Inbound call statistics: important for any business

The virtual PBX call center allows the management of a company’s communications. Part of this management involves knowing how this communication occurs at the telephone level. To achieve this, it is vital to analyze the statistics of incoming calls. In essence, this module is one of the most important parts of this type of software.

Broadly speaking, telephone statistics graph how the whole communication process with the customer occurs. This data is similar to the nowadays famous social network metrics. As with these, knowing how the flow of calls and the management itself allows the company to better organize the service to users.

Inbound call statistics What are they?

In the past, call centers implemented programs to quantify incoming calls made by customers. These tools not only counted each incoming call, but also allowed recording everything that happened with them.

 

To tell the truth, an important part of the PBX concept is to unify call entry for call control. Today, the process is much more accurate and simplified thanks to the implementation of IP telephony. This advance has made it possible to have much more accurate and detailed statistics. With the virtual PBX everything is stored in the cloud, making the installation of heavy and complex programs unnecessary.

Incoming call statistics are data and graphs that allow to verify everything that happens in the call center. However, it is not necessary to have a customer service department to know if the management is done correctly. This is another advantage of the virtual PBX: it allows you to check the telephone communications of any type of business, even if the calls come in on a Smartphone.

What is the statistics module of the virtual PBX like?

The statistics module is presented as graphs with different values and data. These can be verified according to a timeline, but also by checking the development of the calls. That is, if they are answered, if they are put on hold, or if they become losses.

It is also possible to check how the call history of a specific agent occurs. In this way, you have an idea of how a telephone agent, or the manager of an online store, works. Therefore, telephone statistics are a tool to know if the work is being done effectively.

Some concepts are created around the statistics of incoming calls for the evaluation of customer service. Being able to know them is vital to better guide the service. The objective of the analysis is to ensure better availability to customers and, of course, greater opportunities to close deals.

Missed, answered and hung up calls

Missed calls are all those that entered the switchboard but for some reason were not answered. It may be that the agent was doing something else, or did not answer the phone. The statistics module allows you to see this data for each operator and at the global level of the department.

Answered calls are all those that could have been received by the telephone agents. These are synonymous with management and are also measurable by another factor: call time. In fact, there are other metrics related to effective conversations.

There are also the calls that do not even enter the virtual PBX, which we could call «hang-ups». This is what happens when a person is about to talk to the operator and suddenly hangs up for some reason. These are of little value in the analysis, unless they indicate that the communication is faulty.

Average attendance time

Average attendance time is one of the most important metrics for any call center. It is the average duration of all calls handled by an operator. This data is central because it allows to evaluate the effectiveness and speed of each agent when it comes to providing customer service.

Experienced call centers know the handling times according to the customer’s problem. For example, a bank’s call center knows how long it takes for an agent to unblock a debit card.

The average support time adds up all the calls of an operator and generates an average. Coordinators can then compare this data with the acceptable handling times determined by the company. This is how to evaluate whether an operator is fast or very slow in attending. In companies, response time is related to operator productivity.

Availability and calls in queue

The inbound call statistics module allows to know in real time how many calls are in queue and the number of available agents. This is essential for a call center strategy. In fact, verifying this data allows to improve the management of the department.

A supervisor can see this in real time thanks precisely to the virtual call center PBX. But statistics could for example provide an average on these metrics. In any case, graphs will always give an idea of availability and queued calls, allowing patterns to be established.

In plain words, companies can know at what times customers call more or less. Of course, this allows to organize the work better in order to offer a higher availability. This is collective data about the department that is very useful for establishing strategies.

Evaluating individual and collective management

All the above metrics are part of the inbound call statistics. This module generates reports at the individual level and data on the collective management of a customer service department. From there, it is possible to know everything that actually happens with telephone interactions.

This module is nothing more than a complete inbound call log. The data is presented by the program with graphs, averages and resources that allow you to draw conclusions about what is happening. In fact, statistics go beyond numbers to become a didactic and explanatory element.

The data allow to accommodate the management of each agent and also at the group level. Verifying patterns by hours and days is very useful for creating strategies. Undoubtedly, there is a lot of information and conclusions that can be drawn by studying these numbers.

Usefulness of inbound call statistics

As stated above, virtual PBX call center statistics allow you to improve productivity. To this end, both the individual data of the call takers and the department as a whole can be analyzed. It is important to understand that this module also applies to telemarketing offices and outbound calls.

From this data, call duration and quality standards can be set. This is indispensable for new companies and call center departments. Those who know little about telephone management will be able to draw advanced conclusions from inbound call statistics.

At the same time, the statistics can be used to generate strategies to improve service capacity. For example, a greater number of operators could be available on the line during peak call times. It is also possible to determine the number of agents that each department should have. This is an important resource for new and experienced contact centers.

The PBX and its statistics module is not only for call centers.

Many entrepreneurs believe that the virtual PBX is a program exclusively for call centers. To tell the truth, this software is useful for any business if it is understood that any sale is a communicational process. A digital store, a store with delivery, in all of them interaction can and must be managed.

Thanks to the statistics of incoming calls, the owner of an online store can check if his manager is doing the job properly. It can be two people or even one and this module will yield very interesting data. Using a Smartphone or WhatsApp alone does not allow to know how communication happens.

It is not the same to assume which are the hours of greatest sales or calls, than to see it graphed. Having an individual virtual switchboard service is very cheap nowadays and allows the entrepreneur to know many things about his own business. In short, this call center software is also useful for all types of business initiatives, regardless of their type or size.

Neotel offers practical and comprehensive statistics

Neotel’s statistics module is didactic, practical and easy to understand. The idea of this system is to provide both the operators and the call center supervisor with relevant data to improve customer service. Everything is broken down and graphed in a user-friendly interface.

All calls are verified and logged while the status of the waiting queue is checked. The information can be viewed in real time and also in logs. The statistics module in conjunction with the monitoring tasks, allows to increase the quality of the telephone communication. The result will be happy customers, more sales options and a better corporate image.