It’s something every business owner dreads. That time when you have a huge surge in support requests and you have to find a way to cope. We saw an example of this during the pandemic when many service teams had to stay at home. It could also be due to natural disasters, product failures, or sudden spikes in demand.
Whatever the reason, you need to act quickly or you risk frustrating your customers. But how do you suddenly double the size of your support team overnight? An AI-powered customer service tool can prove valuable in these situations. They can help you deal with the onslaught, providing respite for your consultants and your customers.
In this post, we’ll look at how AI customer service solutions can save the day.
AI’s Role in Crisis Management
Artificial intelligence has come a long way since the early days. We use it for a range of different tasks.
Chatbots and Virtual Assistants
When people think of AI-powered customer service, this is where they usually start. These tools can:
- Offer instant responses to frequently asked questions
- Help customers troubleshoot
- Perform simple tasks like order tracking
- Handle high-volume, repetitive inquiries 24/7
- Free up your agents to deal with more complex queries
- Find answers for your team dealing with clients
Intelligent Ticket Routing
AI-powered customer service tools can categorize and route customer enquiries. It can analyze the sentiment of messages to prioritize queries that are urgent or where clients are particularly frustrated.
It also automatically escalates processes so you deal with them quickly. The system can also follow up about the outcomes.
Predictive Analytics and Demand Forecasting
Wouldn’t it be nice if you knew when you might hit a surge in orders? People don’t often think about AI for customer service in terms of predictive analytics. But it can be very useful.
AI can:
- Analyze historical data and predict potential surges
- Suggest proactive staffing adjustments to meet growing needs
- Identify online trends early on that might point to increased demand
You could, for example, have the machine go through past customer queries. It can identify when they’re highest over the years and make suggestions for increasing your team size.
AI-Assisted Agent Support
Another area that artificial intelligence comes in handy is in supporting your agents. AI customer service solutions can provide answers for your consultants after scanning through your policies, procedures, and knowledge base. This is also a great way to train the AI as your agents can confirm if the answer is a good one or not.
AI can also analyze the sentiment of a query and guide your agent on the tone they should use.
You can take things a step further and use the system to assess your consultants’ responses. It can look at ways to improve efficiency and identify training needs.
Automated Self-Service Options
AI elevates your self-service by:
- Powering interactive FAQs.
- Giving personalized self-service recommendations based on behavior.
- Using Interactive Voice Response systems to automate call routing.
Balancing AI and Human Support in Crisis Situations
During the pandemic, companies scrambled to implement chatbots and other AI-powered customer service. There was a clapback from customers who wanted the personal touch. This shows how important it is to offer a mix of computer and human support.
Chatbots simply don’t have the same empathy that people do. They can emulate sympathy and use the right words, but they can’t understand what the clients might be feeling. This is why they’re best to deal with simpler queries.
Your human consultants can handle the more complex issues where you need emotional intelligence. It’s also important to give your customers the option of dealing with people. Not everyone wants to deal with a bot.
How to Implement AI for Customer Service in Crisis Management
So, how do you get the best benefit? The key to successful crisis management is to make sure that you plan well. The time to look into AI solutions is long before trouble strikes. That way, you have the system up and running when something goes wrong.
You’ve got to understand that there are few off-the-shelf solutions here. Say, for example, you want to start using a chatbot. You can get a generic product, but you’ll need to refine it before you let it loose.
That means training it using your knowledge base and policies at the very least. It’s also helpful to let the bot train on past customer interactions. This ensures that it can answer questions professionally and accurately.
You’ll also need to work out how much you want AI to be able to do. Do you want:
- A stand-alone chatbot?
- A system that provides answers for your consultants?
- Business intelligence in the forms of reports?
With each of these, you need to adjust the training slightly. So, it’s important to decide what you’re looking for upfront. Some companies are loath to let a chatbot loose without knowing what it can do. They might have it support their consultants instead.
For exampl, the bot might provide two solutions to a query and the agent chooses the better option. This not only provides useful support, but it reinforces correct answers. This helps improve the bot over time. As companies become more comfortable, they can let AI handle more tasks.
Conclusion
AI for custmer service has several benefits for companies dealing with crises. It can support your clients and your team, improving service. It’s ideal in that it’s a very easy option to scale. A bot can deal with many clients at the same time.
While this is impressive, we’ve got to remember that there are limits to AI’s abilities. That’s why you need to adopt a balanced approach. While it’s tempting to leave everything until the last minute, it’s best to plan ahead for problems.
You can integrate AI into your crisis management plans and start to implement these solutions before disaster strikes. That way, you’ll be ready for any eventuality and your customers won’t suffer if you hit a snag.
