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Customer First Callback Impacts on EWT

  • 1.  Customer First Callback Impacts on EWT

    Posted 10-09-2024 23:09

    I have a few questions with how people are using this and if they are seeing impacts to EWT presented to customers.

    First are you using the same queue as the original call / original callback to send the customer first callback call to? Are you using a flow to update the priority first or direct to queue, if direct to queue how do you ensure it isn't sent to the back of that queue?

    Assuming you are updating priority from flow or DataAction from InQueue Flow, are you finding EWT presented is impacted, as I could be wrong, but my understanding with how it is calculated (https://developer.genesys.cloud/routing/routing/estimatedwaittime-v2) is that if you have multiple interactions that push to the front, this will impact that lower quartile value, and make seem like the longer calls are the anomalies and tell the other customers a lower EWT than what they actually should expect.

    This also assumes you have a high volume of callbacks, with enough 6+ calling out to customers in a short space of time.


    #Reporting/Analytics
    #Routing(ACD/IVR)

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    Anton Vroon
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  • 2.  RE: Customer First Callback Impacts on EWT

    Posted 10-10-2024 08:36

    Good question, looking forward to seeing if people have noted this and had to workaround it



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    Sam Jillard
    Online Community Manager/Moderator
    Genesys - Employees
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  • 3.  RE: Customer First Callback Impacts on EWT

    Posted 10-23-2024 01:21

    Thanks @Anton Vroon. I am also interested to know more about this questions from other community members responses.



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    GANDHI SHANMUGAM
    ISM
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  • 4.  RE: Customer First Callback Impacts on EWT

    Posted 10-23-2024 01:45

    I don't know the answer but looking forward to get additional information on this topic



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    Gupta Kg
    IT Cloud Integrator (Senior Consultant)
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  • 5.  RE: Customer First Callback Impacts on EWT

    Posted 10-23-2024 02:24

    Found the below, hopefully it helps?

    AdjustedAHT = (AWT * NumberOfAgents) / PositionInQueue
    where:
     
    NumberOfAgents: The number of agents activated and online (On Queue) in the queue when the EWT inference was done for the completed interaction at a point in time in the past.
    PositionInQueue: The position in queue when the EWT inference was done for the completed interaction. When conversationId was not given, this would be the (QueueLength + 1).
    AWT (Actual Wait Time): The observable time elapsed (in secs) between the time when the EWT inference was done and the actual time that an agent answered the interaction.
     
    Once these samples of recent observations are made, the formula uses the Median of these sampled AdjustedAHTs to create a single PredictedAHT value to be used in the following calculation to generate EWT inference of the target interaction. In the situation where there is only a limited number of cached records (up to 3), the PredictedAHT uses Mean instead.
     
     
    EWT =  PredictedAHT * PositionInQueue / NumberOfAgents
    where:
     
    PredictedAHT: A representative service time for the interaction to be handled.
    PredictedAHT is the most likely predictor of an interaction service time durations.
    PredictedAHT takes into account the most recent completed interactions and their adjustedAHTs.
    PositionInQueue: Position of the current interaction in queue, i.e. it reflects how many interactions are currently waiting in the target queue waiting to be handled by agents, including itself.
    PositionInQueue is derived based on the actual arrival time and the conversation details which include: media type, current queue length, and how long interactions have been waiting in queue.
    PositionInQueue also takes into account utilization and interruptibility setting at org level, i.e. media types priorities (see: https://help.mypurecloud.com/articles/utilization/).
    PositionInQueue is assumed to enter to the end of the queue, unless it can interrupt other interaction(s) currently waiting in queue.
    When querying for an interaction already waiting in queue, PositionInQueue reflects the position in queue the interaction is currently in. Consequently, each subsequent EWT query will reflect its advancement through the queue.
    Generally, an interaction that has:
    Earlier arrival time has a smaller PositionInQueue, while later arrival time has a higher PositionInQueue.
    Higher priority has a smaller PositionInQueue. while lower priority has a higher PositionInQueue.
    Interrupting media type (e.g. inbound phone) has a smaller PositionInQueue, while the interruptible media type (e.g. email) has a higher PositionInQueue (i.e. driven by the utilization setting).
     
     
    NumberOfAgents: The number of active agents in the queue, i.e. the total number of activated and online (On Queue) agents in the target queue at the time the request is made.
    NumberOfAgents is derived from the real-time observation of the number of agents activated and online for the target queue. This includes agents that are currently handling conversations.
    The algorithm inherently takes into account situations where agents are activated in multiple queues Nq, as it is looking at the efficiency of agents handling past immediate completed interactions.
     
    Additionally, in order to ensure that the formula is robust to outliers, 1.5x Inter-Quartile Range (IQR) distance from median of cached AWTs is used to as a guardrail to make sure the resulting EWT inference reflects the majority of how most recent past interactions are handled. That is, when the raw EWT inference is above the upper range, it is capped to the upper range. Conversely, if it is below the lower range, it is capped to the lower range (with a caveat explained further below).


