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Troubleshooting: A Case Study in
Improving Customer Satisfaction

                     Jeremy Stephens, Corptax
       Malcolm Carlaw, Impact Learning Systems
Poll: What type of offering do you personally support?


   Software
   Hardware
   Services
   All of the above
Primary Drivers of Customer Satisfaction



           Time to
          Resolution
                             Customer
         Service Skills
                            Satisfaction

          Employee
         Satisfaction
What are the Issues?
                                               Employee
                 Resolution
                                               Satisfaction
                    Time
   Lost                           Hand-offs
   Trust

                                              Documentation
                      Poor or Good
                     Troubleshooting
   Call-backs             Skills

                                                Unnecessary
                                                   Parts
    Additional           Collateral              Ordering
    Resources             Damage
Resolution Time Drives Customer Sat.




Data developed by MetricNet
Engineer Satisfaction Drives Customer Satisfaction




Data developed by MetricNet
What is in the balance?
   Customer Satisfaction
   Operational inefficiencies
   Lost trust – clients/co-workers
   Morale




                                      7
Poll: What are your top two troubleshooting issues?


   Resolution time
   Hand offs/ documentation
   Operational inefficiencies
   Lost trust – client/co-workers
   Employee satisfaction
Mitigating the Problem
   Troubleshooting skills vs technical knowledge
   Critical thinking
   Common troubleshooting process
   Common language




                                                9
Common Troubleshooting Process

                        Diagnostic Troubleshooting Process
  Setup                   Problem Identification              Problem Resolution
 Good
 Decision     Verify        Define     Isolate     Identify          Problem
                                                                  Justify   Resolve
              Problem       Problem    Problem     Cause          Solution  Problem
 Making                 Problem Identification                       Resolution


                                                              Level 1 support




      E-book available with details about each of these steps
Results

 Operational Efficiency
 Increased Satisfaction
 Typical results
  » 5-9% improvement in TTR
  » 4-8% improvement in C-SAT
  » Focus on specific metrics
Support Staff Excellence Program




                           2009, 2010, 2011
                           2012 (pending)
Case Study: Corptax, Inc.

Jeremy Stephens
Manager, Customer Support
About Corptax




                14
Corptax Support


88% percent of support staff are accounting
professionals




                                              15
Poll: How do you measure resolution time?

•   Months
•   Weeks
•   Days
•   Hours
•   Minutes




                                            16
Our Story

• 2008 Launched Customer Support training
  with Impact Learning

• Results indicated other weaknesses to fill

• Q1 2009 Launched Diagnostic
  Troubleshooting



                                               17
Implementation Issues


• Lack of Executive Support

• Scheduling Issues With Home-Based Staff

• Management Requires Training




                                            18
Adoption


 “This training was very helpful. The tools to identify
 the root cause — and not just the underlying direct
cause — have helped me save a tremendous amount
of time and has helped me obtain quicker resolutions
                 for my customers.“

                     Shellie Bailey, Customer Support




                                                          19
Maintaining the Focus

• Syncing Troubleshooting skills adoption with
  Q/A process
  – “The program was valuable in providing a
    structural process for troubleshooting.”


• Reinforcement tools
  – Weekly “announcements”
  – Poster reminders



                                                 20
Customer Surveys
                                                 Skills and Knowledge
0.99




0.97




0.95




0.93




0.91




0.89
                                                     10Q1




                                                                                                      11Q4
       08Q3


              08Q4


                     09Q1


                            09Q2


                                   09Q3


                                          09Q4




                                                            10Q2


                                                                   10Q3


                                                                          10Q4


                                                                                 11Q1


                                                                                        11Q2


                                                                                               11Q3




                                                                                                             12Q1
                                                                                                                    21
First Contact

                                          First Contact Resolution
65%



60%



55%



50%



45%



40%



35%




                                                                             11Q2
       09Q1



              09Q2



                     09Q3



                            09Q4



                                   10Q1



                                               10Q2



                                                       10Q3



                                                               10Q4



                                                                      11Q1




                                                                                    11Q3



                                                                                           11Q4



                                                                                                  12Q1
                                                                                                         22
24 Hour Solution


                                           Resolved Within 24 Hours
 0.9

0.85

 0.8

0.75

 0.7

0.65

 0.6




                                                                             11Q2
        09Q1



               09Q2



                      09Q3



                             09Q4



                                    10Q1



                                                10Q2



                                                        10Q3



                                                               10Q4



                                                                      11Q1




                                                                                    11Q3



                                                                                           11Q4



                                                                                                  12Q1
                                                                                                         23
SLA Achievement


                                           SLA Achievement
  1
0.99
0.98
0.97
0.96
0.95
0.94
0.93




                                                                                                12Q1
        09Q1



               09Q2



                      09Q3



                             09Q4



                                    10Q1



                                            10Q2



                                                   10Q3



                                                             10Q4



                                                                    11Q1



                                                                           11Q2



                                                                                  11Q3



                                                                                         11Q4
                                                                                                       24
Beware of Success Q1 2012




