7 Things to Consider For Better Customer Service with Ticketing System

Helpdesk solutions have a built-in ticketing system that organizes customer issues for a faster resolution, tracks and ensures compliance with Service Level Agreements (SLA), and organizes requests and responses into a knowledge domain and FAQs.

It also provides agents with various tools that promote collaboration to reply to queries properly and immediately. Helpdesk software (it goes by many names – helpdesk, customer support desk, or service desk software) may be a worm that permits customer service departments to require, keep track of, and resolve customer requests. On the other hand, helpdesk software could be a single system where both customers and internal employees can direct questions, requests, or problems and resolve them quickly and efficiently.

Ever since companies have realized the importance of customer experience and its direct contribution to the company’s bottom line, they need to be promoting a customer-centric culture and looking out to boost customer satisfaction. However, simply acknowledging the necessity for better customer support and customer service experience by itself isn’t enough. Actions are needed. The measure that yields the foremost notable lead to achieving the goal of delighting the customer is to implement a Helpdesk Ticketing System.

Young businesses may depart with a team-shared inbox. When success comes knocking, though, on your door, and your sales start to grow, you’ll quickly be overwhelmed with emails coming from satisfied (and less satisfied) clients. Not to mention the multiple requests you’ll receive within the shape of phone calls, live chat messages, or comments on your social media accounts. Unfortunately, requests start to go through the cracks during this point, and customer satisfaction suffers as a result.

The solution: getting a killer ticketing system that allows your team to remain on top of customer requests in the least times and solve their issues as fast as possible. This may also end in happier customers, bringing more loyalty, new leads and better profits. Born to exchange spreadsheets, ticket management systems are now the core of help desk operations. But how does one recognize a powerful ticket solution once you see one?

Features that any Good Ticketing System Should Have

Features you are looking in for good ticketing system are as follows;

1. Multi-channel Accessibility
2. Support for Multiple Languages
3. Full Customization
4. Workflow Automation
5. Personalized Ticket Pages
6. Ticket Categories and Tags
7. Content

1. Multi-Channel Accessibility

It’s no secret that we board a hyperconnected society. As a result, streamlining your customer support efforts across multiple platforms is more important than ever. By offering diverse contact channels, you permit users to select whichever they feel lighter with. This freedom of choice leads to an overall better experience that benefits each side.

Because of this, a decent ticketing system management solution must be ready to track and manage requests from multiple channels. As of today, phone and email are the 2 largest support channels, followed by live chat. Despite its popularity, social media networks are still far behind these three main communication lines – but there’s little doubt they’ll grow significantly shortly. Therefore, choosing a system that supports these kinds of communications and merges them into one clean, ordered line of tickets will significantly impact your customer success results.

2. Support for Multiple Languages

There is no such thing as geographic borders on the net world. And there’s no point in creating them yourself employing a ticketing system that supports only 1 language. It’s not nearly being understood but about offering your customers the simplest possible experience. Speaking their language is that the start of a loyal relationship. Whether or not Google Translate is simply two clicks away, users are trying to find brands that go the additional mile. The sole thing you must expect from customers is to succeed in out. The remainder of the efforts rely upon you and, therefore, the capability of your ticket management system to support multiple idioms.

Don’t need multilingual support at the moment? Think ahead. Most online businesses require a minimum of two languages to serve their users properly. So why choose a monolinguistic ticket management solution now to travel through the entire process again in exactly some years at best? Make the proper decision, and choose it now.

3. Full Customization

Your ticket management system should be fully integrated into your brand. That is, it should look, act, and feel identical because of the remainder of your online presence. This is often especially important from a user experience point of view. Customers don’t want to want your business just didn’t put enough effort into the platform that provides them a voice. Due to this, you must keep one’s distance from systems that can’t be personalized.

Ideally, you wish to begin the method with a template. By doing so, you may save plenty of your time and energy. Then, customize the colors and elegance to suit your brand, and you’re good to travel. An honest ticket management solution should also include customizable email templates. Again, this can facilitate you create a cohesive brand with minimal requirements. The impact is also huge for you and your team because the better the navigation (and more pleasant the layout of your system), the more efficient your workflow is.

