can be used to study various metrics on the performance of the agents and overall department. Additionally, it can be used to determine the choke points in the process and make improvements.

Conclusion

To conclude, customer support ticketing systems have transformed the way businesses handle customer inquiries. With these systems, you can make sure every customer’s concern gets addressed right away. 

By automating repetitive tasks, facilitating effective communication, and providing valuable data insights, ticketing systems empower businesses to improve their customer support operations. 

The advantages of ticketing systems go beyond enhanced workflows. They contribute to increased customer satisfaction by reducing resolution times, enabling personalized interactions, and providing transparent tracking of support requests. 

Furthermore, these systems can help push data-driven decision-making, enabling businesses to identify areas for improvement and enhance overall customer support effectiveness.

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