customer service – BLOG ESKER UK https://blog.esker.co.uk Document Process Automation Wed, 13 Dec 2023 10:55:15 +0000 en-US hourly 1 https://wordpress.org/?v=6.0.9 https://blog.esker.co.uk/wp-content/uploads/2020/09/cropped-fav-32x32.png customer service – BLOG ESKER UK https://blog.esker.co.uk 32 32 Streamlining Success: Why Supply Chain Leaders Should Embrace B2B Customer Service Automation https://blog.esker.co.uk/streamlining-success-why-supply-chain-leaders-should-embrace-b2b-customer-service-automation/ Wed, 13 Dec 2023 10:55:15 +0000 https://blog.esker.co.uk/?p=3152 In the ever-evolving landscape of supply chain management, staying ahead requires more than just efficient logistics and optimised processes. B2B customer service automation is emerging as a game-changer, offering supply chain leaders a myriad of benefits that extend beyond just customer satisfaction. In this blog, we will explore why supply chain leaders should pay close attention to the integration of customer service automation into their operations.

Enhanced Efficiency and Speed
In the fast paced world of supply chain, time is money. Customer Service automation streamlines routine tasks, such as order processing, tracking, and issue resolution, significantly reducing response times. This efficiency not only improves customer satisfaction but also contributes to the overall speed and agility of the supply chain.

24/7 Accessibility: Automation doesn’t sleep.
By implementing B2B customer service automation, supply chain leaders can ensure that their customers have access to support around the clock. This 24/7 accessibility is crucial for global supply chains, where partners may be operating in different time zones. It enhances the overall reliability of the supply chain and fosters a sense of trust among B2B customers.

Data-Driven Decision Making
Customer Service automation generates a wealth of data that can be leveraged for strategic decision making. Supply chain leaders can analyse customer interactions, identify patterns, and gain valuable insights into areas that may need improvement. This data driven approach allows for continuous optimisation of the supply chain, leading to more informed and effective decision making.

Scalability and Flexibility
As supply chain operations grow, the demand for customer service also increases. Automation provides scalability, allowing supply chain leaders to handle a growing volume of customer interactions without a proportional increase in resources. This flexibility is particularly valuable during peak seasons or periods of rapid expansion, ensuring that customer service levels remain consistent.

Cost Savings
Traditional customer service models often require a significant investment in human resources. B2B customer service automation can lead to substantial cost savings by automating routine tasks, reducing the need for a large customer service team. This cost-effectiveness allows supply chain leaders to allocate resources strategically, investing in areas that directly contribute to the overall efficiency and success of the supply chain.

In summary, B2B customer service automation is not just a technological trend; it’s a strategic imperative for supply chain leaders looking to stay competitive in today’s dynamic business environment. By embracing automation, leaders can elevate their customer service, enhance operational efficiency, and position their supply chains for sustained success in the digital age. It’s time to automate and streamline the path to excellence in B2B customer service.

Upnesh Grewal

As Marketing Coordinator for Esker UK, Upnesh manages Esker UK's marketing campaigns and events for O2C solutions. She has been part of the Esker family since 2022.

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Lactalis Iberia Group Transforms Customer Service Processes With Esker https://blog.esker.co.uk/lactalis-iberia-group-transforms-customer-service-processes-with-esker/ Wed, 04 Oct 2023 12:33:06 +0000 https://blog.esker.co.uk/?p=3072 Leading dairy foods company reduces order processing time and improves supply chain efficiency

Esker, a global cloud platform and leader in AI-driven process automation solutions for Finance, Procurement and Customer Service functions, today announced that Lactalis Iberia Group, the Spanish subsidiary of the world’s leading dairy foods company, is automating and optimising its Customer Service processes with Esker. Thanks to AI-powered automation, Lactalis Iberia Group has significantly reduced the time it takes to manage customer orders and, as a result, has achieved greater organisational flexibility and improved supply chain efficiency. 

