How to Reduce Call Center Cost Per Call and Average Cost Per Contact?

Managing operational costs while delivering exceptional customer service is more critical than ever. For call centers, this balance is measured through key performance indicators like the cost per call and the average cost per contact.

These metrics provide valuable insights into the efficiency and profitability of a call center, helping managers make informed decisions about staffing, technology, and process improvements.

What is the Call Center Cost Per Call?

Call center cost per call is a vital metric that calculates the average cost associated with handling a single call. This cost includes all expenses involved in operating the call center, such as labor, technology, and overhead, divided by the total number of calls handled during a specific period. Understanding this metric is crucial because it directly impacts the profitability and efficiency of the call center.

By analyzing the cost per call, managers can identify areas where costs can be reduced, processes optimized, and resources better allocated to improve overall performance.

The cost-per-call metric is particularly important for both inbound and outbound call centers. In inbound call centers, it helps managers understand the cost of handling customer inquiries, complaints, and support requests.

In outbound call centers, the cost per call is essential for assessing the efficiency of sales campaigns, telemarketing efforts, and customer outreach programs. Regardless of the type of call center, knowing the cost per call is a fundamental aspect of effective financial management.

What is the Average Cost Per Contact in a Call Center?

The average cost per contact is another crucial metric that goes hand-in-hand with the cost per call. While the cost per call focuses solely on the expenses related to handling phone calls, the average cost per contact considers all forms of customer interactions, including emails, chats, and social media engagements.

This metric provides a more comprehensive view of the call center’s overall cost structure, allowing managers to evaluate the efficiency of different communication channels.

Calculating the average cost per contact involves dividing the total operational costs of the call center by the total number of customer interactions across all channels. For example, if a call center handles 10,000 phone calls, 5,000 emails, and 2,000 chat sessions in a month, the average cost per contact would be calculated by dividing the total costs by 17,000 interactions.

This metric is particularly valuable for call centers that offer multi-channel support, as it helps managers understand the cost implications of each channel and make data-driven decisions about resource allocation.

Factors Influencing Call Center Cost Per Call and Average Cost Per Contact

Several factors contribute to the cost per call and the average cost per contact in a call center. Understanding these factors is essential for managing and reducing costs effectively.

• Labor Costs: Labor is typically the most significant expense in a call center. This includes salaries, wages, benefits, and training costs for agents and supervisors. The efficiency and productivity of the workforce directly impact the cost per call and the average cost per contact. For example, if agents are well-trained and can resolve customer issues quickly, the cost per interaction will be lower.
• Technology Costs: The technology used in the call center, including software, hardware, and communication systems, plays a crucial role in determining costs. Investing in advanced technology can streamline operations, reduce call handling times, and improve agent performance, leading to lower costs per call and contact. However, it’s important to balance technology investments with the potential cost savings to ensure a positive return on investment.
• Operational Costs: These include all other expenses related to running the call center, such as rent, utilities, administrative costs, and supplies. Effective management of operational costs is essential for keeping the cost per call and the average cost per contact under control. For example, optimizing office space, reducing energy consumption, and streamlining administrative processes can lead to significant cost savings.
• Call Volume and Average Handling Time (AHT): The number of calls or interactions handled and the average time spent on each interaction are critical metrics. Higher call volumes generally lead to lower costs per call and contact, as fixed costs are spread across more interactions. However, it’s essential to maintain service quality while managing call volume. Similarly, reducing Average Handling Time (AHT) without compromising service quality can lead to significant cost savings.
• Multi-Channel Support: For call centers offering support through multiple channels, such as phone, email, chat, and social media, the costs associated with each channel can vary significantly. Understanding the cost structure of each channel is essential for optimizing the average cost per contact. For example, chat support may be more cost-effective than phone support, but it’s important to ensure that customers receive the same level of service quality across all channels.

How to Calculate Call Center Cost Per Call and Average Cost Per Contact?

Calculating the cost per call and the average cost per contact is straightforward, but it requires accurate data on operational costs and call center activities.

