11 Call Centre Scheduling Best Practices and How to Optimize

This blog summarizes the key points from a recent article from David McGeough at Scorebuddy where he provides a comprehensive guide to call centre scheduling best practices to help you navigate staffing challenges while maintaining efficiency.

Over 60% of contact centre leaders face staffing shortages, with 31% of agents reporting poor work–life balance as a key frustration.

Balancing call centre scheduling remains a challenge, and mismanagement can lead to long wait times, unhappy customers, and stressed agents. To retain both employees and customers, it’s critical to get scheduling right.

What Is Call Centre Scheduling?

Call centre scheduling ensures you have the right number of agents to handle interactions at any given time. Without proper scheduling, customers endure long waits while overworked agents face burnout.

The process involves balancing customer demand, agent availability, and service level goals. Key factors include call volume, skill sets, time zones, peak hours, and agent well-being. Effective scheduling helps:

• Reduce wait times
• Minimize burnout
• Boost overall performance

However, common pitfalls, like neglecting fluctuations in volume or agent preferences, can derail operations.

How Call Centre Scheduling Works

Scheduling goes beyond assigning shifts – it’s about using historical data to predict demand and optimize staffing. Here’s how it typically works:

• Forecast call volume: Analyze past data to predict future call patterns, accounting for fluctuations or special events.
• Determine staffing needs: Based on forecasts, calculate how many agents you need, considering handling times and desired response rates.
• Create shift patterns: Align shift patterns with expected demand, accounting for breaks and agent availability.
• Assign agents: Match agents to shifts based on their skills and availability, ensuring workload balance.
• Monitor adherence: Track agents’ performance in real time to adjust for over or understaffing.
• Adjust as needed: Continuously tweak schedules based on trends, performance, or unforeseen changes.

11 Call Centre Scheduling Best Practices

1. Track metrics and KPIs

Regularly review relevant KPIs like schedule adherence, occupancy rate, abandonment rate and service levels to inform future forecasting and determine staffing needs.

2. Schedule top performers during peak times

Once you’ve discovered who your best agents are, you should ensure they are working when customer demand is high for optimal service.

3. Assign shifts based on skills

Assess agents’ strengths and skills to ensure tasks are matched to their expertise. Implement skill-based routing to connect the right agent with the right task. Scheduling agents based on their abilities will help maximize efficiency.

4. Hire for flexibility

Hiring agents with flexible schedules can help cover peak periods and fill in any missing gaps, ensuring consistent staffing.

5. Prioritize agent well-being

Create schedules that accommodate agents preferences and work around their wants, supports remote working, and provides ample notice for shifts.

6. Strive for continuous improvement

The dynamics of call centres are consistently changing therefore agent schedules should be too. Make sure you regularly reassess schedules and refine/tweak them to improve efficiency.

7. Experiment with flexible models

Test different shift structures like split shifts or rotating schedules to explore what works better for your operations. This can help meet demand and develop a better work–life balance.

8. Get agent feedback

Your agents are the ones who work the shifts, so make sure you are regularly asking them for input on the scheduling process and making adjustments accordingly.

9. Offer development opportunities

Build in time for agent upskilling and cross-training opportunities to create a more skilled team that can handle a large range of roles and tasks.

10. Leverage self-service or AI

Explore self service tools like AI-powered virtual agents or outsourcing non-critical tasks to help reduce pressure on agents during peak periods.

11. Gamify adherence

Reward agents who consistently meet/exceed scheduling expectations to make the agents feel valued and boost engagement. By doing this, you are creating a positive work environment.

Reasons Why Call Centre Scheduling Is Vital

• Avoids unnecessary costs: Prevents overstaffing and reduces the risk of lost business from understaffing.
• Adapts to fluctuating demand: Flexible scheduling helps you stay responsive during call surges.
• Boosts morale and reduces turnover: Balanced schedules lower agent stress and improve retention.
• Increases customer satisfaction: Ensures enough agents are available at peak times, improving service.
• Enhances productivity: Distributes workload efficiently, leading to higher productivity.
• Improves SLA compliance: Accurate schedules help meet performance targets.
• Reduces absenteeism: Fair scheduling improves work–life balance, leading to fewer absences.
• Supports skill-based routing: Matches agents with tasks they excel at, leading to better resolutions.

Optimize Call Centre Scheduling With QA

By analyzing key metrics, prioritizing top agents, and using real-time data, you can dramatically improve your scheduling process.

Quality assurance tools provide the data and insights needed to create more accurate schedules and improve overall performance.

This blog post has been re-published by kind permission of Scorebuddy – View the Original Article

For more information about Scorebuddy - visit the Scorebuddy Website

About Scorebuddy

Scorebuddy is quality assurance solution for scoring customer service calls, emails and web chat. It is a dedicated, stand-alone staff scoring system based in the cloud, requiring no integration.

Find out more about Scorebuddy

Call Centre Helper is not responsible for the content of these guest blog posts. The opinions expressed in this article are those of the author, and do not necessarily reflect those of Call Centre Helper.

Author: Scorebuddy
Reviewed by: Rachael Trickey