4. Workflow Automation

This feature is an absolute must. No matter the industry, your business needs a ticket management system that works with rule engines. These allow you to make automation rules to assign new tasks. For example, you’ll use them to send alerts when tickets become overdue or create a filter system-supported keyword. Essentially, it eliminates the delay between receiving a customer request and getting it to the correct person.

Automating repetitive tasks will significantly reduce the time required to serve each user. At the same time, it’ll reduce the number of potential mistakes. Overall, workflow automation reduces agent demands and leads to a much better customer experience. Illustrated businessman lying on the beach, relaxed due to his ticket management system illustrated businessman lying on the beach, relaxed because of his ticket management system.

5. Personalized Ticket Pages

Each person is exclusive, and then are their needs and demands. On top of that, customers expect businesses to grasp their preferences beforehand, especially if they already contacted your support team in the past. The more you recognize about each customer, the higher the service you may be ready to provide. Before ticket management systems, this was nearly impossible. Now, however, it’s a whole necessity. This can be where personalized ticket pages are available. When a replacement query is made, agents are ready to access the complete ticket history of the user, from which issues they’d come from the past to how they were or are being handled. Not having to ask the identical question twice will save time and nurture your customer base loyalty.

For better results, some ticket management systems now offer a tool data log feature. This collects information about the device, browser and Internet service provider. The device data log is precious for businesses whose service depends on the customer’s Internet access. For them, having this information earlier will significantly reduce the quantity of basic questions agents will ask before properly serving the user.

6. Ticket Categories and Tags

Without categories, a ticket management system is just like the Avengers ensemble on a foul day: a mix that’s just posing for chaos. Such a lot happens from the instant a question is formed to the instant it’s solved. Moving them around, merging them, attempting to find issues, assigning them to different agents… the sole thanks to keeping track without losing your mind within the process is labeling each ticket and process accordingly.

Doing so will enable agents to rapidly understand every request’s status and the steps that require to be taken. Additionally, systems that provide advanced filtering enable rapid search by issue, status, department, a form of request, and more.

7. Content

The comprehensive cognitive content is that the backbone of a robust customer support service. Offering quick answers through a searchable content database will end in happier customers and fewer support requests. Industry research shows that 45% of companies offering web or mobile self-service reported both a rise in their website traffic and reduced phone inquiries.

This portal is additionally a key piece of any ticket management solution. And per se, it should be easily accessible from within the system.

Benefits of Implementing Helpdesk Ticketing System

Numerous are the advantages of adopting a Helpdesk Ticketing System. The key benefits grouped in three categories are:

Customer Satisfaction

This is one of the most advantages of adopting a Helpdesk Ticketing tool and also the one that’s immediately noticed by customers, helpdesk agents, and managers. Customers are only concerned about their own issues, and the way to possess them is addressed as fast as possible. Helpdesk ticketing systems achieve faster ticket resolution through precise ticket routing, ticket automation, collaboration among agents, and quick access to product specifications.

Resolve Tickets Accurately

Every customer issue is different and needs a special area and level of experience. At the same time, each helpdesk agent has a region during which they need plenty of experience and knowledge. Automatic Ticket Routing to the foremost appropriate helpdesk agent supported request topic and agent qualifications and skills, guarantee accurate ticket resolution. You customer will highly appreciate this because your helpdesk ticketing system ensures they get quick, accurate and helpful answer each time.

Resolve Tickets Consistently

With the assistance of quick access to internal knowledgebase and FAQs with documented common issue resolutions and best practices as a reference for future use, the subsequent time the same issue is received, the helpdesk agent can quickly search the knowledgebase and supply quick and consistent response to the purchaser’s query.

Automated Updates to Customers

Customers wish to be within the known with relevance to what’s happening with their requests and issues. Of course, to own helpdesk agents send these notifications manually is inefficient and would only increase response times. With the employment of helpdesk ticketing software, automatically sending ticket updates becomes easier, allowing customer service agents to target reducing resolution times instead. At the same time, the customer is kept within the loop throughout the ticket’s life cycle.