Step-by-Step Calculation for Cost Per Call:

1. Total Operating Costs: Start by calculating all the expenses associated with running the call center, including labor, technology, and operational costs.
2. Total Number of Calls: Determine the total number of calls handled during a specific period, such as a month or a quarter.
3. Divide Costs by Calls: Divide the total operating costs by the total number of calls to get the cost per call.

For example, if a call center has operating costs of $150,000 and handles 75,000 calls in a month, the cost per call would be $2.

Step-by-Step Calculation for Average Cost Per Contact:

1. Total Operating Costs: As with the cost per call, start by calculating all the expenses associated with running the call center.
2. Total Number of Interactions: Determine the total number of customer interactions across all channels, including phone calls, emails, chats, and social media interactions.
3. Divide Costs by Interactions: Divide the total operating costs by the total number of interactions to get the average cost per contact.

For example, if a call center handles 10,000 phone calls, 5,000 emails, and 2,000 chat sessions with total operating costs of $200,000, the average cost per contact would be $7.14.

Why Tracking Cost Per Call and Average Cost Per Contact is Essential?

Monitoring the cost per call and the average cost per contact is essential for several reasons:

• Operational Efficiency: These metrics provide valuable insights into the efficiency of call center operations. By analyzing the cost per call and the average cost per contact, managers can identify inefficiencies, optimize processes, and reduce costs without compromising service quality.
• Budgeting and Forecasting: Accurate cost-per-call and average cost-per-contact calculations are crucial for budgeting and financial forecasting. These metrics help managers set realistic financial goals, allocate resources effectively, and track progress over time.
• Balancing Cost and Quality: While reducing costs is important, it’s equally vital to maintain high-quality customer service. Monitoring these metrics ensures that cost-cutting measures do not negatively impact the customer experience, helping call centers strike the right balance between cost efficiency and service quality.
• Multi-Channel Strategy: For call centers offering multi-channel support, tracking the average cost per contact is essential for understanding the cost implications of each channel. This information allows managers to make data-driven decisions about which channels to prioritize and how to allocate resources effectively.

Strategies to Reduce Call Center Cost Per Call and Average Cost Per Contact

Reducing the cost per call and the average cost per contact requires a strategic approach that focuses on improving efficiency while maintaining or enhancing service quality.

• Optimizing Workforce Management: Effective workforce management is critical for reducing labor costs, which are typically the largest expense in a call center. This can be achieved through better scheduling, staffing, and training. For example, implementing predictive scheduling tools can help managers forecast call volumes more accurately and ensure that the right number of agents are available at the right times. Additionally, investing in continuous training and development programs can improve agent productivity, reduce Average Handling Time (AHT), and lower costs.
• Leveraging Technology: Technology plays a crucial role in reducing costs in a call center. Implementing AI and automation tools can streamline processes, reduce call handling times, and improve the efficiency of customer interactions. For example, AI-powered chatbots can handle routine customer inquiries, freeing up agents to focus on more complex issues. Additionally, integrating CRM systems and data analytics tools can provide agents with real-time information, helping them resolve issues more quickly and accurately, leading to lower costs.
• Improving Operational Efficiency: Operational efficiency is key to reducing both the cost per call and the average cost per contact. This can be achieved by optimizing workflows, reducing unnecessary steps in the customer service process, and continuously monitoring performance to identify and address inefficiencies. For example, simplifying the call routing process and reducing the number of transfers can help reduce call handling times and costs.
• Multi-Channel Optimization: For call centers offering multi-channel support, optimizing each channel is essential for reducing the average cost per contact. This can be achieved by implementing best practices for each channel, such as standardizing responses for email and chat support, using automation to handle routine inquiries, and ensuring that agents are trained to provide consistent service quality across all channels.
• Outsourcing: Outsourcing certain aspects of call center operations can be a cost-effective strategy, particularly for non-core functions. However, it’s important to carefully evaluate the potential cost savings and ensure that the outsourcing partner can deliver high-quality service at a lower cost. For example, outsourcing routine customer inquiries to an offshore call center can reduce labor costs, but it’s essential to ensure that the outsourced team is well-trained and equipped to handle customer interactions effectively.