In 2017, the company began its digital transformation of key business areas, including Customer Service, with the goal of moving from a purely administrative management structure to delivering value to customers and employees alike. In 2021, Lactalis Iberia Group partnered with Esker to automate customer orders for three of its companies: Lactalis Forlasa (cheese), Lactalis Puleva (milk) and Lactalis Nestlé (yoghurts and desserts). And this year, a fourth company was added, Lactalis Food Service Iberia, serving the hotel, restaurant and café (HoReCa) channel.

The objective of the project was two-fold: increase efficiency and unify the processes of the four companies while maintaining the specificities of each one.

“Esker’s solution provides us with visibility and analysis capabilities via customised dashboards, where we can easily monitor results and progress for each manager,” said Ángel Ventoso, Head of IT Applications at Lactalis Iberia Group. “Each company has its own dashboard and the security and confidentiality of the information is 100 per cent guaranteed.”

Esker Order Management, part of Esker’s Customer Service solution suite, has made it possible to digitally process and integrate all orders regardless of format (spreadsheets by email, orders in the body of the message, PDF, HTML, etc.).

Lactalis Iberia Group is already reaping the benefits of automation. Today, over 85 per cent of orders are automatically integrated into its SAP® system. As a result, it takes the Customer Service team only one minute to process an order, down from eight minutes previously, totaling 1,300 hours saved per month. Additionally, the elimination of manual order entry errors coupled with faster order handling time, has led to greater productivity in the supply chain — reducing stressors in each of its elements (stock, transport, warehouses, etc.).

Lactalis Iberia Group also benefits from greater organisational flexibility. The centralisation of processes and procedures means that any user trained in the solution can take over at any time.

Thanks to automation and the elimination of paper, Lactalis Iberia Group saves approximately 54,000 sheets per year, 14,300 litres of water and 1,300 kg of CO2 that will no longer be emitted into the atmosphere. Additionally, the company has freed up the need for physical archiving space.

“Automating our order process has generated significant time savings and, consequently, important cost savings for our order department,” said Patricio Corrales, Head of Customer Service at Lactalis Nestlé. “Esker has helped us improve processes and generate value, not only for us and our customers, but also throughout our supply chain, an area where we continue to invest through various partnerships.”

Read full press release here.

Esker UK

Unlocking Positive-Sum Growth with AI-Driven Business Solutions for P2P & O2C Cycles

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There’s more to a cardboard box than meets the eye! https://blog.esker.co.uk/theres-more-to-a-cardboard-box-than-meets-the-eye/ Thu, 27 Jul 2023 10:53:51 +0000 https://blog.esker.co.uk/?p=2967 Sosennah Every, Advocacy Marketing Specialist at Esker, witnessed first-hand the paper-to-cardboard box process at Smurfit Kappa’s packaging factory in the Netherlands. The Esker team learned how Esker’s AI-powered touchless processing ensures Smurfit Kappa’s 72 hour delivery deadlines are met.

cardboard box
Dan Weston (Esker), Sosennah Every (Esker) and Sam Watts (Esker) in the ELCORR factory

This was a customer visit like no other!

Not only did we get good news about how the team are happy using Esker’s Order Management solution, but also a delicious lunch, and to top it off a tour of their state-of-the-art cardboard box factory.

Jaap Hellemons, Sales Improvement Engineer, at the Smurfit Kappa ELCORR factory in Etten-Leur, Netherlands gave us a terrific welcome. Smurfit Kappa first signed with Esker five years ago. Now four different plants use Esker’s Order Management solution and several more are interested in implementing it.

“I have so many employees asking me, when they can train to use Esker as they can’t wait to use it! Also when new customers come on board, they are eager to get them onto Esker as quickly as possible to enable touchless processing,” says Jaap.

cardboard box
Sam Watts (Esker), Dan Weston (Esker), Sosennah Every (Esker), Luuk Schrijver (Smurfit Kappa), Jaap Hellemons (Smurfit Kappa), Andrew ten Broek (Smurfit Kappa) and Stephan van Oorschot (Smurfit Kappa)

Smurfit Kappa’s ELCORR factory has very short delivery times from paper to box!

