Call Centre Outsourcing Guide

Call Centre Outsourcing Guide

Call centre outsourcing is a business practice that involves hiring a third-party company to manage all or part of a company’s customer service, technical support, and sales activities. It is one of the most popular forms of business process outsourcing (BPO) and has become increasingly popular for businesses of all sizes, as it allows companies to focus on their core competencies and free up resources for growth and innovation. 

What is Call Center Outsourcing 

Call centre outsourcing is a form of business process outsourcing (BPO) in which a business contracts with an outside service provider to manage its customer service, technical support, and sales activities. It is one of the most popular forms of BPO, and its increasing popularity is due in part to the availability of advanced technologies and low cost providers.

What is a BPO Call Center? 

A BPO call centre is typically responsible for handling incoming customer service calls, resolving customer complaints, and providing technical support to customers. They are also often responsible for providing sales and customer retention services. The primary goal of a BPO call centre is to improve customer satisfaction and loyalty by providing a high-quality customer experience. 

BPO call centres are typically located in offshore locations, such as India, the Philippines, and China. This enables organisations to take advantage of lower labour costs and shorter lead times. Additionally, these offshore locations often provide an experienced and highly-skilled workforce. This makes BPO call centres attractive to organisations looking to outsource their customer service and technical support services. 

How Do Outsourced Call Centers Work? 

Outsourced call centres work by providing customer service and support to customers on behalf of the company. The call centre is responsible for handling customer inquiries, complaints, sales calls, technical support, and other customer-related tasks. 

The call centre typically hires, trains, and supervises employees to handle customer inquiries. Call centre employees are typically trained in customer service and support and are knowledgeable about the company and its products and services. The call centre also provides customer service and support software, which allows customers to interact with the call centre via telephone, email, chat, text, or other communication channels. 

When a customer contacts the call centre, the customer service representative (CSR) is responsible for responding to the customer’s inquiry in a timely manner. The CSR is usually trained to handle specific types of customer inquiries and is usually knowledgeable about the company and its products and services. The CSR is typically responsible for providing the customer with an appropriate solution or resolution to the customer’s inquiry. 

In addition to providing customer service and support, outsourced call centres can also provide other services such as order processing, order fulfilment, customer surveys, and market research. Call centres are also responsible for monitoring customer feedback and providing customer feedback to the appropriate departments within the company. 

What Are the Top 5 Benefits of Outsourcing a Call Center? 

There are a number of benefits associated with call centre outsourcing. Here are some of the main benefits: 

1. Cost Savings 

One of the biggest advantages of outsourcing a call centre is the potential for significant cost savings. By outsourcing, businesses can avoid the large upfront costs associated with hiring, training, and managing an in-house call centre. Additionally, they can benefit from reduced labour costs, as outsourced call centres typically charge a flat fee or per-minute rate. In addition, businesses can save money on office space and equipment, as they will no longer need to house and maintain their own call centre. 

2. Increased Flexibility 

Another major benefit of outsourcing a call centre is the increased flexibility it provides. By outsourcing, businesses can scale their call centre operations up or down as their needs change, without having to hire or train new staff. This is particularly useful for businesses that experience seasonal or periodic spikes in customer inquiries. Additionally, outsourced call centres can provide around-the-clock customer service, allowing businesses to offer extended customer support hours and improved responsiveness to customer inquiries. 

3. Access to Specialized Services 

Outsourcing a call centre also gives businesses access to specialised services and expertise. Many outsourced call centres offer specialised services, such as multilingual customer support, technical support, and customer feedback surveys. By leveraging the expertise of outsourced call centres, businesses can provide customers with a more personalised and efficient service experience. 

4. Improved Customer Service

Outsourcing a call centre can also lead to improved customer service. Outsourced call centres typically employ experienced customer service representatives who are well-versed in customer service best practices. They are also equipped with the latest technology and tools to help streamline customer support processes. As a result, businesses can provide better customer service, resulting in improved customer satisfaction and loyalty. 

5. Reduced Overhead 

Outsourcing a call centre can help businesses reduce their overhead costs. By outsourcing, businesses can avoid the costs associated with hiring, training, and managing an in-house call centre. Additionally, they can benefit from lower labour costs, as outsourced call centres typically charge a flat fee or per-minute rate. This can help businesses save money and reduce their overall operating costs. 

What is an example of outsourcing call centre

Outsourcing Call Center providers will provide services such as: 

  • Staffing the call centre with trained customer service representatives • Handling customer inquiries, complaints, and requests • Operating the call centre software and hardware • Providing customer service training to the staff 
  • Monitoring customer satisfaction levels 
  • Providing customer feedback and analysis 
  • Helping to ensure customer retention 
  • Integrating customer service with other business operations 

Advantages of Outsourcing Call Center 

Outsourcing call centres can offer a number of advantages over traditional in-house customer service operations. 

