How AI is Helping to Improve Call Centers

By: John Shepler

All of us have been frustrated when making calls to customer service… and it seems to be getting worse. High costs and labor shortages serve to dishearten the poor customer hanging on the phone for hours and, also, the companies who desperately need to provide a favorable experience to keep their customers and attract new ones. Tech correspondent David Pogue discusses this situation and possible solutions in this CBS News report:



Did you catch that the likely solution going forward is a combination of traditional call center agents and new artificial intelligence software. The example in the story is called Grace. Here’s a more detailed look at how Grace works as a stand-alone agent:



Of course, even the most advanced AI agents come to a screeching halt when confronted by unique or complex situations. That’s where the best solution is to transfer immediately to a trained human agent. Some of the best agents are located in countries outside the United States and English is not their first language. Many US customers are put off by interacting with an agent with a heavy foreign accent, even though this agent has excellent technical skills. A new AI tool that can help is from a company called Sanas. The software works to change the speaker’s accent without otherwise affecting the conversation. You can try it out online and compare how actual call center agents sound with and without the AI support.

Behind the Scenes
Not all AI tools directly interact with customers. More mundane, yet important, applications include optimizing networks to get the best performance. SD-WAN is a simple system that combines multiple Internet or direct line connections and continuously chooses what traffic to direct down what path. Highly sensitive functions like VoIP phone calls and teleconferences get highest priority on for the lowest latency paths. Less sensitive operations, like remote backups, get lower priority and lesser performing paths.

AI software is also valuable for intelligently routing calls to ensure that they go to the next available person that can properly handle them and to track down key players regardless of whether they are at their desks or on the move.

Do you have communications issues that might be helped with newer or better technical solutions? Things are changing rapidly. Get support and find out what telecom solutions can really benefit your company.

Call Center Contact Center Phone Service

Call centers and contact centers are major users of telephone services, especially long distance and toll free number services. What’s the best option for your call center to ensure that you have the right features and the best pricing? Well, there are several good technical options available right now. Let’s take a closer look at them to see what they can offer.

Traditional telephony has been based on basic business phone service, also called POTS or Plain Old Telephone Service. Old is right. Analog phone lines have been used for over 100 years and are still going strong. They’re highly reliable, deliver clear voice quality and don’t suffer from digital artifacts like latency.

Analog lines were originally intended to be one line per telephone. Key systems allow multiple lines on each phone so you can select which one to answer manually. All the but the smallest call centers have more lines and more agents than a key system can handle. That means using a PBX or Private Branch Exchange to automatically assign lines and direct incoming calls.

What PBX offers is automation. If you only need a half dozen or so outside lines, analog business lines still make economic sense. You connect them to your PBX using FXO (Foreign Exchange Office) ports on interface cards that plug into your PBX system.

When you need more than a half dozen or so outside lines, digital trunk service starts to make sense. Why? It’s because there is a cost advantage to bundling multiple phone lines into one trunk line. You may already have multiple analog lines coming in via a multi-pair binder cable. This is different. A T1 line uses two twisted copper pair to carry 23 or 24 separate phone lines digitally. Yes, those are the same copper pair that would otherwise be used for analog phone service.

The way this works is that the phone conversations are digitized at one end using an analog to digital converter and converted back to analog at the other end using a digital to analog converter. Each call is assigned its own digital timeslot or channel. They are kept separate so that there is no cross-talk between calls. T1 is a synchronous system that has strict timing at both ends of the line. Latency is almost non-existant. However, any unused channels are transmitted empty. All channels are constantly being exchanged between your PBX and your telephone service provider.

Why the choice between 23 and 24 phone conversations on a T1 line? All 24 channels can be used for telephone calls. This is called a T1 telephone line or T1 trunk. The other option is to use 23 channels for conversations and use one channel for switching, signaling and data, such as ANI and Caller ID. That option is called ISDN PRI or T1 PRI. PRI trunks are very popular with call centers because they offer the Caller ID information and faster switching times than normal T1 phone lines. Your PBX system may have multiple PRI ports so that you can have 23, 46, 69 or more outside lines for your call center.

SIP Trunking is an alternative to ISDN PRI. It is based on VoIP technology and uses packets rather than channels. SIP Trunks can be interfaced to older technology PBX systems and the newer IP PBX phone systems. There may be cost advantages for SIP Trunking, especially if using a lower bandwidth CODEC (Coder/Decoder) than the industry standard G.711. Some newer CODECs offer high call quality while transporting more simultaneous calls on the same line bandwidth.

SIP Trunking also opens the opportunity for cloud communications or Hosted PBX. With a hosted system, both the outside lines and the PBX switching system move to the cloud. You have only phones and a VoIP gateway in-house. The advantage to a cloud hosted solution is that you avoid heavy capital investment, pay for service by the agent seat per month, and don’t have to worry about maintenance or upgrades. The service provider takes care of all this for you.

Are you starting up a new call center or contact center, facing an upgrade cycle or expanding operations? If so, this is the perfect time to check business phone service options and prices for call centers and contact centers. You could gain performance advantages at lower prices now.

Call Centers Move To the Cloud

Hosted PBX systems are becoming popular alternatives to in-house telephone system upgrades. More and more businesses are discovering the advantages of having their phone switching done in the cloud. So, why aren’t call centers doing the same thing?

In fact, some company contact centers are already well entrenched in the cloud. The smaller or more distributed the contact center, the more it makes sense to make the move from premises to hosted phone system. It’s been harder for the larger call centers to do likewise. Why? Because the phones are only a part of what they need. In addition, call centers need Computer Telephone Integration (CTI) functions to create customer “screen pops” and management monitoring and control software.