Currently two of Smurfit Kappa’s customers’ orders are completely touchless, with others in the ‘touched less’ category, meaning the order input process is down from approximately 20 key strokes down to 2, which still saves the customer service team an immense amount of time.

Luuk Schrijver, Functional Application Manager, from the Smurfit Kappa TWINCORR plant, says, “Esker has been fantastic in reducing the number of manual typing errors – we just don’t have any now. Any user can work with Esker, it is so easy to understand and the IT support is excellent.”

Andrew ten Broek, Application Manager at Smurfit Kappa Benelux, adds, “The Esker dashboard and set up is so intuitive. It takes me just 15 minutes to teach a new team member to use Esker now.”

Factory Tour

The cardboard box factory tour was completely fascinating. We started by the 3 tonne paper rolls that are made from wood harvested from Smurfit Kappa’s own sustainably farmed forests. These are sent to the corrugator to make four different thicknesses of cardboard. Once through the corrugator, three or five sheets of paper are stuck together using a starch based glue. This is a difficult process and drying needs to be at a precisely controlled temperature, otherwise the cardboard starts to buckle and become misshapen.
Then it’s onto the drying store before going to an inline, rotary or flat-pack die cutter. Precise production planning is required to minimise waste, so often customers’ orders are combined together to reduce waste. All boxes at Elcorr are custom-made and custom-sized.

Cardboard boxes are printed using water-based ink with a maximum of six colours available with printing only on the outside. Printing is available on all sides of the box once it is put together. All of the cardboard made is FSC certified. The machines cleverly make cuts and perforations as required and indentations for folding, making it easy for the end customer to put the boxes together. Any trims and off cuts go to shredders and are recycled in one of Smurfit Kappa’s global recycling plants, to be used all over again!

We were extremely privileged to have such an extensive tour of the factory with the highly knowledgeable Jaap guiding us through each process.

It was great to see how Esker’s Order Management solution was a key factor in enabling Smurfit Kappa to fulfil its orders smoothly, accurately and on time.

When we asked the Smurfit Kappa Customer Service team what 3 words they would use to describe Esker, they answered:

  • User-friendly
  • Innovative
  • Intuitive

Sosennah Every

As Advocacy Marketing Specialist for Esker UK, Sosennah is responsible for our customer programme, including the Esker All Access Community Hub, customer testimonials and partner collaborations, and customer webinars and events. She has been part of the Esker family since early 2022.

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Connecting with customers – why customer service automation is a no brainer https://blog.esker.co.uk/connecting-with-customers-why-customer-service-automation-is-a-no-brainer/ Thu, 20 Jul 2023 11:04:05 +0000 https://blog.esker.co.uk/?p=2956 Connecting with customers: Customer Service teams must master the human element while meeting the expectations of their customer base. Read on to find out how automation enables this!

Customer Service automation should not look like this…

It should look like this!…

What are the driving forces of automation?
Quite simply, they are customers’ preferences and expectations. In today’s digital age, customers do not want to wait, they expect instant help with their issues 24/7. They also expect nothing less than a personalised and specific approach, and mostly through messaging. Most cases will involve the use of bots and automated messages but what automation really enables is freeing up time of Customer Service Representatives (CSRs) to respond to enquiries a lot quicker. Today’s Customer Service teams must master the human element while meeting the expectations of their customer base.

These days, customers flat out expect more throughout their entire journey. Live chat, social media and mobile functionality are all channels that enhance Customer Experience (CX) and boost advocacy. If only you had the time and resources for it …

There are two ways to serve customers: proactively or reactively. Customers prefer the former — CSRs who can respond to email enquiries quickly and accurately, and always know why, when and where orders are being processed.

