You are excited, some key members of your company are excited, you have a new services partner. You have signed the deal just last week, you know thei...
You are excited, some key members of your company are excited, you have a new services partner. You have signed the deal just last week, you know their credentials are good because your buddy John is using their service and can’t stop singing a happy tune about how his company has benefited from this partner. Their costs have reduced, their quality issues have come down, their in house employees have now become more productive as they are doing customer facing jobs, their customer service rating has improved. You call your operations chief and tell her to take care of this relationship before you step into your next meeting where are you meeting a key customer who has had issues in customer support.
One month later you check with the team and they tell you everything is going “fine” and the training is going on.
Two months later your head of operations walks in and says “I am having too many problems with this service partner. I think we should pull out!!!” She adds “They are taking too long to get trained, we have had quality issues, we have tried to be the best team but it seems that we have too many issues. Our agents have complained about their work. I am tired of my team saying that they are afraid for their jobs. This is just getting to be too hard!”
You call a meeting and find that the entire company has a problem with the service provider. You think to your yourself “What did I do wrong in 20 days? I know it is the right thing to do, but how to I execute this strategy to success? It seems that everything and everybody is against anything I want to do.”
Well, you are not alone! We have seen this situation a number of times and we are here to help. We have worked on over 100 project ‘Ramp up’ and one we will list out the 5 tips to follow that will help you overcome these issues and gain value from a service provider like your buddy John and his company
1. One owner for project success: You really need to appoint a person whose salary and bonus depends on the success of this project. That is the only way you can make sure that any project is successful.
2. Ramp up time and sign off: From our collective experience here is a check list for successful ramp up:
Bottom line, have people that review the work that is done by your partner and given them feedback in a timely manner.
4. Success and Failiure Criterion (KRA and SLA)
i. For every question: Here the partner company asks a question every time they have one and not use the knowledge that they have gained from previous work they have done on similar files.
ii. Extrapolate: If you are sure of your partner's caliber and decision making, then go ahead and have them work on this method where they build a knowledgebase with any new learning and then make sure that they use this system to help ensure that they refer to the knowledgebase for new files that they process. This helps them build their confidence and you to reduce your work. The good thing is that you are going to QC their work anyway. We recommend that you go with this option but make sure you let you team know.
5. Communication and Issues Management
ii. Corrective measures: Have the team come up with a corrective measure for the issue on hand before trying to solve world hunger. Just focus on the customer and take care of their problem. If it is going to take time, have your team come with a plan on when they are going to fix it and then track it.
iii. Preventive measure: Make sure that you come up with a way of fixing the root cause of the problem so that it NEVER happens again. This can be achieved using the ‘Root Cause Analysis’techniques.
iv. Tracker and Dashboards: Have a tracker in a spreadsheet (Check with your VA partner for one of these) when you are ramping up the project. Then you can move to converting it into a dashboard. As a CXO, insist on reviewing this everyday yourself for even 10 minutes. This is critical for the success of the project.
Follow these ramp up plans and you will start every project the way it is meant to be started and you will execute every strategy to success. Call us at VA. We are here to help!
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