Multichannel Customer Service

Customers prefer to connect with customer service departments and lift issues through their preferred communicating. Some like better to call after they experience difficulty, while others choose to initiate an online chat or send an email. Customers prefer to use multiple communication channels for one request, e.g., to send an email with Print Screen of the problem and explain in further detail by phone. Advanced helpdesk ticketing systems are designed to function seamlessly on multiple communication channels and have all requests still funneled during a centralized ticketing system for routing and tracking resolution progress.

Future or Impact of Ticketing Management System

In today’s fast-paced business environment, the service helpdesk space has come up with some comprehensive changes together with the introduction of recent technologies in recent years.

With the new technology tools, the user nowadays wants mobile for all their support-related activities. There’s a desire for organizations to adapt to the speed of technology to make sure smooth service delivery.

Some key elements stand out and appear to shape the long run of this transformation.

1. Customer Experience:

Customer experience is that the game-changer within the future. To deliver and support high-quality customer service, organizations should invest in ensuring the highest customer experience.

Customer satisfaction has achieved a replacement parameter for measuring an organization’s success within the service management space.

The support helpdesk teams are now taking a customer-centric approach in commission delivery by implementing the simplest practices and continuing the method with improved techniques to remain within the game.

2. AI in Support Helpdesk:

This is the Age of computer science (AI). AI is already revolutionizing the way industry’s function.

There was a time when AI was only seen in movies and novels, but now it’s become a reality like self-driving cars, PA robots, and many more.

Natural Language Processing (NLP) could be a technique that may be utilized in self-service portals and might make users communicate with chatbots and virtual agents, thereby improving the response rate. NLP techniques also can help deflect a serious chunk of tier 1 queries/tickets.

Machine Learning (ML) techniques may be accustomed to performing predictive analytics within the service helpdesk. By that, the big volume of service helpdesk data will be analyzed to detect patterns and relationships between past occurrences.

Best IT Helpdesk Ticketing Systems You Must Try

1. WorkHub Tasks

WorkHub Tasks offers the most effective free IT ticketing system to remain on top of all IT-related incidents and requests. With extended features, your team, including managers, system administrators, and agents, can easily see who is functioning on what. Additionally, IT support professionals can easily categorize, prioritize, label, mark, and assign tickets to the concerned stakeholders.

Businesses can create extensive internal further as an external mental object to support end-users round-the-clock. With this tool, your help desk managers can set up SLAs stating when a ticket needs to be replied to and solved

Notable features of the WorkHub Tasks helpdesk ticketing system are:

• Manage all support conversations in one place
• Use canned responses for faster replies
• Avoid sharing the identical response multiple times
• Capture employee and customer feedback with automated surveys
• Measure your IT support performance with real-time reports and analytics

2. Spiceworks

Spiceworks is a highly customizable free service and ticketing system. Depending on our needs, you can extend it with various IT support apps for tasks and processes like inventory management, remote support and network monitoring.

Spiceworks has both on-premise and cloud versions as well as mobile apps for Android and iOS. The Spiceworks community is quite large and popular among sysadmins, network engineers, and other IT professionals for those who want to connect with peers and exchange expertise.

3. Jira Service Desk

Unlike SolarWinds, the Jira Service Desk could be a helpdesk ticketing system suitable for ITSM and customer service. Moreover, since it’s been built on an identical platform, this solution connects seamlessly with its popular project management system—Jira Software.

Jira Service Desk will be extended using 350+ third-party addons that include tools for asset management, surveys, CRM, and lots of other IT-related tasks. Additionally, this method comes with powerful automation features that enable you to streamline tasks like ticket routing and severity 1 notifications.

4. Jitbit

Offering both cloud and self-hosted solutions, JitBit is targeted at simplicity. This doesn’t mean that this is often helpdesk ticket software is proscribed, though. Under the minimalistic interface, you may find powerful automation triggers that allow you to send automatic replies, assign technicians to tickets and set ticket due dates Jitbit selected built-in integrations with tools like Slack, Jira, and Github. You’ll also connect it to Zapier (a gateway to 500+ more apps) or use the remainder API to make your own custom. integrations.

