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Delivering good service is more challenging now than ever before: there are more questions being asked and fewer people available to answer them. Technology has risen to the challenge: Zoom stock has soared, Microsoft has been announcing new features in Teams, and yes, Netflix has been there to snatch us up when we step away from our desks.

Vivantio’s own account management / customer success team have been busy reaching out to customers to see how best we can help. A common theme among the responses has been, “How can we get more out of self service?” either from customers who aren’t using a Self Service Portal yet, or who are using it but not as much as they’d like to.

It made sense to us. With resources at an all-time low, we expected our customers to turn toward Self Service to help keep their service levels up. Wanting to find out more, we dove into our analytics, and the results weren’t quite what we expected.

The Results

Use of Self Service is at an all-time low among Vivantio customers.

Throughout 2019, the percentage of tickets opened via Self Service across the Vivantio SaaS platform stayed pretty constant – around 27% of tickets were opened via Self Service. Email accounted for 33-37% of tickets, with the remainder being opened manually via the Vivantio technician portal.

self service portal data chart dark mode

In March 2020, that dropped down to 23% – not a huge difference on paper, but to the customers impacted the most, that translates to over 5,000 extra phone calls, total. In one month! It looks like the trend may now be reversing – April rose about half a point on March – but it’s still early to tell.
You might have had an internal chat system in place already – Teams, Slack, something else – but it’s probably being used more than ever before. So now, you don’t even have to leave your desk to get hold of IT.
When we sat back and thought about this, we decided maybe it shouldn’t have been that surprising. We all know how easy it has historically been to walk over to your IT team and ask a question instead of logging a ticket. Your first thought might be, “Well, you can’t walk over to IT now, so they’ll have to use the ticketing system.”

Turns out, that’s not the case. You might have had an internal chat system in place already – Teams, Slack, something else – but it’s probably being used more than ever before. Now, employees don’t even have to leave your desk to get hold of IT.

So, what do you do? How do you get people back on to Self Service? Do you even want to get people back on to Self Service? Answering those questions is going to be the focus of our blog posts the next few weeks, with information on new/existing features, best practices, and tips and tricks.

In the meantime, how has this “new normal” impacted your service team’s day-to-day? Have you seen an uptick or a downturn in the use of self-service, or even other channels that weren’t at play pre-work-from-home? Drop us a line at info@vivantio.com or tweet us @Vivantio.

 

Andrew Stevens

by Andrew Stevens

Andrew joined the Vivantio development team in 2008, working from the Vivantio Head Office near Bristol in the UK. He came from a background in ecommerce web/application development with an earlier history of first and second line technical support/customer services. Now, Andrew is driving expansion of the software teams and the development of the product.