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    Adrian Bradshaw
    Enterprise IT Engineer
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  • 6.  RE: Customer First Callback Impacts on EWT

    Posted 10-23-2024 05:18

    Thanks for Anton raising this question and Adrians info. In addition, you could consider using strategies like distributing callbacks more evenly across queues or limiting priority overrides to prevent significant distortions in EWT. Another approach could be to implement separate queues for callbacks and regular calls, ensuring that priority interactions don't disproportionately affect regular call wait times.



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    Matt Calton
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  • 7.  RE: Customer First Callback Impacts on EWT

    Posted 10-23-2024 21:59

    Thanks Matt,

    I've been trying to get the business to reconsider their priority assignment for a while now, unfortunately not about to happen any time soon. We have calls that get 300+ priority boosts. And we already throttle the amount of callbacks allowed.

    With customer first callback, the callback is already there, this is when it auto dials and putting it back in queue. So you basically have to put them at the front of the queue with prioritization (assuming it is the same queue) or it is a not very good experience. And from the documentation link I shared, and Adrian copied from, it states that it expects new interactions in queue to arrive at the back of the queue not the front.

    So just feels a little like by the very intent of this new feature is in conflict with the expectations of EWT.  



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    Anton Vroon
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  • 8.  RE: Customer First Callback Impacts on EWT

    Posted 12-04-2024 06:24

    Hi @Anton Vroon

    May I ask why you are not using the standard in-queue "Flow" callback action? 

    That way you should keep your position in the queue without distorting EWT. Or is it not working with CFC ?

    BR,

    Georgy



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    Georgy Rudnev
    Technical Account Manager
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  • 9.  RE: Customer First Callback Impacts on EWT

    Posted 12-05-2024 15:11

    We do that, but with Customer First Callback, when it is time to call the customer, the system automatically calls the customer, it then goes to an outbound flow so we can then ask the customer hey do you still need to speak to someone, or leaves a vmail if detected. If the customer still needs to talk to someone, what action do we then take in the call flow? Transfer to ACD, which puts it back in the queue, with priority needing to be set, and again if you set that high so the customer is connected right away, EWT for the rest of the calls is blown out.



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    Anton Vroon
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  • 10.  RE: Customer First Callback Impacts on EWT

    Posted 10-23-2024 02:53

    We don't use callbacks, so their impact on EWT is not something I have ever thought about. But I think it's a great question nonetheless.



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    Tim Speakman
    Tech Support Engineer
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  • 11.  RE: Customer First Callback Impacts on EWT

    Posted 10-23-2024 03:22

    Hi Anton,

    If you are using a flow to update the priority before directing the call-back to the queue, it ensures that the call-back doesn't get sent to the back of the queue. This can be done using a flow or Data-action from the In-Queue Flow to adjust the priority dynamically.
    The info you mentioned is categorised as 'Standard EWT calculation' & 'Perceived EWT.' Also, you can set thresholds & put a limit on how many call-backs can be prioritized at any given time.



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    Ashiesh Sharma
    BT plc
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  • 12.  RE: Customer First Callback Impacts on EWT

    Posted 10-23-2024 04:52

    Hello, 

    We use the same queue for callbacks, but prioritize them via flow adjustments to prevent them from being treated as new interactions. Adjusting priority can affect EWT calculations, potentially lowering the wait time estimate for other customers, especially with a high volume of callbacks processed quickly. Managing how callbacks re-enter the queue helps mitigate this impact.



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    Rihab
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  • 13.  RE: Customer First Callback Impacts on EWT

    Posted 10-23-2024 10:24

    Gracias a Anton por plantear esta pregunta y por la informaciĂłn de Adrian. Además, podrĂ­a considerar el uso de estrategias como distribuir las devoluciones de llamadas de manera más uniforme entre las colas o limitar las anulaciones de prioridad para evitar distorsiones significativas en EWT. 



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    Mauricio Garcia Lopez
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  • 14.  RE: Customer First Callback Impacts on EWT
    Best Answer

    Posted 10-23-2024 11:05

    Hi Anton,

    The best practice is to use the dedicated call back queue with priority queuing. 

    For Flow-Based Updates: Update Priority: Use a flow to automatically update the priority of the callback call as soon as it's created or when the agent returns to the call. This ensures it's routed to the top of the callback queue. 

    If you're directly routing the callback to the queue without using a flow, ensure your contact center system supports a "jump to the front" feature for priority calls. This will prevent the callback from being placed at the back of the queue.

    Best Regards,

    Setu Shah



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    Setu Shah
    Market Maker
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  • 15.  RE: Customer First Callback Impacts on EWT

    Posted 10-23-2024 11:39

    We use callbacks in our contact center.  They make up about 40% of our volume.  Our contact center handles inquiries from both our end customers and internal customers (sales agents).  We don't announce EWT to the caller, but I can speak to how we utilize priority.

     

    For initial callbacks left by end customers while waiting in queue, we use the same queue as calls and do not adjust the priority.  We haven't had any issues with these keeping the correct priority as long as the callback isn't transferred to another queue.