The days on on-premises call center systems may be numbered. Cloud based services have become more sophisticated. A decade long pioneer in enterprise VoIP solutions, Smoothstone IP Communications, now offers a system with unlimited scalability and the more advanced functions that call center managers need.

Smoothstone’s ControlMaxx lives in a set of geographically distributed data centers monitored by a 24/7/365 Network Operations Center (NOC) to ensure that the system is up to date and available. Monitoring of Quality of Service (QoS) and security is proactive. The system is based in the cloud, but integrated into your business processes and applications.

The ControlMaxx Call Director allows you to manage your inbound numbers and how they route. You can base this on geography, time of day, holiday schedules, and even in response to disaster recovery plans if trouble strikes your facility. The point is that you have control to adapt call flow patterns on the fly as business conditions dictate.

Call Queuing can be set for agent priority, call distribution, music or message on hold and overflow conditions to better manage your agent staff and minimize caller hold times.

Management can record or monitor calls without disrupting the agent for the purpose of quality assurance, training or compliance. You can record both individuals or call groups and then retrieve them through a simple interface

Call Reporting has the status and analytics you need to manage your call center, including reports by queue, by agent, by call or by path. Combined with recording and monitoring functions, this reporting gives you the tool set you need for efficient call center operation.

The agent can be set up with an Agent Desktop Client, a PC application that gives them access to real-time queue/call statistics and alerts, call status, transfer capabilities and secure chat. The screen pop functionality integrates with your CRM software, such as Salesforce.com.

A combination of cloud based call center technology and high bandwidth low latency connectivity enable you to establish a call center of any size and staff it anywhere it makes sense. That includes existing call center facilities, satellite offices worldwide and part time or full time homeworkers. With communications in the cloud, you have a flexibility to adjust resources beyond what you normally expect.

Do you run a large call center or company contact center that is costing a pretty penny and may have scalability or maintenance issues? Before you go out and raise capital for a big construction project, give cloud based call center solutions a closer look. You might very well get more performance at a lower cost than with what you have now.

Cloud vs Premises Contact Center Costs

Many very small businesses need nothing more than a local or toll free number to take customer calls. Medium and larger companies have a sufficient prospect and customer base that they no longer ask whoever is behind the counter to take the calls. They’ve specialized that function, installed dedicated technology and moved it into its own office space known as a contact center. There’s a certain cost associated with contact centers and it’s hard to reduce... or is it?

Up until recently, the only other option was to outsource the function on or off shore. Offshore contact or “call” centers have developed a tarnished reputation from overly ambitious efforts to recruit agents with weak English language skills and/or inadequate technical or procedural understanding. Companies now promote their in-house expert customer service staff as a competitive advantage.

But what about the costs? Is there any way to make in-house contact centers more competitively priced with shipping the function offshore? Fortunately, the answer is yes.

The way you can attack the cost monster is with a combination of lower capital and operating expenses plus productivity improvements. The tools to do that are the latest technology located in the cloud.

Traditional contact centers are what is known a premises-based. They’re either a department within your building or located in a facility by themselves. The technology is an in-house PBX phone system that manages all the agent phones and all the outside lines. Newer facilities may have an IP PBX phone system, which serves the same function but is easier to interface to computer systems so that agent’s screens can automatically display customer data in a “screen pop.”

PBX and IP PBX equipment is expensive to buy and costly to maintain. As these systems get older, technology passes them by and they don’t have all the latest features. It also gets harder to find replacement parts and even technicians who understand the nuances of that particular piece of equipment. Eventually, in frustration, capital is allocated to purchase a new system and the cycle starts all over.

The new alternative approach is outsourcing, but this time it’s the equipment not the agents. You keep the people you know and trust right where they are. What you unload is the infrastructure that doesn’t add value on its own. It’s just a tool, a means to an end. By using a cloud-based contact center solution all of the clap-trap moves “out there,” while you have the same or much better ability to serve your customers and sales prospects.

inContact is a trail-blazer in the new field of cloud-based contact centers. What they provide is infrastructure very much like cloud computing, except specialized for contact center operations. The core is a much more than a simple hosted PBX system. It performs that function, of course, to connect each agent telephone with a customer. That agent can be sitting at the desk they have now or pick up and move to another area, even be located at home where they join the operation on a part-time or full time basis. This alone gives you a flexibility to employ excellent prospects who can’t or won’t commute to your facility every day.

You probably realize that your current PBX system has a certain capacity. You have so many phones and so many phone lines. As soon as you get one too many callers, the system starts giving busy signals to the overflow. That means lost sales or irritated customers who are going to think twice about doing business with you again. The cloud system has an enormous capacity that you can tap on short notice. Do you have seasonal peaks in your business? No need to have extra capacity idling during the slow periods just so you can handle the rush. The cloud can scale up and down to meet your varying needs throughout the year.

Oh, but is the cloud as reliable as an in-house system? Probably more so. inContact offers a service level agreement of 99.99% availability through dual redundant data centers located in Dallas and Los Angeles. There are six layers of cloud security to ensure that your data stays private. Unlike other cloud service providers, inContact was a telecom carrier before they were a cloud company. That means they can also provide the highly reliable bandwidth you need to connect your agents to the system, with only one provider to deal with.

How much can you save? It varies, of course, but a recent study shows that total cost of ownership can be 30% less for a few as 50 seats and sliced by over 50% for a 500 seat contact center. Is that intriguing enough to get you interested in learning more and getting complete details on prices, cost savings and features? You may be shocked by what you are missing out on.