This is all fine in an ideal world but how are they supposed to do this if they simply don’t have the time and need to spend their time carrying out repetitive, tedious tasks day in, day out. AUTOMATION is the answer! Who wouldn’t want to improve quality of data, increase flexibility, increase consistency and identify process improvement opportunities faster?

Not only does automation radically reduce the amount of unfulfilling day-to-day tasks for CSRs, it opens the door for new career-pathing opportunities by necessarily redefining some positions. What’s more, customisable dashboards make it a cinch for managers to better identify top-performing CSRs by tracking metrics tied to individual performance.

Enter Esker…
Esker’s Customer Service solution suite automates routine tasks associated with managing customer requests, orders and claims so the CS team can perform more fulfilling tasks that directly impact your customers and company, while weeding out the root causes of failure in Customer Service processes such as:

Customer Enquiry Management

Acting as a digital assistant for the shared inbox, automation within the customer enquiry management process frees up your Customer Service team to address enquiries faster and improve CX by fixing issues such as:

  • Lost or deleted emails
  • Limited collaboration
  • Lack of clarity & context when addressing customer enquiries Wasted time & talent by forcing staff to search & sort through shared inbox
  • Cost impact of low productivity, higher turnover & customer dissatisfaction

Order Management

By enabling all incoming customer orders (fax, email, phone, website, portals, EDI, etc.) to be managed in a single, centralised solution, automation creates a value-added ripple effect, addressing common pains like:

  • Order processing errors & slowdowns (leading to high DSO & sluggish cashflow)
  • Lower levels of team collaboration, productivity & overall morale
  • Narrow range of analytics, reporting & audit trail capabilities
  • Excess paper, postage, transport & physical archiving expenses
  • Increase in disputes & dissatisfied customers

Customer Claims Management

Another important duty of Customer Service teams is reducing the number of customer claims — something which AI-driven automation solves by addressing common claims management bottlenecks like:

  • Inability to analyse claims by type, date or customer
  • Limited collaboration with coworkers from multiple departments on the verification, approval of dispute of claims
  • No way to automatically post claims as a credit note or to a G/L account in the ERP

Find out more here!

Upnesh Grewal

As Marketing Coordinator for Esker UK, Upnesh manages Esker UK's marketing campaigns and events for O2C solutions. She has been part of the Esker family since 2022.

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Esker Expands Its Customer Service Automation Ecosystem By Adding Salesforce Integration To Solution Suite https://blog.esker.co.uk/esker-expands-its-customer-service-automation-ecosystem-by-adding-salesforce-integration-to-solution-suite/ Fri, 09 Jun 2023 10:08:19 +0000 https://blog.esker.co.uk/?p=2877 Exciting news! Esker is expanding its Customer Service solution suite by adding a Salesforce integration!
So whenever a customer order or enquiry is processed through Esker, a Salesforce case can be created automatically. Read more here!

A critical component of success for today’s businesses is the ability to integrate and synchronise all of the various applications powering your digital initiatives.

That’s why Esker is excited to announce an addition to its already robust integration capabilities — enabling both its Customer Enquiry Management and Order Management automation solutions to natively integrate with Salesforce.

This expansion of Esker’s Customer Service automation ecosystem means that, whenever a customer order or enquiry is processed through Esker, a Salesforce case can be automatically created or synchronised using secure API authentication. This enables sales reps to gain full visibility over enquiries or orders on their customer accounts.

“Esker’s ability to act as a ‘single pane of glass’ for all customer communications related to enquiries and orders is a significant benefit for today’s B2B Customer Service teams,” says Aurélien Coq, Product Manager at Esker. “By integrating with Salesforce — and this on top of the ERP integration Esker has offered for years — our clients have access to a critical element of synchronisation to better manage their customers.”

A privately held American global food corporation is expected to be the first Esker customer utilising the new native integration with Salesforce.

