Strengthen Your Contact Center With Canned Responses

Most contact center agents find that chatting with customers via IM can get a bit repetitive, as they often address similar inquiries, provide the same explanations, or respond to common issues multiple times throughout the day. Leveraging canned responses in your contact center can help streamline customer interactions by offering predefined answers. These include common responses, greetings, explanations, or solutions to frequently asked questions.  

For example, if customers often come to you inquiring about their order status, you can configure a response along the lines of “Of course! Let me check the status of your order. Please provide me with your order number”. This alleviates the frustration of agents frequently needing to reiterate the same information.  

What are canned responses? 

Canned responses are pre-written messages that agents can use to quickly address common inquiries. These responses are standardized and can be customized for specific situations, saving time and ensuring consistency in communication. These responses can be inserted into any conversation by an agent with minimal effort and can be particularly useful when dealing with high volumes of customer inquiries.  

Canned responses typically include: 

• Greetings (ex. “Hello, how can I help you today?”)
• Answers to frequently asked questions (ex. “Let me help you track your order. Could you please provide me with your order number?”)
• Explanations for processes (ex. “Here are the steps to take to reset your password.”)
• Standard closing responses (ex. “Thank you for contacting us today! Have a great day.”) 

The benefits of leveraging canned responses 

Canned responses mean agents can respond to questions or concerns faster with a click of their mouse. This not only saves valuable time but ensures consistent and accurate messaging across all customer interactions. By reducing manual effort, agents can focus on delivering better service, addressing more complex issues, and managing their workload more efficiently. Read on to learn about the other benefits of implementing canned responses: 

1. Increased efficiency: Canned responses enable agents to respond faster, eliminating the need to compose the same answers for similar inquiries, thus saving valuable time.

2. Enhanced consistency: Supervisors can review and approve canned responses, ensuring every message aligns with organizational culture and maintains a consistent tone and style.

3. Reduced risk of errors: Pre-written responses minimize the risk of errors, such as grammar/spelling mistakes, guaranteeing accurate and professional responses.

4. Faster training for new agents: New agents may need to familiarize themselves with the product, processes, and how to communicate with customers in various scenarios (ex. frustrated customers). Canned responses make it easier for agents to respond confidently and efficiently during their learning phase.

5. Improved customer experience: Customers value an organization that delivers quick and accurate responses. By reducing wait times and providing consistent responses, canned responses contribute to a better customer experience. 

Best practices for implementing canned responses 

To get the most out of canned responses, it’s important you take the time to set them up properly and test the quality of the responses. Here are some helpful tips to help guide you: 

1. Regularly update responses 

Make sure your responses remain relevant by reviewing and updating them periodically. This proactive approach ensures that your responses are aligned with:  

• Current policies: Reflecting the latest company guidelines
• Product updates: Knowledge and understanding of new features or changes
• Industry trends: Staying up to date with the latest trends, adapting to customer expectations, and more.
• Customer feedback: Addressing common concerns identified in customer reviews 

Keeping your responses up to date improves accuracy and boosts credibility among your customers. 

2. Provide a variety of options 

When creating canned responses, it’s important to ensure you cover various scenarios. For example, responses catered to troubleshooting, how to set up an account, FAQs, and more. This gives agents the flexibility to address a wide range of customer concerns quickly. 

3. Personalize when possible 

Though canned responses are pre-written messages, it’s important to personalize customer interactions wherever possible. Tips for personalization include:

• Using the customer’s name: Acknowledging them directly
• Referencing specific details: Mention the product or service they inquired about
• Adapting the tone: Matching the customer’s sentiment and situation 

Personalization helps ensure the communication feels genuine and avoids a robotic tone making the customer feel valued and understood. 

4. Measure and optimize 

Track metrics to evaluate the effectiveness of your canned responses. Since metrics to track include: 

• Response times: Ensuring swift replies to customer inquiries
• Customer satisfaction scores (CSAT): Measuring the impact of canned responses on customer happiness
• Resolution rates: Determining how effectively the canned responses help solve issues 

Leverage these insights to identify patterns and uncover areas for improvement to help optimize your templates for better results. 

5. Gather feedback 

Encourage feedback from agents and customers regarding the effectiveness of your canned responses. Agents can provide insights into gaps or improvements, while customer feedback highlights how well a response resonated with their needs.  

Incorporating feedback fosters continuous improvement, ensuring your canned responses remain a powerful tool for efficient and effective communication. 

6. Train your team 

Equip your agents with the skills to use canned responses effectively. Training should include: 

• Knowing when to use canned responses: Understanding the balance between efficiency and context-specific customization
• Editing and adapting templates: Tailoring messages to fit unique customer situations 

A well-trained team can leverage canned responses to enhance rather than detract from the customer experience. 

Streamline your customer support with canned responses 

Leveraging canned responses in your chat interface helps improve the efficiency of your contact center. By creating pre-written responses for frequently asked questions, agents can respond to customers more quickly, reducing response times and enhancing productivity. Start implementing canned responses today and empower your team to deliver faster, more consistent customer support.