                            25
Award winning



  Excellence in Support Services – Emerging Companies     LEVEL 1 & 2   2011




  Excellence in Support Services – Small Company
                                                          LEVEL 1 & 2   2010




  Finalist – Continuous Improvement in Support Services
                                                          LEVEL 1       2009
Additional Information

            Questions?
 Next step: Deeper dive into the
 product
  Thursday May 31st 10:00 AM PT
  Tuesday June 5th 11:00 AM PT

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Case study in improving csat with troubleshooting skills

  • 1. Troubleshooting: A Case Study in Improving Customer Satisfaction Jeremy Stephens, Corptax Malcolm Carlaw, Impact Learning Systems
  • 2. Poll: What type of offering do you personally support?  Software  Hardware  Services  All of the above
  • 3. Primary Drivers of Customer Satisfaction Time to Resolution Customer Service Skills Satisfaction Employee Satisfaction
  • 4. What are the Issues? Employee Resolution Satisfaction Time Lost Hand-offs Trust Documentation Poor or Good Troubleshooting Call-backs Skills Unnecessary Parts Additional Collateral Ordering Resources Damage
  • 5. Resolution Time Drives Customer Sat. Data developed by MetricNet
  • 6. Engineer Satisfaction Drives Customer Satisfaction Data developed by MetricNet
  • 7. What is in the balance?  Customer Satisfaction  Operational inefficiencies  Lost trust – clients/co-workers  Morale 7
  • 8. Poll: What are your top two troubleshooting issues?  Resolution time  Hand offs/ documentation  Operational inefficiencies  Lost trust – client/co-workers  Employee satisfaction
  • 9. Mitigating the Problem  Troubleshooting skills vs technical knowledge  Critical thinking  Common troubleshooting process  Common language 9
  • 10. Common Troubleshooting Process Diagnostic Troubleshooting Process Setup Problem Identification Problem Resolution Good Decision Verify Define Isolate Identify Problem Justify Resolve Problem Problem Problem Cause Solution Problem Making Problem Identification Resolution Level 1 support  E-book available with details about each of these steps
  • 11. Results  Operational Efficiency  Increased Satisfaction  Typical results » 5-9% improvement in TTR » 4-8% improvement in C-SAT » Focus on specific metrics
  • 12. Support Staff Excellence Program 2009, 2010, 2011 2012 (pending)
  • 13. Case Study: Corptax, Inc. Jeremy Stephens Manager, Customer Support
  • 15. Corptax Support 88% percent of support staff are accounting professionals 15
  • 16. Poll: How do you measure resolution time? • Months • Weeks • Days • Hours • Minutes 16
  • 17. Our Story • 2008 Launched Customer Support training with Impact Learning • Results indicated other weaknesses to fill • Q1 2009 Launched Diagnostic Troubleshooting 17
  • 18. Implementation Issues • Lack of Executive Support • Scheduling Issues With Home-Based Staff • Management Requires Training 18
  • 19. Adoption “This training was very helpful. The tools to identify the root cause — and not just the underlying direct cause — have helped me save a tremendous amount of time and has helped me obtain quicker resolutions for my customers.“ Shellie Bailey, Customer Support 19
  • 20. Maintaining the Focus • Syncing Troubleshooting skills adoption with Q/A process – “The program was valuable in providing a structural process for troubleshooting.” • Reinforcement tools – Weekly “announcements” – Poster reminders 20
  • 21. Customer Surveys Skills and Knowledge 0.99 0.97 0.95 0.93 0.91 0.89 10Q1 11Q4 08Q3 08Q4 09Q1 09Q2 09Q3 09Q4 10Q2 10Q3 10Q4 11Q1 11Q2 11Q3 12Q1 21
  • 22. First Contact First Contact Resolution 65% 60% 55% 50% 45% 40% 35% 11Q2 09Q1 09Q2 09Q3 09Q4 10Q1 10Q2 10Q3 10Q4 11Q1 11Q3 11Q4 12Q1 22
  • 23. 24 Hour Solution Resolved Within 24 Hours 0.9 0.85 0.8 0.75 0.7 0.65 0.6 11Q2 09Q1 09Q2 09Q3 09Q4 10Q1 10Q2 10Q3 10Q4 11Q1 11Q3 11Q4 12Q1 23
  • 24. SLA Achievement SLA Achievement 1 0.99 0.98 0.97 0.96 0.95 0.94 0.93 12Q1 09Q1 09Q2 09Q3 09Q4 10Q1 10Q2 10Q3 10Q4 11Q1 11Q2 11Q3 11Q4 24
  • 25. Beware of Success Q1 2012 25
  • 26. Award winning Excellence in Support Services – Emerging Companies LEVEL 1 & 2 2011 Excellence in Support Services – Small Company LEVEL 1 & 2 2010 Finalist – Continuous Improvement in Support Services LEVEL 1 2009
  • 27. Additional Information Questions? Next step: Deeper dive into the product  Thursday May 31st 10:00 AM PT  Tuesday June 5th 11:00 AM PT