Striking a Balance: Ensuring Efficiency and Accuracy in AI Implementation

Ai Implementation

Businesses and contact centres are increasingly looking to AI technology to improve both customer experiences and operational efficiency. However, effective AI implementation is about striking a balance between the need for efficiency and the requirement to ensure data accuracy. Getting that balance right is the tricky part.

This article explores some of the challenges businesses face in this ongoing battle, especially for things like automated call summaries and agent support bots. We examine best practices for striking this delicate balance, along with tips and strategies for ensuring AI adoption is successful without sacrificing data integrity.


The efficiency vs data accuracy dilemma

One of the greatest challenges everyone faces when implementing AI in business is that of accuracy. In a bid to improve efficiency with AI’s help, there is always the risk that the information it provides is not entirely accurate or correct. One prime example is when you use AI to perform any sort of research. While platforms like ChatGPT respond to a prompt in rapid time and churn out information at lightning speed, you need to be sure that the results are accurate.

Research is often a very time-consuming process when done manually, sifting through countless documents or reading information on numerous websites. AI definitely shortcuts this arduous process by a long way, but to maintain that important balance between efficiency and data accuracy, fact checking AI’s output is imperative.

Research is just one area of business where you need to strike a balance between the implementation of AI technologies for efficiency and time saving, and the continued need for human input in the equation. It’s a fast-paced business world nowadays and consumers expect a quality customer experience with rapid results. As more and more companies adopt AI to assist with day-to-day practices, the challenge is on to keep up. However, you need to be smart about it. AI often removes human error, but AI is not perfect either. It can make mistakes.

The real balance is to use AI effectively to shave off loads of time, but still commit some time to fact checking its output.


The importance of data accuracy in automated call summaries


Automated Call summaries


Whether you operate a contact centre or your business fields regular customer calls, automated call summaries can be a real asset. In the past, a call centre agent or anyone receiving a call would have to scribble handwritten notes during the call or furiously clatter away on a computer keyboard while still paying attention to the caller. The challenge was efficiency and accuracy in note taking, while at the same time maintaining the conversational flow whilst talking with the caller. .

Today, there are numerous AI-powered call summary tools available that take care of note taking automatically. The AI bot transcribes your conversation, processes pain points, and delivers a comprehensive call summary once the call ends. Automated call summation tools provide an accurate account of the call. This saves time for agents, as they no longer need to write up a summary and all the important points of the call are there to pass on to other agents. This means if a customer calls back, they won’t have to repeat everything they said to the first agent.

Although these tools are innovative and make light work of call summation, agents should still read through the summary to ensure that the AI tool recorded everything with accuracy. Without due diligence in this area, any erroneous information could complicate future interaction with that customer and fail to deliver that all-important positive customer experience.


How efficiency impacts agent support bots

In any form of contact centre or customer support role, customer service staff are often inundated with calls, whether those calls are simple queries, complaints, problems, or people seeking detailed information about a product or service. This often results in long call wait times and the potential for a poor customer experience.


Support bots


Assistant or support bots are an AI tool designed to help ease the burden on human customer support staff by providing self-service functionality. For example, a simple AI chatbot can answer common questions, leaving agents and customer service staff with extra time to handle more complex calls.

A basic customer-facing chatbot generally sticks to a script when responding to customer enquiries, whereas smarter support bots, powered by generative AI, are more intuitive in their responses. These bots have more natural conversations with customers and can even learn from them.

The potential downside to AI assist-bots that don’t read from a script is whether they are providing the customer with accurate responses. While these bots enhance efficiency, it’s important to check their responses and to train them to produce accurate results.


Strategies for balancing efficiency and data accuracy

To balance efficiency with data accuracy, it’s important to spend some time determining what you need AI to be able to handle. Once you understand this, then you’ll need to research available AI tools and decide which tools are best suited to your requirements. Once you’ve narrowed down your choices, ask for demonstrations of the tools.

While artificial intelligence can lighten the workload and speed up processes for a better customer experience, AI should never be entirely left to its own devices. People still need to oversee and analyse everything AI does, ensuring that data, responses and call summaries are accurate.

Furthermore, everyone involved in the business or contact centre will need training regarding the implementation and use of AI tools. A lack of staff training, or inadequate training, may result in data inaccuracy due to a lack of knowledge about how AI tools work and how best to use them.

