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You run an established business with a string of regular interactions with customers. These interactions also include a growing number of inquiries and support requests for your products/services.
Though you have a dedicated customer service department to assist customers with their queries, somewhere, things are lagging. The organization and processing of tickets have become chaotic, with an ever-increasing customer base. There is also a significant delay in response time.
What should you do in such a scenario to keep things running smoothly and customers happy?
Turn to a ticketing system. It not only helps you organize your customer support tickets but can also streamline your entire customer support workflow.
Let us take you through this blog, where we’re discussing the ticketing system definition, its functions, importance, and critical components. Feel free to read the sections in your preferred order. Here is the synopsis:
» What is a Ticketing System?
By definition, a ticketing system is a software solution that helps businesses monitor, process, and manage the issues raised by customers. It offers end-to-end management of tickets – right from the time a customer submits a support request to the time of its resolution. Now, these customers can be your internal team or external clientele, or both.
A ticketing software solution comes with a centralized dashboard. Each ticket is centrally stored and is easily accessible to everyone on the customer support team with the appropriate access permissions. Since such systems are developed using the latest technologies, they offer automatic ticket prioritization. That way, support reps always know which tickets require their immediate attention.
What’s more? A ticketing system allows ticket assignments, tagging, and categorization. Besides, it also provides status for every ticket, indicating whether it is closed or active, for more efficient management.
The best part?
Ticketing systems streamline communication between your customers and customer support representatives across channels. For instance, when a client requests assistance via Facebook, your team can respond from the ticketing software. That means, no need to go to that particular social media platform to reply to that customer.
In cases when your support agent can’t resolve a ticket, they can transfer/escalate the same to the relevant team member without having to leave the system. And at the same time, update the customer about such escalation. There are shared inboxes, too, promoting an effective exchange of information & collaboration.
» How Does a Ticketing System Work?
Whenever a customer submits a service or support request, the ticketing system creates a ticket. Think of such a ticket as a record or a document that contains every required detail of the issue, the consumer, and the support representative. It also logs in the communication between the consumer and the support representative.
These tickets are shared in nature. In other words, it’s a continuous thread shared between the agent and the consumer, making it easier for both parties to go back to the conversation whenever necessary.
Once the system creates a ticket, the support agent starts addressing the problem. And when there is any update, they notify the consumer through the ticket thread.
And if the consumer has any further requests or queries, they are free to use the same ticket to address their added concerns.
The ticketing system sends instant alerts when either party adds a new response to the thread. It makes way for faster communication and prompt assistance. Once there is a satisfactory resolution, the ticket can be closed by either the consumer or the support rep.
What’s interesting is that either party can reopen the ticket for additional requests or follow-ups. Many consumers prefer reopening the old ticket to raise a new issue. That’s because doing so allows them to connect with the same support personnel they had earlier interacted with.
And that’s not all. Many ticketing systems include tools to gather customer reviews to make things more efficient for businesses. Feedback tools enable enterprises to gauge customer satisfaction, analyze loopholes in their customer support efforts, and make changes accordingly.
Now that we know how a ticketing solution functions let’s uncover the reasons for using one.
» Why Should Your Organization Use a Ticketing System?
For businesses with consistently growing numbers of customers, the demand for customer interactions is high too. You get more inquiries and/or requests for services & support. The result? Your customer support team feels the pressure of the ever-increasing workload. That, more often than not, translates into missed requests, delayed responses, and unsatisfactory customers.
That’s when using a ticketing tool can benefit your organization in more ways than one.
› Advantages of Implementing a Ticketing System
1. Increased organization
A ticketing system can segment, label, and prioritize all the incoming tickets for your client support team. Such an efficient organization empowers your support team to know which tickets need their attention at any given time. This is specifically helpful when the volume of requests is too high. Your agents can handle multiple tickets simultaneously without any blunders and loopholes.
2. Hassle-free collaboration & communication
With a ticketing system in place, all the communication gets streamlined into unique threads. Whether the customer reaches out to you through emails, calls, or socials, the system enables you to keep all the interactions in one place.
Besides, such a system significantly simplifies information sharing between customer support team members, promoting faster response time with increased accuracy.
3. Easy accessibility
Using a powerful ticketing system, you can centralize all your customer support processes. From details about the active tickets to the past support cases, everything is stored in a single place. As a result, everyone on the team has faster access to the right information with just a few clicks, boosting your overall response time considerably.
4. Enhanced productivity
A ticketing system brings along automation of routine tasks that otherwise took hours of manual work. Add to that the centralized information storage, single interface, ease of data accessibility, real-time updates, streamlined interactions, and smoother collaboration. All of that together increases the productivity level across channels without compromising on the quality of service.
5. More strategic planning
Thanks to a ticketing tool, analyzing performance and generating reports has become simpler than ever. With access to such precise reports, identifying what is not working and where you need to improve is no longer a hassle. That, in turn, fosters strategic planning with a focus on further enhancing your current customer support services.
6. Improved customer experience
With the effective organization of tickets, you can provide relevant support to customers faster. Moreover, access to their past interaction with your organization is also handy in providing personalized assistance. Such kind of prompt, custom support delights customers, improving their experience with your business to a great extent.
7. Better customer retention
With a ticketing system, you can get back to each customer request faster with correct information and immense clarity. That elevates customer satisfaction significantly, which, in turn, prevents them from going to your competitors.
8. Reduced costs
A ticketing system streamlines your client support processes. That way, you, along with your customer support team, can do more with the resources you already have on hand at no extra cost. In other words, a ticketing solution helps you cover more work with greater efficacy, all while helping you save money and time.
Okay. So you’re convinced to get a robust ticketing system for your business.
But how to tell apart a powerful tool from the many available in the market?
Let’s take a look.
» Which Components Make For a Good Ticketing System?
Almost all efficient ticketing software solutions include certain features that make them better than the rest. Here is a brief list of components that make up a great ticketing system:
- Automation – Automating repetitive admin tasks helps support reps save time and focus on critical matters.
- Customization – Every business is different, and so is its need for a ticketing system. Thus, a good ticketing solution allows you to tailor it to your organization’s present workflow.
- Centralized Storage – A powerful ticketing tool offers centralized storage for all the data & information, facilitating access to the right information whenever required.
- Streamlined Communication – Every leading ticketing system simplifies & streamlines customer interactions across channels for better trackability and quality of service.
- Hassle-Free Collaboration – A decent ticketing solution offers hassle-free collaborative tools to let support agents work together and resolve tickets faster.
- A Self-Serve Portal – A self-service customer portal is a must in a ticketing tool to enable customers to register requests anytime they need.
- Real-Time Updates and Alerts – With real-time data updates in the system, support agents are better equipped to manage tickets, improving the overall resolution time.
- Reporting Tools – A ticketing system with accurate reporting tools paints the correct picture of your support efforts, helping you make wiser decisions in the future.
» Final Thoughts
A ticketing system is an integral part of every service-oriented business that has to deal with customers daily. From categorizing the incoming tickets to providing solutions by fetching details of similar tickets in the past, the tool takes the complexities out of managing customer support requests. Using such a system, you can cater to customers more effectively. And resolve their issues in a well-organized, timely manner, boosting their experience with your services.