To learn more about Esker’s Customer Service solution suite, its integrated communication platform, and its transformational impact on B2B Customer Service teams, visit our website.  

Esker UK

Unlocking Positive-Sum Growth with AI-Driven Business Solutions for P2P & O2C Cycles

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Aliaxis: achieving Positive-Sum Growth through Order Management automation https://blog.esker.co.uk/aliaxis-achieving-positive-sum-growth-through-order-management-automation/ Wed, 26 Apr 2023 08:56:12 +0000 https://blog.esker.co.uk/?p=2800

There’s more to business than the bottom line. That’s why Esker believes in equipping you with technology that creates positive-sum growth. What is it? Just a fancy way of saying that when your company succeeds, it never happens at the expense of any team, individual or enterprise in your business ecosystem — everyone wins!
Read this blog to learn how Aliaxis Latin America (LATAM) achieved exactly this by automating Order Management with Esker.

What is Positive-Sum Growth?

Esker believes that the growth of a company shouldn’t just be the volume of customers or the money made, it should be looked at with a holistic focus where all shareholders are considered. Let’s look at some of these stakeholders:

  • Your Employees – removing some mundane tasks and allowing for more value added tasks will boost the morale of your employees over time
  • Your Customers – increased efficiency will inevitably ensure your customers are happier which may encourage them to purchase more
  • Your Suppliers – changing suppliers will be in some instances an arduous task, so why not keep them happy in the first place. If your Customer Service Representatives (CSR) are able to do their day to day job more effectively, suppliers needs will be met
  • The Planet and Community – automation will decrease your carbon footprint and an overall busier company will create more jobs for the surrounding community

Meet Aliaxis

Aliaxis are experts in fluid management solutions, creating sustainable, innovative solutions for water and energy. With this in mind, they’re clearly a forward-thinking company. However, they do still have pain points. They were struggling with order management, dealing with around 460,000 manual orders per year. They knew in order to keep their employees motivated with more value-added tasks that they had to find a way to improve efficiency within their orders.

Specific objectives were:

  • To eliminate the time consuming and tedious tasks associated with order management
  • Reduce order entry errors, which would contribute to higher costs and lower productivity for employees
  • Deliver an improved customer experience through digital order management

Aliaxis was motivated to find a digital solution that would expedite the order management process; it was a very tedious job entering orders manually into their ERP business system.

Enter Esker – We pride ourselves on providing technology that promotes positive-sum growth

Companies worldwide have gained the following benefits with Esker’s Order Management solution:

  • Much lower order processing times, as it eliminates the time CSR’s would be using to manually enter details
  • CSRs focus on customers to provide better service and potentially increase sales; as we know that personal touch is what brings customers back
  • Human error is removed, more orders are processed per CSR to allow business growth without more staff, reducing company costs
  • 24/7 control and visibility of team KPIs through user friendly reports and dashboards.

Aliaxis are very happy with the dashboards provided in Esker’s solution. Their large order numbers means that a streamlined situation is ideal for them.

“Thanks to Esker, our customer service personnel have more time to closely monitor orders and provide timely responses to our customers.” Marcela Castillo Ugalde | Regional Business Process Owner, Aliaxis LATAM

Due to the success of the Order Management implementation at Aliaxis, they plan to roll it out to each of the 10 countries in LATAM. The confidence they have in Esker will see them look further into an EDI capability solution too.

Improving and growth may come in different forms, whether that be eliminating mundane tasks where mistakes can often be made, or achieving focus on more meaningful tasks, or to save time and efficiency; it all makes a difference. It has been a ‘win win’ situation for Aliaxis and opened their eyes to more solutions too. Positive-sum growth will permit other subs to grow including a more fulfilled workforce and a happier economic environment.

Sophie Sidhu

Sophie is an Internal Sales Consultant for Esker UK. She has been part of the Esker family since 2022.