Challenges in Managing Call Center Cost Per Call and Average Cost Per Contact

Managing the cost per call and the average cost per contact comes with its own set of challenges. These challenges must be addressed to achieve sustainable cost management while maintaining high service quality.

• Balancing Cost and Quality: One of the biggest challenges is reducing costs without sacrificing service quality. Lowering costs too much can lead to understaffing, increased call handling times, and a decline in customer satisfaction. It’s essential to find the right balance between cost efficiency and service quality to ensure long-term success.
• Integrating New Technologies: While technology can help reduce costs, integrating new systems can be complex and costly in the short term. The challenge lies in finding the right balance between upfront investment and long-term savings. Additionally, it’s important to ensure that new technologies are effectively integrated into existing workflows and that agents are adequately trained to use them.
• Managing Multi-Channel Support: For call centers offering multi-channel support, managing the average cost per contact can be challenging due to the varying costs associated with different channels. It’s essential to understand the cost implications of each channel and ensure that resources are allocated effectively. Additionally, maintaining consistent service quality across all channels can be challenging, particularly when using different technologies and processes for each channel.
• Continuous Monitoring and Improvement: Effective cost management requires continuous monitoring and improvement. This can be challenging due to the dynamic nature of call center operations and the constantly evolving customer expectations. It’s essential to regularly review performance metrics, identify areas for improvement, and adjust strategies as needed to achieve sustainable cost management.

To overcome these challenges, call centers must adopt a proactive approach to cost management. This includes continuously monitoring key performance metrics, investing in technology and training, and being willing to adjust strategies as needed to achieve long-term success.

Future Trends in Call Center Cost Management

As technology continues to evolve, the way call centers manage costs is also changing. Understanding these future trends is essential for staying ahead of the competition and achieving sustainable cost management.

• The Role of AI and Automation: AI and automation are expected to play an increasingly significant role in reducing the cost per call and the average cost per contact in the future. From automating routine tasks to providing agents with real-time support, these technologies can help call centers operate more efficiently and at a lower cost. Additionally, AI-powered analytics tools can provide valuable insights into customer behavior and preferences, allowing call centers to personalize interactions and improve service quality.
• Evolving Customer Expectations: As customers become more accustomed to fast, personalized service, call centers will need to adapt their strategies to meet these expectations while managing costs. This may involve investing in new technologies, adopting more flexible staffing models, and continuously monitoring customer feedback to ensure that service quality remains high.
• Sustainable Cost Management Practices: In the future, call centers will need to focus on sustainable cost management practices that balance efficiency with long-term growth. This includes investing in continuous training and development for agents, adopting environmentally friendly practices that reduce operational costs, and implementing long-term strategies for improving efficiency and reducing costs.
• Integration of Multi-Channel Support: As more call centers offer multi-channel support, the integration of these channels will become increasingly important for managing costs. This may involve implementing unified communication platforms that allow agents to handle multiple channels from a single interface, streamlining processes, and ensuring that all customer interactions are tracked and analyzed to provide a comprehensive view of customer behavior.

Conclusion

Understanding and managing the call center cost per call and the average cost per contact is essential for any call center aiming to operate efficiently and profitably.

By closely monitoring these key performance indicators, call centers can identify areas for improvement, implement cost-saving strategies, and ensure they deliver high-quality service at an optimal cost.

As technology and customer expectations evolve, staying ahead of these trends will be crucial for maintaining a competitive edge in the industry. While reducing costs is important, it should never come at the expense of service quality.

By adopting a strategic approach to cost management, call centers can achieve the best of both worlds—lower costs and satisfied customers.

Regularly reviewing and adjusting strategies, investing in the right technology, and focusing on continuous improvement will be key to achieving long-term success.