To ensure a smooth AI tools integration process, establishing clear objectives and metrics are essential. Define what you need AI to accomplish so everyone comprehends its functionality and benefits.


Discover more about AI tools

At Premier Contact Point, we provide businesses, contact centres and customer support staff with cutting edge multi-channel communications technology, including AI tools, to assist in increasing efficiency with data accuracy. Schedule a demonstration today and see for yourself, or contact us for more information – 1300 85 11 11.

How Local Governments Are Moving to the Cloud

moving to the cloud

As local governments around Australia are feeling the pressure to remain current and up-to-date with the latest technology, there is a push to transition from legacy systems to cloud-based solutions. There can be challenges along the way, but all can be overcome. Here’s how.

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Enhancing Citizen Engagement in Local Government

citizen engagement in local government

New innovations enhance many aspects of our lives, and this includes improving citizen engagement in local government. Innovative technology has become a crucial enabler for delivering more efficient and user-friendly services in all government departments, but especially in local government. More traditional methods of governance are disappearing, with e-governance solutions taking their place.

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Transforming Local Councils with Digital Innovation When Budgets are Tight

Transforming Local Councils with Digital Innovation

In a world that is becoming more and more focused on digital solutions, there has been a push for transforming Australian councils with digital innovation. Unfortunately, government departments, particularly local Government (LGs), are often way off the pace compared to the private sector when it comes to adopting and implementing modern technologies. One of the main reasons for this is budget constraints and staffing.

Members of the community expect to be able to communicate with their council online,  rather than having to visit the council customer service centre whenever they have a query, or an issue with a service. Therefore councils need to adopt modern technology that meet community expectations, and do so within a constrained budget and with their existing staff.

This article discusses the challenges faced by Local Governments in delivering enhanced services to their communities, and how many councils have been able to implement outstanding digital customer service, and within budget.

Bridging the technology gap

Communication and service delivery by councils is greatly enhanced with the adoption of the latest digital technologies available. However, lack of funding and skilled staff has impeded the uptake of new technology, creating a technological gap. It’s an even greater struggle for many regional councils, with extremely limited budgets.

According to a survey conducted by KPMG, only 3% of Australian LGs progressed to the actual digital transformation stage. The survey concluded that along with a lack of funding and resources, there is also an insufficient benchmarking process, no clear directions from management, limited knowledge of technology adoption, resistance to change, and the absence of a clear strategy to deliver a seamless digital transformation.

It’s vital to bridge the technology gap in councils. If additional funding isn’t readily available, seeking cost-effective digital solutions is the logical option for getting things up-to-date. To avoid resistance to ways of working, mindsets also need to change. Councils need to recognise and meet the expectations of the community, and develop strategies to achieve this outcome.

Strategic road map for innovation

A clear road map for digital transformation is essential for success in adopting modern technology into LGs. This includes an in depth assessment of team and customer needs, technology options, budgets and solution providers.

It’s necessary to plan for the actual transition process as well. For example, if part of the strategy is to replace a traditional corporate phone system with a cloud based version with contact  centre functionality, you’ll need to have a strategy to minimise disruptions for both workers and community members while the transition takes place.

A good strategy is for a task force comprised of management and team representatives to map out a plan for replacing legacy systems with modern, digitised systems that deliver on all the process and budgetary requirements. Liaising with relevant IT specialists will also assist with gaining valuable knowledge on technology capabilities now and in the future, and to understand the options for implementation, training, upgrades, and support – which can differ dramatically between solution providers.

How AI is revolutionising Local Government

With the application of generative AI rapidly rising in many sectors, this technology is also revolutionising Local Government. The outcome is cost reduction, increased efficiency and more humanised digital journeys that feel personable and interactive.

Digital agents and automation

With chatbots rapidly transforming into digital call centre agents, customers expect businesses to use their personal data to offer warm and personalised experiences. With 70% of CX leaders planning to implement generative AI into their touch points over the next few years, it’s vital for chatbots to meet customer expectations and offer a more humanised approach. This includes adopting a tone that aligns with the company’s brand.