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Augmenting Customer Service: Providing Your Team with AI Tools that Unleash Their Superpowers https://blog.esker.co.uk/augmenting-customer-service-providing-your-team-with-ai-tools-that-unleash-their-superpowers/ Thu, 09 Mar 2023 10:00:00 +0000 https://blog.esker.co.uk/?p=2705

Is your customer service department providing the excellent customer experience that your customers deserve? Is it possible for your team to provide this, or are processes still mainly manual? Read this blog to learn about augmenting customer service through the use of AI-driven automation, and the impact that automation tools can have on the CUSTOMER EXPERIENCE, TALENT RETENTION, and OPERATIONAL RESILIENCE.

Does your customer service team still perform repetitive manual tasks? Is this repetitive behaviour hindering your customer service team from providing an outstanding customer experience?
Ultimately, we all turn to the customer service team within any business organisation when we encounter problems with their goods/services. We expect them to have all the answers to our queries on hand, and if not, we get frustrated that our problems are not being solved! If you are left feeling disappointed or frustrated, would you return to this business? On the flip side, we do not stop to think about the customer service representative on the other side of the phone. Maybe it’s impossible for them to answer the query; maybe they do not have the resources or capabilities to do this!

We as customers now demand an easy order experience, fast delivery and quick resolution should an error occur along the way. In essence, “buying something” has become the “customer journey!” This requires back-office customer service to become truly customer-facing. First of all, by ensuring that the orders are fulfilled quickly and correctly, and secondly by being able to access accurate information fast when needed.

How can Artificial Intelligence (AI) help get orders right?
From the start, orders, regardless of the type or format will be identified and allocated to the appropriate queue. Order information will be accurately extracted and orders will be created in the Enterprise Resource Planning (ERP) system with a full audit trail. Subsequently, order confirmations and shipping notices will be sent directly to customers from the ERP. When customers contact the company via email the AI digital assistants automatically route emails to the right person or group who can handle that request. All round this allows an optimal customer service experience.

How can AI improve TALENT RETENTION?
Handing off repetitive, manual and error-prone processes to intelligent automation technology that encourages collaboration and communication on all levels lowers business costs, creates visibility for everyone and, subsequently, makes customers happy and keeps them coming back. Making use of AI doesn’t mean replacing the humans with robots and algorithms, but instead profiting from the best of both worlds where, humans and algorithms interact: By replacing the tasks that are dull and susceptible to mistakes with intelligent automation, the humans can focus on interacting with other humans again. Various AI technologies can assist in automating routine tasks so the Customer Service Representatives (CSR) team can focus on customer success, making for happier and more fulfilled employees.

EMAIL TRIAGE:
Natural language processing algorithms analyse incoming emails and take over the classification and routing tasks. Orders are forwarded to the appropriate software, while enquiries can be separated out and routed to CSRs for further processing.

CAPTURE ORDER INFORMATION:
AI-based software solutions can leverage multiple learning technologies such as machine and deep learning. These capture the key data on incoming orders, no matter if they are received by email, EDI or even… fax. The algorithms also improve over time by taking user corrections into account.

PRIORITISE ORDERS:
Priority orders, for example those with a tight requested delivery date, from priority customers or for products that need to be delivered with a particular urgency, can be captured automatically by utilising data recognition capabilities, then validated and moved along to the ERP quickly and correctly.

ANOMALY DETECTION:
Delivering and processing returns of incorrect orders drains time and costs. The AI will detect unusual quantities or amounts by analysing historical order data and sending questionable orders back to the CSR for verification.

How can AI improve the CUSTOMER EXPERIENCE?
Offering customers a portal where all information related to their order is viewable and enables them to get answers to questions creates an efficient and streamlined experience. CSRs can also perform actions such as creating new enquiries and tracking both internal and external conversations so that they can answer customer questions quickly and accurately. A portal setup empowers customers to manage their orders when they want, rather than having to write emails or make phone calls during business hours. They can:

  • See purchase orders, order confirmations & advanced shipping notices
  • Track the shipment status
  • Place new orders — either directly from a portal, or indirectly from their company’s procurement application that connects to it
  • View & pay invoices

All the information that CSRs need is right in front of them so they can focus on the customers, not technology. It also enables them to give input on success metrics and focus on more critical cases, creating happier customers in the long run, too.