     

    For our customer service reps and our internal customers, they can enter a request for a callback without first calling in.  A DataAction using this API (/api/v2/conversations/callbacks) then creates the callback.  We have the flow set to put these at a slightly higher priority & callbacks entered by our internal customers go to a separate queue.

     

    I hope this information helps you!



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    Jilliane Versluys
    Supervisor, Service Center
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  • 16.  RE: Customer First Callback Impacts on EWT

    Posted 10-23-2024 12:28

    The complexity increases when agents are assigned to multiple queues. Since the EWT calculation takes into account the Number of Agents available, if agents are spread across multiple queues, it can reduce their availability for any given queue. This can cause further fluctuations in the EWT, as the number of active agents can vary depending on where agents are currently focused. 



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    James Rowberry
    Manager
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  • 17.  RE: Customer First Callback Impacts on EWT

    Posted 10-23-2024 13:41

    We use the same queue for the customer callback and it hasn't impacted our EWT. We have an Average Wait time of 6.5 minutes for callbacks and 40 seconds for our 7 queues (3 English, 4 Spanish). We have an SLA of 84% (80% of calls answered in 60 seconds). The majority of our callbacks come from our Customer Care and Collection lines (English queues). These figures are from the last 3 months - and our past month has been crazy with back-to-back hurricanes so our volume has been artificially inflated. If I dump this current month, our numbers do not fluctuate much.



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    Amy Sessions
    Division Manager, Utility Customer Service
    City of Clearwater
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  • 18.  RE: Customer First Callback Impacts on EWT

    Posted 10-23-2024 21:53

    Thanks everyone for your insights and suggestions.

    Certainly in our experience, where we have staff across multiple queues, where some queues have higher priority than others, and some calls have higher priorities too, even without callbacks we've found the EWT provided is very often incorrect, it is more noticeable when wait times increase of course. So by adding more high priority items to the same queues we expect that to further impact those values. 

    Some follow ups for those using the new Customer First Callbacks already, have you had to create triggers and workflows to handle where the auto dial reached no answer / busy tones? As the Voicemail detection is there, but not no answer / busy handling and seems to just disconnect at that point. Speaking of Voicemail, do you offer an option for customer to indicate it was a false voicemail detection and connect through? Or do you 100% trust the voicemail detection to be 100% accurate?

    Have you found the pacing modifier to be accurate and well defined? I have struggled with the documentation and understanding exactly what a setting of 2 vs 3 will be practice. Just wondering how others have found this.

    How are you measuring the effectiveness and uptake? We are planning to provide a customer with an option, if they no longer require to speak with someone they can opt out. And looking to use Flow Outcomes / Flow Milestones to measure this.

    Certainly the how to is well in hand, just the impacts we are trying to think through.



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    Anton Vroon
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  • 19.  RE: Customer First Callback Impacts on EWT

    Posted 10-24-2024 02:09

    Sorry, we are using call backs but never heard any impact in EWT



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    Kathiravan Srinivasan
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  • 20.  RE: Customer First Callback Impacts on EWT

    Posted 10-24-2024 14:18

    This is really good question, looking forward to seeing the rest of the communities answers. 



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    Robert Gacula
    unknown
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  • 21.  RE: Customer First Callback Impacts on EWT

    Posted 10-24-2024 15:24

    We use the same queue for customer callbacks. We are not measuring Estimated Wait Time for the callback. I would be interested on how others are leveraging this feature. Thanks



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    Heena Patel
    Project Manager
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  • 22.  RE: Customer First Callback Impacts on EWT

    Posted 10-25-2024 16:37

    We use a different queue to call the customer back on. This queue is a high priority queue, so it gets answered by the next available agent. We do use a flow to complete this process. So, if a customer calls in on a Payment queue which is priority 70, we then call them back on the Callback queue which is priority 90. 



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    Angelica Howard
    unsure
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  • 23.  RE: Customer First Callback Impacts on EWT

    Posted 10-28-2024 19:07

    I don't have an answer but learning from others replies. thank you.



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    Senih Demren
    Senior Technical Specialist
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  • 24.  RE: Customer First Callback Impacts on EWT

    Posted 10-28-2024 22:02

    We use callbacks on a lot of our queues, some route to original inbound queue, some route to a specific callback queue. Each service line has different settings on priority. I like that it's not a one size fits all and we can tailor the settings for each business. I persona ally have not evaluated EWT and how the callbacks are affecting that, but this conversation has put this on my radar. We've only been live with Genesys 3.5 months, and still learning.



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    Laura Callaway
    Application Analyst
    St. Luke's Health System
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  • 25.  RE: Customer First Callback Impacts on EWT

    Posted 10-31-2024 15:56

    Good morning, issues can increase when agents are assigned to multiple queues. Since the EWT calculation takes into account the Number of Agents available, if agents are spread across multiple queues and skilled differently, this will reduce their availability on specific queues, unless we remove them from that queue, or the agents makes themselves inactive in a specific queue. This can cause unexpected long EWT, as the number of active agents can vary depending on where agents are currently gated in.. 



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    Robert Gacula
    unknown
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