These include: 

  • Cost savings: Outsourcing call centres are typically cheaper than employing a full-time customer service staff. The savings in overhead costs can be significant. 
  • Increased efficiency: Outsourcing call centres can provide a more efficient customer service operation as they are able to leverage their established processes and technology. 
  • Access to expertise: By outsourcing call centres, you can access a pool of experienced customer service staff that have the skills and knowledge necessary to provide an excellent customer service experience. 
  • Improved customer service: By outsourcing call centres, you can ensure that customers receive an optimal customer service experience. 
  • Increased scalability: When you outsource call centres, you can scale up or down depending on customer demand. This allows you to be more flexible and responsive to customer needs. 
  • Improved customer retention: By outsourcing call centres, you can help ensure that your customers remain loyal and satisfied with your services, which can lead to increased customer retention and loyalty. 

Disadvantages of Outsourcing Call Center 

While there are many advantages to outsourcing call centres, there are also a few potential disadvantages that you should be aware of. 

These include: 

  • Quality control: With outsourcing call centres, you are relying on the quality of service provided by the third-party provider. If the quality of service is not up to your standards, this can have a negative impact on your business. 
  • Lack of control: When you outsource call centres, you are giving up control over the customer service operations. This can lead to a lack of accountability and responsiveness. • Loss of business culture: When you outsource call centres, you may lose some of the unique aspects of your business culture. This can lead to a lack of customer loyalty and satisfaction. 
  • Increased expenses: Outsourcing call centres can be more expensive than in-house customer service operations. This is due to the costs associated with the third-party provider, such as training and technology. 

An Example of an Outsourcing Call Center 

One example of an outsourcing call centre is a company that specialises in providing customer service and technical support for ecommerce retailers. The third-party provider will handle customer inquiries, complaints, and requests, as well as provide customer service training to the staff. The provider will also help to ensure customer retention and satisfaction. 

Selecting an Outsourcing Provider 

When selecting an outsourcing provider, there are several key factors that should be considered. The first step is to identify the goals and objectives of the outsourcing engagement. This will help to determine the type of provider that is best suited to meet those needs. 

The next step is to evaluate potential providers. The evaluation process should include a thorough review of the provider’s qualifications, experience, and references. In addition, the provider should be able to demonstrate a commitment to customer service and technical support. 

Finally, it is important to establish clear performance metrics for measuring the effectiveness of outsourcing engagement. This will help to ensure that the provider is meeting the goals and objectives of the business and will enable the business to identify areas for improvement. 

What Should You Consider When Outsourcing a Call Center? 

Before outsourcing a call centre, it is important to consider a few key factors. First, it is essential to consider the cost of outsourcing and the potential savings that could be realised. Businesses should consider the cost of the call centre, as well as the potential savings associated with outsourcing. Additionally, businesses should consider the quality of customer service that the call centre provider can offer. It is also important to consider any additional services or features the provider may offer, such as analytics and reporting, as well as the capabilities of the call centre technology used by the provider. Finally, businesses should consider the reputation and experience of the call centre provider, to ensure that they are working with a reliable and experienced provider. 

How to Outsource a Call Center 

Once you have identified the factors to consider when outsourcing a call centre, the next step is to begin the process of outsourcing. There are a few key steps that should be taken when outsourcing a call centre. 

  1. Identify Your Needs: The first step when outsourcing a call centre is to identify your needs. This includes considering the types of services you need, such as customer service, technical support, sales support, etc. You should also consider the number of agents you need, as well as the number of languages you need to support. 
  2. Research Call Center Providers: Once you have identified your needs, the next step is to research call centre providers. There are many different call centre providers available, so it is important to research different providers to find the best fit for your business. You should consider the cost of the provider, the quality of the customer service they offer, and any additional services they offer. 
  3. Request Proposals: Once you have identified a few potential call centre providers, the next step is to request proposals from them. This will allow you to compare the different providers and choose the best one for your business. 
  4. Negotiate a Contract: After you have chosen a call centre provider, the next step is to negotiate a contract. This should include the details of the services provided, the cost of the services, the payment terms, and any other additional services you may require. 
  5. Implement the Service: Once you have negotiated the contract, the next step is to implement the call centre service. This includes setting up the technology and systems needed to support the service, as well as training your agents on the process. 

Conclusion 

Outsourcing customer service and support operations to a call centre can provide companies with a variety of benefits, including cost savings, increased efficiency, scalability, and improved customer satisfaction. Call centres are typically well-equipped to handle customer inquiries and are knowledgeable about the company and its products and services. In addition, call centres are typically able to provide customers with an appropriate resolution to their inquiries in a timely manner. For these reasons, outsourcing customer service and support operations to a call centre is becoming increasingly popular for companies, especially those in the technology, retail, and financial services industries.


To learn how Quantanite can improve your company’s customer experience contact us here.

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