  • Order automation rates
  • Processing time
  • SLA compliance
  • Enquiries by date/category
  • Views filtered by customer/division/region/country

CSRs can work more proactively and think analytically and creatively, leading to a better customer service experience for everyone.

How can AI improve OPERATIONAL RESILIENCE?
Having all business-relevant analytics and KPIs readily available will not only give management peace of mind by knowing what is happening but can also make the Customer Service team operate in a solution-oriented rather than problem-oriented manner. The result? You do not need to pull data together from different sources, you can go straight to problem detection and solving. It’s easy to use and helps you better understand your business and interact more effectively with your customers.
All the information that CSRs need is right in front of them such as:

  • Historical data for answering a customer enquiry
  • Pricing/availability requests
  • Open orders
  • Product questions
  • Change order, return, signal a claim

Having this information easily accessible allows the CSRs to focus on the customers, not technology. It also enables them to give input on success metrics and focus on more critical cases, creating happier customers in the long run, too.

BUSINESS SUCCESS IS BEST WHEN SHARED At Esker, we believe the only way to create real, meaningful change is through positive-sum growth. This means achieving business success that doesn’t come at the expense of any individual, department or company — everyone wins! That’s why our AI-driven technology is designed to empower every stakeholder while promoting long-term value creation.

Upnesh Grewal

As Marketing Coordinator for Esker UK, Upnesh manages Esker UK's marketing campaigns and events for O2C solutions. She has been part of the Esker family since 2022.

Read more insights from Upnesh Grewal

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Shared Inboxes Part 1: Common Pitfalls and Their Cure – Customer Enquiries Automation https://blog.esker.co.uk/shared-inboxes-part-1-common-pitfalls-and-their-cure-customer-enquiries-automation/ Wed, 02 Mar 2022 13:56:49 +0000 https://blog.esker.co.uk/?p=2255 In this two-part series, Esker’s Nick Carpenter discusses the pitfalls with shared inboxes and the benefits of Esker’s Customer Enquiries automation solution. Part 2 can be read here.

Inboxes. Sometimes it seems like you may never make it through all the emails you get. And coming back after a vacation? Well, there goes your entire day.

And that’s just your personal inbox. Now think about the black hole that is a shared inbox. Many teams rely on them to provide customer service, receive invoices and orders, respond to enquiries, etc. That got me to thinking… with our customers fielding so many different types of emails in a shared inbox, what do my coworker’s inboxes look like? So, I asked them.

Here’s a peek into some Esker inboxes:

“Just jumping this email to the top of your inbox, wanted to make sure you saw it.”
“How do I set up email on my phone?”
“Have you taken a look at this document yet?”
“What’s the status on this contract?”
“Please send me more information on _.”
“Can you please apply this to my account?”
“Has this been finished yet?”

Lots of questions, but they’re all going to a single person. Not the case for a shared inbox, which is just one reason why it complicates things.

Pitfalls of shared inboxes
Loss of context. Zero background material on the customer leaves staff scrambling to find information from prior interactions.
Team member overlap. With multiple people accessing the same email account, expecting another person to respond or double-responding is not uncommon and can lead to confusion.
Inefficiency. No insight into who has responded to what and whether something has been followed up with, complicates things, creating a time-sucking process.
Lack of transparency. Except for a short subject line, staff have absolutely no idea what emails contain and whether they’re urgent or not — urgent items can easily be overlooked.

Processes may be put in place that helps curb these problems, but they do not solve them and ultimately lead to an even more complex system. So how about making things simple with a solution that features automated email triaging?

