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Optimizing Speed to Answer: Understanding Wait Time in Aloware

Average Wait Time is crucial for customer service. Learn how to calculate it in Aloware, why it matters, and optimize it for better customer satisfaction and resource allocation.

Understanding Wait Time in Aloware

Efficiently managing customer wait times is essential for providing exceptional customer service. Aloware offers robust tools to help businesses accurately compute and leverage the Average Wait Time metric.

In this article, we will guide you through the process of calculating Average Wait Time using Aloware's powerful features. By understanding and optimizing Average Wait Time, you can enhance customer satisfaction, improve resource allocation, and elevate overall service efficiency.

Why Average Wait Time Matters

Wait Time in Aloware refers to the duration that customers spend on hold, waiting for an agent to pick up and address their inquiries.

It directly influences the "speed to answer" and plays a critical role in shaping customer experiences.

By effectively managing wait times, businesses can achieve the following:

  1. Enhance Customer Satisfaction - Reducing wait times boosts customer satisfaction. By monitoring and optimizing Average Wait Time, businesses ensure prompt service delivery and create positive impressions.
  2. Improve Resource Allocation -By analyzing Average Wait Time, businesses can allocate staffing resources effectively, ensuring adequate coverage during high-demand periods and optimizing costs during slower periods.
  3. Optimize Operational Efficiency - By tracking and analyzing Average Wait Time, businesses can improve efficiency by identifying bottlenecks, implementing process improvements, and reducing wait times.

How to Compute Average Wait Time with Aloware

To calculate Average Wait Time using Aloware, follow these steps:

  1. In your Aloware Admin account, navigate to the Reports menu, and click the settings icon to select what activity you want to display. In this example, we are selecting the Lines.

  2. Then, click Save to display the report dashboard.

  3. Select from the Table Settings the Total Wait Time, Average Wait Time and All Calls.

  4. Select from the list of Lines and locate the metrics for the desired timeframe or agent/team.

  5. Convert the Total Wait Time from hh:mm:ss format to seconds. You can use a time converter or the formula:

Average Wait Time = Total Wait Time in seconds / Total Calls

  • In this sample:

    1. Convert the Total Wait Time from hh:mm:ss format to seconds.

      Total Wait Time in seconds = (4 hours x 60 minutes x 60 seconds) + (24 minutes x 60 seconds) + 52 seconds = 15,892 seconds

    2. Divide the Total Wait Time in seconds by the Total Calls.

      Average Wait Time = 15,892 seconds / 817 ≈ 19.42 seconds

    3. Convert the Average Wait Time back to the hh:mm:ss format.

      Average Wait Time ≈ 00:00:19 (hh:mm:ss)

Optimizing Average Wait Time for Improved Customer Service

Once you have calculated the Average Wait Time, it's essential to analyze the results and take appropriate actions to optimize customer service efficiency. Here are a few strategies to consider:

  1. Efficient Call Routing - Utilize intelligent call routing features in Aloware to distribute calls effectively, ensuring that customers are connected to available agents promptly.

  2. Staffing Optimization - Evaluate call volume patterns to identify peak periods and allocate staffing resources accordingly. Adjusting agent schedules can help reduce wait times during busy periods.

  3. Self-Service Options - Implement self-service options such as interactive voice response (IVR) or AI-powered chatbots to provide customers with instant assistance and reduce reliance on agent availability.

Computing Average Wait Time using Aloware's powerful features empowers businesses to optimize their customer service operations. By closely monitoring and analyzing this metric, businesses can minimize wait times, enhance customer satisfaction, and improve overall service efficiency.