Common complaints about call centres
A few months ago I asked on my Facebook page what people hated about call centres and without doubt the top hates were:
- speaking to people in different countries where communication was difficult
- call centre staff go from a script
- call centre staff hanging up on calls
- music playing
- refusal to give names
- passing from one department to another
- not knowing the answer to questions
- refusal to pass you to someone senior
- all the options before you get to speak to someone….
it would appear most of us don’t have a good word to say about call centres.
The inside information from call centre staff
Interestingly people who had worked in call centres gave some insight into why we get some of the problems. Here are some reasons for the problems above:
This isn’t all call centres but some of this information came from a member of staff from a very big well known company!
- The call queues waiting times are specifically designed to be long enough to encourage you to ‘give up’. You will wait a designated ‘minimum time’ even if agents are available
- Queue messages are designed to discourage you “you are 457th in the queue” or plainly tell you to go away “many common issues can be resolved by visiting our web site at xxx.com” – and they will become increasingly discouraging as time passes
- Response scripts are specifically designed to restrict what call handlers can do and, ideally, convert a call into a new sale. ‘Escalation’ paths for calls are specifically designed to delay or avoid resolution
- Staff are given average call times
- Passing the call on to another employee counts as a conclusion to the call (even when the caller is placed in another long queue elsewhere in the organisation)
- The computer systems used are terrible since not all data is available since the call centre is not really the company you are calling.
- The call centre staff are not trained to give you satisfaction but to simply get close to the required precentage success rates
What can you do if faced with call centre problems?
I tend not to use call centres because they are generally so diabolical. I write. It is better to have everything in writing anyway. Why you should write not ‘phone to complain effectively. Where the matter is not urgent I always advise writing. Be clear, concise and polite. Make sure you have all the details and list the issues. Ensure you include all your account details. If you do not get a satisfactory response write to the CEO. You can find email contact details at www.ceoemail.com. For most companies you can consider taking the matter to the relevant ombudsman, e.g. Energy Ombudsman, CISAS, Financial Ombudsman etc. You need to wait until 8 weeks after you start the complaint or request a “deadlock letter”. This is a letter from the company stating that they will not communicate further on the matter.
If you have to ring, be polite, get the name of the person you are speaking to as soon into the conversation as you can. Make a note of the start and finish times of calls, including the length of time you were on the phone. If the person keeps repeating what they are saying and it is of no help ask to speak to a supervisor, you may or may not get this but note everything down. Ask for them to send you confirmation on anything they have agreed, if possible whilst you are still on the ‘phone. Be clear and assertive (not aggressive) in what you want and provide deadlines for this. Under The Consumer Rights Act 2015 you are entitled to services to be carried out with reasonable skill and care. Leaving you on the ‘phone and not answering queries or providing you with the service you are paying for is a breach and tell them so. Asserting your legal rights often gets you taken more seriously and you are more likely to get the call escalated. Follow up all bad experiences with a call centre with a letter/email of complaint detailing the problems and the issues with the call (as well as your original complaint!) and assert your legal rights and you should find you get some redress!
A key point to note is that there is now a prohibition on not providing basic rate numbers for post-contract customer helplines. Where traders offer telephone helplines for consumers to contact them about something they have bought, there should be a number available on which the consumer can call for this purpose at no more than the basic rate. This includes financial institutions.
20 Top tips for complaining effectively for more on complaining to always get success!
For more advice, laws, information and template letters GET THE BOOK! How To Complain: The ESSENTIAL Consumer Guide to Getting REFUNDS, Redress and RESULTS!
The Complaining Cow – free support for businesses
It takes 5 times as much to gain a new customer to retain one. So work on turning your customers into superfans who do much of the heavy lifting for you!
Join the Facebook Group Increase Sales through Customer Service: Compassion, Care and Integrity A private group where you can give and get support, advice and share good practice on how to improve customer service.
Free download Customer Service 5 ways to get rave reviews & referrals a few tweaks to your customer service can help you reduce the risk to your company’s reputation, finances and impact on customers and increase sales.
The Complaining Cow Services
To see how The Complaining Cow can help you improve your customer service see Services.