Esker: Sorting Out Shared Inboxes
Rather than spending hours organising and responding to emails from a shared inbox each day, the right tool will bring visibility and efficiency to an otherwise chaotic system.

Enter Esker’s AI-driven Customer Enquiries automation solution. This email triage tool was built specifically to categorise documents like invoices and orders from requests and questions. Pulled directly from the shared inbox, the email’s subject line and body copy are scanned and sorted into different queues to be handled.

Users are able to access every email from the Esker platform and view key information at a glance, such as:

  • Date and time email was sent
  • Subject line
  • Whether the email has been viewed
  • Last date and time the email was opened
  • If the email has been validated and by whom
  • Sender address
  • Companies can even set a custom threshold for answering emails to ensure policies dictating communication response times are upheld.

All of this leads to:

  • Greater visibility
  • Document traceability
  • Staff accountability
  • Priority email management
  • Faster processing
  • Reporting capabilities

Nick Carpenter
Nick Carpenter is a business development manager with Esker, U.S., where he focuses on helping folks to leverage AI-powered solutions to drive greater efficiency throughout their O2C process. Starting his career at Esker as a sales demand representative, he understands the unique challenges different companies face and how to overcome them.

Esker UK

Unlocking Positive-Sum Growth with AI-Driven Business Solutions for P2P & O2C Cycles

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Overflowing Inboxes in Customer Service https://blog.esker.co.uk/overflowing-inboxes-in-customer-service/ Tue, 21 Sep 2021 12:46:06 +0000 https://blog.esker.co.uk/?p=2084

Inboxes: sometimes it seems like your entire day is spent just trying to get to the bottom. And even if you do make it, sure enough, like groundhog day, it starts all over again almost immediately.

And that’s just your personal inbox. Now consider the black hole that is a shared customer service inbox. Companies the world over rely on them to handle everything from invoices to orders, remittance to claims, and everything in between. As well as being a time-consuming manual process to manage, shared inboxes present no end of pitfalls, including:

  • Lack of context. Customer Service Representatives (CSRs) spend countless time searching for background information and prior interactions on the issue
  • Team member overlap. With multiple people responding from the same email account, duplication or missing an email is both common and confusing for all parties.
  • Inefficiency. No insight into what has already been responded to is a further drain on the department’s time.
  • Lack of transparency. With only a short subject line to go on, customer service staff can’t quickly identify which emails are urgent, meaning they’re often overlooked.

Many companies have at least one CSR dedicated to their central inbox. A job that’s manual, ineffective, and unmotivating. Whilst some have email processes in place in attempts to curb these problems, they’re not a reliable fix and can ultimately end in creating more complexity than they solve.

Using AI to sort out shared inboxes

There is a solution to this email chaos – and no, it isn’t the ‘delete’ key!

Using the latest in Artificial Intelligence (AI) technology, Esker’s Customer Enquiries solution was built specifically to categorise emails and documents such as orders, invoices, RFQs and queries. By scanning the email’s subject line and body, the solution automatically sorts requests into different queues for efficient handling, and providing key information at a glance.

With all this information easily accessible from a customisable, user-friendly dashboard, CSRs can prioritise those urgent requests, and see in real-time whether an email has already been validated or actioned by a colleague.
Templated responses can assist with a quick response to the simplest queries, such as pricing requests, whereas internal conversations can tag in a colleague where further clarity is required. All interactions are recorded directly in the system, so any follow-on queries can easily be put into context.

Having these processes in place no doubt leads to faster customer service response times, increased customer satisfaction, and ultimately better employee morale and an improved company reputation too.

Want to learn more about how the visibility and efficiency of an AI-driven email triage solution could benefit your company and your customers? Contact us to find out!

Jennifer Ball

As Marketing Co-ordinator for Esker UK, Jennifer manages Esker UK's marketing campaigns and events for S2P solutions. She has been part of the Esker family since 2019.

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