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Improving Your Help Desk? 59

Posted by Cliff
from the helpless-users-aren't-productive-ones dept.
mtbowen asks: "Our help desk is pretty much a joke. Most people don't bother calling them, they go straight to the developers or whomever they think can actually help them. I am trying to work with the manager of the Help Desk group and give him some ideas of how to improve in some key areas. I would like some opinions on my approach, as well as any comments you feel pertinent to the situation." What kind of processes would you start, in the hopes of improving a Help Desk that isn't providing much help?

"The problems as I seem them are:

  1. Credibility - Until the users see them as useful, they aren't. Once there is some confidence that they are competent and helpful, users will stop bypassing them and developers will stop letting users bypass them.
  2. Poor Processes - The help desk is supposed to be able to field most basic calls. They should answer all calls related to basic program functionality and system availability. They should know how to bold and underline, change email settings and know whether or not the web server is having problems. This requires cooperation from other groups, and I think everyone is willing to help IF there is a legitimate attempt at improvement.

    What would be wrong with using some sort of decision tree (electronic or hardcopy) that walks the Help Desk person through the process of gathering information, determining the problem, and either answering the question or forwarding on tot he appropriate party? They have some sort of knowledge base, but either it is poorly maintained or it is not easy to sue because they don't use it.

    I really like the idea of a decision tree type process that could guide them through a trouble call. It would also help new employees become effective faster since the basics are laid out for them. I know this will not catch everything, but it should help answer a lot of the basic questions as well as gather enough information that whomever the call is passed to (also determined by the tree) will have all they need to begin working on the problem.
  3. Poor Follow Up - In my experience, follow up is crucial in determining effectives of any service. I think they should implement some sort of follow up procedure to track overall effectiveness and user satisfaction.
Anyone have any other thoughts on how to attack the problem of a help desk that doesn't? Any books, articles, software, etc. would be appreciated."
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Improving Your Help Desk?

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  • by Anonymous Coward on Tuesday January 21, 2003 @08:26PM (#5131154)
    I worked for a Fortune 500 company that outsourced the IT functions to another Fortune 500 company. Originally, there were several help desk numbers people had to call, and the quality was pretty uneven. Some of the help desks were fantastic, but some were not very helpful. After the outsourcing, there was a single 800 number to call (even though most of the call were local). The help desk function quality was made consistent: absolutely terrible. All the ways around the help desk were mostly shutdown, so you had to call the 800 number and get a ticket to have any question answered or to get anything done. It wasn't unusual to wait 20 minutes for someone to pick up the phone. After about a year, people avoided calling the 800 number so the the long wait times went away. The service never really got any better, but people got used to it and stopped complaining.

    And no, this isn't a joke or a troll.

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