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Channel Shift The Poole Experience Public Sector Forums 7th February 2012 Chris Angell Service Improvement Manager Aim • Share Poole’s approach to driving channel shift via the web • Discuss key topics such as: Use of Telephony & CRM data Communicating To Reduce / Redirect Contacts Improving Web Content ‘Quick Wins’ to Drive Immediate Channel Shift Web / Self Service Promotion Establishing ‘Cost to Serve’ Developing a Business Case Channel Shift Targets Key Poole Statistics • Unitary Council on the Dorset coast • Part of a defined conurbation, inc. Bournemouth & Christchurch • Around 138,000 customers & 64,000 households in 65 square km • 40% of population over 50 (national average 33.4%) & growing fast • Predominately white British population – 4% other ethnic groups, although seen recent influx of Eastern European workers • Generally successful & well-rated Council for many years (4 Star in 2007) • 71% of our population already use the internet – and still increasing A number of years on… 1998 2005 New Website 2010 Web Usage 2000 – 58,000 unique hits 2008 – on track for 1,000,000+ Unique Hits 1000000 900000 800000 700000 600000 500000 400000 300000 200000 100000 0 2000 2001 2002 2003 2004 2005 2006 2007 Web Usage 2008 to 2010 Unique Visitors = approx 1m pa. Unique Hits 1080000 1060000 1040000 1020000 1000000 980000 960000 940000 2008 2009 2010 Web Usage 2008 to 2010 Total Hits - Reducing Total Hits 8000000 7000000 6000000 5000000 4000000 3000000 2000000 1000000 0 2008 2009 2010 Role of Our Website FOR CUSTOMERS: Accurate & readily accessible info for residents, local businesses / partners & tourists Portal to other local services of interest – eg. tourism, medical, jobs, etc? Convenient & easy to use transactional self service facilities, available 24/7 FOR US: Ready access to key service information for officers to effectively support customers Cost-effective self service channel integrated with other access channels Support for the general promotion & development of Poole town / area Typical costs / transaction (LGN 2011) F2F £14.00, Phone £5.00, Web £0.17 Our Web Vision • Seek to package and present Council service information / content intuitively • In ways that help to solve users’ problems &/or better support their lifestyles • Be attractive & easy to use for the vast majority of users, regardless of age or disability • Encourage and deliver significantly enhanced self-service activity • Substitute use of other (more costly & less flexible) delivery channels • Integrate effectively with our other access channels & selected partner websites • Strive for national excellence in design, functionality & content • Ensure our Web / online presence supports our Customer Service Strategy Quick Wins • Set challenge to improve our offer in two months – and spent just £3k • Reviewed telephony & CRM data to identify best candidates for channel shift • 14 titles changed & 47 ‘Also Known As’ titles created • 94 bespoke forms created (previously one generic). • 72 new titles created. ‘Bin Swaps’ alone will save at least 500 calls p.a. • Changed from long A-Z lists to clustered services to ease navigation / selection • All core service pages now have updated & more prominent self service links too • Pages meta-tagged so can be found direct from Google • Validation / multi section e-forms added to reduce spam from ‘spiders’ Telephone vs Web TELEPHONE: Reduced Telephone contact by 25% since 2007/8 (100k contacts ) Removed avoidable contact by accurate signposting WEB: Increased E-form usage since 2007/8 up by 82% (60k plus) Improved e-forms with embedded logic has reduced avoidable contact Top areas are “Report It” and “Pay” Previously these were A-Z Lists – not easy to find More options below Logic in E-forms is important, as is integration to CRM with high volume forms Yet to be updated Scope for major work A recent success is Green Waste. 40% plus online applications Our on line booking is an area that we still need to develop Gradually replacing documents with online e-forms Next Steps Continue to promote new facilities internally to officers and members Limited external promotion – mainly via email marketing, libraries & adult learning Customer focus groups to review new facilities & identify further improvements Agree ‘cost to serve’ formulae – for fully & partially automated web transactions Continue to prioritise development Extend CRM ‘Self Service’ integration to enable customers to create cases Develop more ‘Pay for It’ & ‘Book It’ facilities (eg. weddings, beach huts, pest control, etc) Summary Channel shift is achievable – and quickly too. 10% less calls in 2011/12 Review your CRM & telephony data to quickly identify key opportunities Improved communication can reduce overall contact volumes immediately Focus on accurate & well structured web content – and use Plain English! Identify & address ‘quick wins’ for immediate benefit whilst you develop more functions Promote website / online facilities actively – in publications, through staff, campaigns etc Understand your ‘cost to serve’ dynamics Use these to build a business case for further investment & development Set clear channel shift targets for your front-line staff & involve them in design work Thank you