In the next two years, CX leaders anticipate that digital agents will be responsible for 57% of chat-based customer support and 53% of email communications with customers. 70% also believe that digital agents are fast becoming highly skilled in personalising customer journeys. With customers now embracing generative AI technology in customer service, BPOs and contact centres of local governments  are able to automate many of their services with confidence. Some of the practical applications of digital agents in local government include:

  • Personalised services for citizens: Intelligent AI chatbots offer a personalised service, can direct visitors to the right department and answer standard questions.
  • Instant licenses and permits: Forget about paperwork nightmares. AI chatbots have the ability to handle everything, saving frustration and valuable time for everyone.

Leveraging big data for real-time analysis and decisions

With 62% of CX leaders feeling they’re behind in offering instant solutions to their customers, there is a lot of pressure on businesses to be able to instantly modify user experiences. Leveraging big data in real-time provides the solution.

Generative AI can analyse mountains of big data in rapid time, delivering just the right information or solution in a matter of seconds. Call centre agents can use predictive agent management tools, powered by AI, to provide these expected real-time results. With this in mind, 79% of CX leaders plan to increase their budgets for agent management tools, while 70% of organisations are actively investing in technology to analyse big data instantly.

Local governments can also use AI and big data to help improve their communities through:

  • Intelligent decisions based on data: There’s no need for guesswork when AI can analyse and summarise vast amounts of data in rapid time. This helps management to make informed decisions, and a lot faster.
  • Predictive maintenance: AI technology helps avoid unexpected equipment failures by analysing data and anticipate problems before they occur. This helps to minimise downtime.
  • Smarter traffic management: AI is capable of real-time data analysis, leading to dynamic signal adjustments and free-flowing traffic.

An essential tool for local councils

In the report – Changing Landscapes: Digital Transformation – What do local councils need in the digital age? compiled in collaboration with the Institute for Public Policy and Governance at the University of Technology Sydney; more than 80% of respondents stated that they wanted  the implementation of digital and software solutions to be undertaken by third party providers. The report also states that 87% of respondents would find a web-based service extremely useful. Another point of note is what respondents feel are the most important qualities of IT vendors, as the following graph illustrates.

Vendor Qualities

At Premier Contact Point, our team has extensive experience in helping councils throughout Australia to transition from legacy systems into the digital age and deliver extraordinary customer service to their community.

Our web-based solution is a more cost-effective system than traditional on-premise systems; ideal for local councils constrained by budgets. Being omnichannel, members of the community can contact you by their preferred method, including phone calls, chat, SMS, email, Facebook Messenger and WhatsApp. Other key points include:

  • Better service options including easy-to-use self-service workflows.
  • Reduced operating costs – your team members only need a computer, internet access and headphones.
  • Adaptable and scalable technology to make it easy to cope with peaks and troughs.

Most importantly, we are approved suppliers of contact centre technologies for Australian LGs.

Example outcomes of digital transformation

Premier Contact Point was asked by Tweed Shire Council to upgrade their outdated system. Council was thrilled with the outcome as Contact Point  now allows them to deliver exceptional customer service and community support. To further illustrate just what digital transformation means for all councils, here are some of the key outcomes of the project:

  • Customer satisfaction scores improved for contact centre staff.
  • A reduction in call queue wait times.
  • Calls were immediately directed to the right staff member.
  • The auto answer feature enabled agents to quickly answer calls and reduce the frequency of abandoned calls in the queue.
  • Customer engagement increased.
  • A reduction in contact centre costs and complexity.

Start the process for digital transformation

Contact us today for details of the many council digital transformations we’ve been involved in.  You may be surprised at the results they’ve been able to achieve.

Effective Customer Retention Strategies in the Digital Age

customer retention strategies

Is your business spending time, money and resources continually chasing new customers? How much emphasis is being placed on customer retention strategies to cultivate a loyal customer base? This article will highlight why customer retention is so important, along with practical and actionable strategies you can implement to enhance customer loyalty and the overall customer experience (CX).

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3 Key Solutions to Call Centre Improvement for Better CX

call centre improvements

The latest report from the Australian Customer Experience Professionals Association (ACXPA) is out. Each month, mystery shoppers representing ACXPA make calls to a variety of call centres in Australia. During September, mystery shoppers contacted 35 contact centres representing 5 industry sectors. The compiled data and results enable contact centres to enact call centre improvements.

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