5. Zammad

The next item on our list is the ticketing system software list is Zammad. This web-based open-source helpdesk network enables you to produce IT service via telephone, Facebook, Twitter, chat and email. Zammad’s increase of tickets rules and “desired deadlines” is applied not just to tickets but also clients and organizations, enabling you to define and monitor your SLAs quickly. one in every of the largest advantages of this method is that it’s auditable—you can return to any moment in time and see who changed what.

6. Freshdesk

Freshdesk may be a cloud-based ticketing network that has all the required IT support features in one place. The functionality varies supported your plan, but all plans include ticket management, team collaboration, social ticketing, and reporting.

One beneficial Freshdesk feature is that the contact management hub where contacts and corporations are related to tickets, making it easier to manage communication. additionally, agents and managers can easily filter outstanding tickets by various criteria to make sure all issues are addressed on time.

7. Zendesk

Zendesk Support is an IT ticketing solution a part of the Zendesk suite. Designed for general-purpose customer service, it doesn’t include IT-specific features like change and asset management. On the flip side, this technique is great at multi-channel support—tickets will be created from various sources, including social media sites.

One of Zendesk’s strengths is that the implementation of rules. For instance, agents can trigger a selected automated workflow when there’s a change in one ticket’s attributes. Zendesk’s “Views” may also are available in handy as they permit you to filter tickets supported by certain criteria.

Factors to Contemplate When Choosing a Helpdesk Ticketing Solution

Before investing in a helpdesk system, there are some factors you would like to require into consideration to confirm the helpdesk solution chosen is that the one for your and is really suitable for your business needs. These factors include:

Ticketing System Features

The more functionalities a ticketing solution has, the more control you’ll have in handling different work scenarios and customer service processes. Features to appear for: ticket assignment and ticket transfers, ticket automation, ticket statuses, tagging and filtering options, SLA compliance, use of multiple ticket templates and ticket customization, knowledgebase and FAQs, 360-degree Customer and Ticket view.

Multichannel Helpdesk

Consider the communication channels your customers contact you and choose helpdesk systems that support these communication channels. Most often, these include phone, email, and webchat. If your business has multiple phone numbers, multiple email accounts, and web content with chat as customer points of contact, then ensure the helpdesk system you select has the capacity to integrate all of them. Ensure to test the system’s technical integration requirements also.

Integration

Verify the chosen helpdesk system possesses the mixing capabilities you would like. These include import and export of customer data (manual and automatic), API integration, phone integration, email integration, webchat integration, and also the ability to integrate with other systems.

User-Friendliness

Software easy use is important and may not be disregarded when choosing a helpdesk system. For instance, consider if the helpdesk system requires your helpdesk team and supervisors to own advanced technical skills and the way many “clicks” are needed to perform certain operations. Also, hunt for a helpdesk system that permits your helpdesk agents to own most (if not all) customer-related information needed to resolve the problem on one screen to attenuate the switching between screens and applications.

Database Capacity and File Storage

Make sure the free helpdesk software system you decide on can accommodate your business requirements in terms of database capacity (usually this can be haunted by your customer data, tickets data, communication data, etc.) and file storage (some systems store actional email communication, telephone recordings, and files for future reference).

Budget

When evaluating helpdesk customer support software, budget restrictions should even be considered. For instance, identify the subscription cost, payment periods available, initial implementation and training cost, cost of support, upgrade costs, etc.

Conclusion

Helpdesk Solutions have a built-in Ticketing System that organizes customer issues for a faster resolution, tracks and ensures compliance with Service Level Agreements (SLA), and organizes requests and responses into a knowledge domain and FAQs. It also provides agents with various tools that promote collaboration to reply to queries properly and immediately.

IT Helpdesk software (it goes by many names – helpdesk, customer support desk, or service desk software) may be a worm that permits customer service departments to require, keep track of, and resolve customer requests. On the other hand, helpdesk software could be a single system where both customers and internal employees can direct questions, requests, or problems and resolve them quickly and efficiently.