Customer service automation

Imagine a bustling café where the baristas know every customer’s favorite drink and name. Behind the counter, a whirring machine swiftly brews coffee, leaving the baristas free to chat and customize orders.  

This is automation in action, seamlessly enhancing customer service. By automating repetitive tasks, like brewing coffee or processing payments, businesses can focus on creating memorable experiences for their patrons. 

In this blog, we’ll explore the power of customer service automation and discuss the functions that can be automated.  

Let’s get started. 

What is Customer Service Automation? 

Customer service automation refers to using technology to handle interactions with customers. It can include answering common questions, processing orders, providing information, or resolving simple issues.  

Automation helps businesses manage customer inquiries more efficiently and quickly, freeing up human agents to focus on more complex or personalized interactions. 

5 Obvious Benefits of Automating Customer Service  

Benefits of Customer service automation

Customer service automation offers benefits such as improved response time, cost savings, consistency, scalability, and valuable data insights, all of which contribute to enhancing customer satisfaction and loyalty. 

  1. Automation allows businesses to respond to customer inquiries instantly, leading to higher satisfaction levels. 
  1. By automating routine tasks such as answering common questions or processing orders, businesses can reduce the need for hiring and training staff. This results in significant cost savings in the long run. 
  1. Automated systems ensure that every customer receives the same level of service, regardless of the time of day or the agent handling the query.  
  1. As businesses grow, automation can easily scale to handle increasing customer volumes without compromising service quality.  
  1. Since every interaction and supporting customer service metrics are recorded in the system, companies can gain insights into customer behavior, preferences, and pain points. This enables them to tailor their services and improve the overall customer experience. 

Examples of Customer Service Functions That Can be Easily Automated

Chatbots can be a powerful tool for customer service teams to automate service and ticket handling. 

It can greet customers, understand their issues through conversation, and direct them to relevant FAQs, knowledge base articles, or automated solutions. 

Chatbots can collect customer information and specific details about their issue, then automatically generate a service ticket. 

To give you an example, Sephora utilizes chatbots to answer basic beauty product inquiries, recommend products based on customer preferences, and even schedule appointments for in-store makeovers. 


2. Self-service portals for empowered customers 

Self-service portals empower customers by giving them a central hub to manage their needs independently. 

The portal can house a comprehensive knowledge base with articles, tutorials, and FAQs. Customers can find answers to common questions without contacting support, reducing call volume for agents. 

Customers can access account details, update preferences, track orders, and even download invoices through the portal. They can also raise support ticket from the portal. 

A leader in self-service portals is IKEA. Their online portal offers assembly instructions, product manuals, and a vast knowledge base. Customers can also design their dream kitchens virtually and check product availability before heading to the store. 

ikea Self-Service Portals

3. Automated email responses for efficient communication 

With email autoresponders, customers receive an instant response upon contacting support, even outside business hours. This sets expectations and lets them know their inquiry is received. 

Almost all ecommerce companies have email autoresponders in place, which promises a timeline in which a support person will contact them to hear out their concerns. 

4. Social listening and automated responses for customer service 

Customer service teams can use social listening tools to monitor online conversations about their brand on social media platforms. 

It helps them understand: 

  • Customer sentiments 
  • Emerging issues 

Based on sentiment analysis, teams can set up automated responses for mentions and comments. It can cover everything from welcome messages, simple Q&A, to acknowledging the concern, apologizing for the inconvenience, and offering ways to connect with a human agent. 

Starbucks excels at using social listening and automated responses. They monitor social media for customer mentions and respond promptly to both positive and negative feedback. 


Will Automation Replace Humans From Customer Service Roles? 

Certainly not. 

Here’s why. 

Sarah, a frustrated customer, just wants a replacement for her faulty headphones. She reaches out to the company’s “customer service bot,” but after a series of confusing prompts, it fails to understand her request. This is a common challenge with automation – inability to handle complex issues or nuances in human language. 

Another hurdle is the lack of a human touch. While automation excels at efficiency, it can’t replicate empathy or build rapport. Sarah, longing for a real person to connect with, feels increasingly impersonal as the automated system fails to resolve her issue. 

While automation excels at repetitive tasks, it shouldn’t replace human interaction entirely. The key is finding the right balance – leveraging automation for speed and efficiency, while ensuring a human safety net exists for complex situations or when a customer simply needs a listening ear. 

LeadSquared’s Service CRM: Automation with a Human-touch 

Stuck managing customer service in a jumble of emails and channels?  

LeadSquared’s Service CRM keeps things human. Automate repetitive tasks with chatbots, manage all inquiries (phone, email, social) in one place, and connect sales & support for a smooth customer journey.   

Your team collaborates seamlessly, freeing them to deliver personalized service that keeps customers happy.  

Customer-notifications-customer-service automation

Contact us to know more. 

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