1. Use repetitive calls as an advantage for wrap time:
Repetitive calls can be advantageous for work time. Consider making a process document of common best practice call text paragraphs. These call text paragraphs can further be classified into the types of calls your agents receive. This categorized process document can then be sent to them electronically so that they can have it open on their desktop and paste across without re-writing standard advice/actions every time. Some of this text may also be useful to paste into emails which would further save their time.
2. Make the most out of “hold time”:
There are many instances when calls may have to be put on hold to verify some facts or to route it to another agent or to look up for a solution. This hold time can actually be leveraged to increase the efficiency. Therefore, if you train your agents properly, they may be able to utilize this time to make some entries into the call log in order to reduce the ACW load.
3. Consider getting feedback:
This strategy can be highly helpful in reducing the after call work time. For this, you need to find out how useful the call text is to the people that depend upon it (other departments, levels of escalation, field operatives, etc.). You also need to know if the details that are being entered are correct or not. In case something is essential or not needed let your team know.
Lastly, review the statistics and quality of call text from a cross section of team members. Identify the good ones that could be shared as best practice. Also, make sure to identify people that continually take longer in wrap or produce poor results so as to coach them and improve their efficacy.