How to Schedule your Call Center Workforce

Workforce management (WFM) software lends accuracy and consistency to the scheduling process in a call center. Given the impact that scheduling has on call center performance, doing it right is necessary for call centers to save time and money. Plus, when scheduling can be handled more quickly, it frees up time for managers to focus on other responsibilities. Once configured, WFM should provide real-time data by call center or by department, that covers every aspect of the scheduling process. Start with forecasting, which helps to determine how many agents will be needed on a given shift on a given day, taking into account special days such as holidays or the first day of a new company sales promotion. Next, factor in employee availability, with data on vacation schedules, approved days off, and matching individual skills to forecasting and scheduling preferences. The goal is to have the correct number of agents in place for the expected workload on that shift – no more, no less. Too many agents on a shift means wasted resources; not enough means longer call wait times and frustrated customers. During the shift, tracking metrics keep tabs on agents that leave early, show up late, or take longer breaks than allowed. Unfortunately, once schedules are set they are not immune to revision. Last minute changes are often unavoidable, but WFM should resolve any issues before they can impact performance. If an agent can’t make it to work, WFM should identify a replacement with a comparable skill set, determine his or her availability, and expedite the change. Other issues related to scheduling, such as employee shift swaps and separate rotations for trainees, can also be coordinated through WFM. Once generated, schedules should be easily accessible to all concerned parties so there’s never any confusion. To see call center scheduling in action, please follow this link to watch a series of videos about forecasting, scheduling, staffing, exceptions handling and intra-day management.

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