Artificial Intelligence (AI) chatbots and generative AI models such as ChatGPT are gaining traction in customer service due to their convenience and speed. However, Human support remains important for providing an authentic and empathetic customer experience, which is needed for fostering customer loyalty and building long-term relationship. Companies should strike a balance by leveraging chatbots and LLMs for routine inquiries and ensuring a smooth transition to human agents for complex issues.
Supporting human agents with training, tools, and customer data, prioritizing the overall customer experience, and using technology to enhance human interactions can help deliver excellent customer service and build long-term customer relationships.
This article delves into the role of human touch in customer service and how businesses can effectively combine AI and human support.
The fundamental need of human interaction in customer service
Customer service is an important part of any business, and it is important that it is done correctly. Human contact is a major component of successful customer service, as it allows customers to feel heard, understood and to build relationships.
Humans need humans to help solve problems, interacting with others helps us exchange ideas, gain new perspectives and find solutions that we may not have been able to find on our own.
As more companies turn to chatbots when providing that initial customer service experience, and even when consumers are starting to get more accustomed to this type of interaction, there is still a frustrating gap and a sense of disappointment among customers when they are not able to reach a human agent when they need it the most. According to CGS, 44% of customers want companies to be more open about easy ways to get in touch with a human.
The transfer from a chatbot to a human live chat agent is a critical step in ensuring a positive customer experience, one that allows customers more likely to remain loyal to a brand and recommend it to others.
By effectively leveraging both technology such as with AI-powered chatbots, and access to human support, companies can deliver exceptional customer service, build long-term relationships and increase numbers of satisfied customers.
Chatbot to human support: Strategies for ensuring a seamless transition
The use of chatbots in customer service is becoming more the norm as companies seek to improve response times and provide 24/7 support. And as businesses deploy more artificial intelligence (AI) in their business operations, there are certain situations where a chatbot simply can't meet the customer's needs, and a human live chat agent is required to step in.
Here are some ways to ensuring that a seamless transition from a chatbot to a human agent is done smoothly and efficiently:
Set clear expectations
When customers engage with a chatbot, it is important to set clear expectations about how the chatbot is able to help. For example, provide a clear menu of options of what the chatbot is capable of, and always include an evident and transparent way to access a human agent. That is with a prominent button or a prompt instruction within the chat window that clearly states how to request for human intervention at any time.
Provide a seamless transition
Once it is determined that a customer needs to speak with a human agent, the transfer should be straightforward and uninterrupted. Ideally, the customer should not have to repeat any information or wait an extended period to be connected to a representative. In cases where help is not available, always be sure to provide a way to keep the conversation going, via leaving a message, requesting a call back, providing email or text support.
Prepare agents with relevant information
When a customer is transferred from a chatbot to a human agent, the agent should have access to the customer's chat history, including any information that was previously collected. Using a customer engagement platform or integrating live chat with a CRM system can help unify customer data and have greater insights into customers' journeys. This information can assist agents to quickly understand the customers' issues and provide a more personalized solution.
Train agents to provide empathetic support and to develop soft skills
Supporting your customer service team with the right tools and training is essential for delivering personalized and empathetic interactions that convey care and concern for the customer's needs. This can help build a personal connection and establish trust, which is essential for delivering greater customer service. Agents should also be coached to enhance interpersonal skills such as listening, communication, patience, think critically and be able to adapt and handle unexpected situations or changes in customers attitudes.
Monitor and optimize the process
Companies should monitor and optimize the chatbot-to-agent transfer process regularly to ensure that it is working smoothly and delivering effective customer service. This can include analyzing metrics such as wait times, transfer rates, conversation transcripts and customer satisfaction scores to identify areas for improvement on bad experiences.
Benefits and Limitations of AI in Customer Service
When it comes to customer service, there is no denying that an AI chatbot has its benefits. Many customer issues can now be solved without the need for human intervention. For example:
- Self-service: There are many tools such as knowledge base portals, online discussion forums or FAQ's, that when integrated to a chatbot, offer customers with the resources they need to help-serve themselves.
- 24/7 availability: Chatbots can operate around the clock, providing customers with support at all times, reducing churn rates and helping businesses retain loyal customers.
- Cost-effectiveness and scalability: Chatbots can handle a high volume of customer inquiries without the need for additional staff and can respond to inquires simultaneously, making a great solution when help spikes in demand such as during a holiday season.
- Data collection and analysis: AI can collect and analyze customer data at speed, providing companies with valuable information and insights into customer preferences, behaviors and needs.
And as much as AI chatbots are a highly effective tool to improve customer service operations, it still has its struggles to provide the same level of support as a human. Conversational ai chatbots lack the emotional intelligence and interpersonal skills that enable individuals to interact effectively with others. Here are some examples of the limitations of using AI in customer service:
- Emotions and kindness: AI is not capable of understanding or expressing emotions in the same way that humans can.
- Complex problem-solving: While AI can excel at solving routine and straightforward problems, it may have a difficult time with more intricate or one-off issues. This is because AI relies on pre-programmed rules and algorithms, which may not always be able to handle the intricacies of human problems, changes, or the unique needs of each customer.
- Creativity and innovation: AI is limited by how is programmed, set up and trained, and is not capable of coming up with creative or innovative solutions to problems on a whim and out of the norm. It may find difficult to understand a person that is frustrated or upset and can't easily explain the issues.
- Personalization and preferences: Even with all the data, analytic capabilities, and speed, an AI chatbot could still have issues adapting to the uniqueness of each customer's situation, preferences, or individuality, making it difficult to provide truly a personalized customer experience.
The value of human support in customer service: a customer-centric approach
Here are three approaches companies can implement to make their customer service more human, which can help build stronger relationships with customers and improve customer satisfaction:
1. Empower and train human agents
Companies can provide their customer support agents with the tools, training, and authority they need to solve problems quickly and efficiently. This includes giving them access to customer history and data, as well as providing ongoing training in areas like emotional intelligence and active listening skills.
By empowering their agents, companies can make sure that customers are receiving personalized and empathetic service, which can help to build stronger relationships.
2. Prioritize customer experience
Companies can place a greater emphasis on the overall customer experience, rather than just focusing on resolving problems quickly. This includes things like providing a personalized and better experience across multiple channels (e.g., phone, email, chat, social media), as well as proactively reaching out to customers to ask for feedback and address issues before they become major problems.
By prioritizing the customer experience, companies can create a more unique and caring service that puts the needs of the customer first.
3. Use technology to support human interactions
While AI-powered chatbots can be useful for answering routine questions and resolving straightforward issues, they should not replace human interactions entirely. Instead, companies can use technology to support their human agents by providing them with real-time information and insights, as well as automating routine tasks like data entry and call routing.
By using technology to support human interactions, companies can ensure that customers are receiving a personalized and thoughtful service, while also improving the efficiency of their customer support operations.
Why is human communication is still important in customer service
In the age of digital and artificial intelligence transformation, many companies have turned to artificial intelligence chatbots to provide customer service and support. While chatbots may offer speed and convenience, they lack the personal connection that comes from human interactions.
Human support is still crucial for providing an authentic and empathetic customer experience, which is essential for building long-term customer relationships. Companies can strike a balance between technology and human support by ensuring a smooth transfer from chatbot to human agent, training human agents with soft skills, and leveraging technology to enhance, rather than replace, human support.
Ultimately, by prioritizing human intervention in customer service, companies can provide exceptional customer experiences and set themselves apart in the competitive landscape.
