The Complete Guide to AI-Powered Coaching for Contact Centers

The most successful AI-powered coaching programs are designed to drive results. Here’s how to design an AI coaching program that delivers the most value to the contact center—and business:

1. Pin Down Goals and Objectives

Objectives need to be crystal clear in order to be achievable. That’s why it’s important to define the contact center’s target outcomes before kicking off an AI coaching program. To start planning, ask these key questions:

• What events should trigger real-time coaching assistance?
• What metrics will prove and measure success in the contact center?
• How should our leaders decide which agents will receive AI coaching assistance?

Next, make sure the contact center’s objectives align with the business’s vision. These end-goals will reveal which metrics to use. If the organization wants to grow customer loyalty by improving customer experiences, it may be worth tracking customer satisfaction (CSAT), average handle time (AHT), first call resolution (FCR), and similar customer-centric metrics.

2. Develop a Coaching Strategy

Once the end goal is in sight, identify the best coaching strategy to reach those goals. Start by setting performance objectives and use coaching techniques to accomplish them. If the goal is to create the most efficient operation possible, it may be best to create a coaching plan that helps reduce call duration or hold times. No matter what the end goals are, don’t forget to connect each goal to KPIs in order to measure progress.

3. Set Triggers and Plan for Timely Support

Coaching triggers are moments or interactions that prompt AI to intervene. Because AI is able to analyze transcripts, live calls, and other customer conversations, it can sort through this data for keywords or sentiment.

To design an effective AI coaching program, it’s important to identify what information the AI will look for, what trigger points warrant action, and what action should be taken. If a leader wants to improve customer relationships, they might use customer sentiment triggers to improve customer satisfaction. In this case, the AI could watch out for customers who express frustration. Frustrated expressions would trigger the AI to give an agent tips that help diffuse the situation. Depending on the end goal, AI triggers will signal what areas for the technology to focus on, when to step in, and how to help agents succeed.

4. Measure Results and Improve

The final step to setting up a successful AI coaching program is installing measurements. By monitoring the success of the program, leaders can prove ROI, replicate positive results, and identify weak spots within the program. There are two essential steps to measure and improve any AI coaching program:

1. Gather performance data: Performance data will shine a light on how an AI program is influencing KPIs. Some popular performance metrics to consider tracking include first call response, customer satisfaction scores, and average handle time.
2. Collect and analyze agent feedback: Agent feedback provides qualitative data that reveals how well the AI coaching program is working. Employee feedback gives agents a chance to express their viewpoints and can help reveal the causes of friction points that stand out in qualitative data. That’s why it’s important to set up surveys or feedback buttons that regularly draw out agent opinions about the program.

By collecting and analyzing both qualitative and quantitative data, contact center leaders can identify the strengths and weaknesses of their AI coaching program. From there, they’ll have the insights to adjust the program, avoid employee experience setbacks, and optimize the AI coaching program.

Not every contact center agent performs like an all-star—especially when they’re just starting out. But what if they could? When it’s implemented correctly, AI coaching can deliver the right support and guidance to the right agent at the right time. That targeted support can quickly turn any agent into a top performer. Here’s a look at the AI coaching model we use to enhance agent performance:

Understanding the Real-Time AI Coaching Model

Real-time AI coaching works by analyzing the interactions agents have with customers. It examines customer calls, chats, and other communications in order to identify patterns. From there, it uses those insights to give agents instant feedback and guidance to help them deliver better service during calls.

5 Phases of a Winning AI Coaching Model

There are five phases to consider when adopting an AI coaching model:

• Strategy: Start by pinpointing the business’s needs and long-term organization goals, then determine the strategic outcomes the contact center is shooting for.
• Design: In the design phase, lay out measurable coaching objectives, along with a plan to achieve those outcomes.
• Implementation: Use the contact center’s goals to nail down which AI tools to apply to which events, moments, and agent groups.
• Monitoring: Track KPIs, quality scores, and agent performance to identify what AI coaching interventions are working and what opportunities remain untapped.
• Management: Regularly review AI coaching methods, assess goals, and adjust the program to make continuous progress.

As powerful as an AI-driven coaching program can be, it needs to be measurable to produce long-term results. This section lays out the best ways to set up metrics, measure KPIs, and develop a results-driven AI coaching program.

How to Define Success Metrics

Start by plotting KPIs that align with both the organization’s long-term goals and the goals of the contact center. Once those important success metrics are pinned down, conduct research to set baseline metrics. These baseline metrics provide a jumping-off point to see how the program is impacting the contact center—and the whole organization.

Not sure where to begin? Here are a few popular contact center KPIs:

• First call resolution
• Customer satisfaction scores
• Call duration
• Sales conversion rates

Once metrics are set up, leaders can unleash AI coaching to analyze agent performance and give agents support at important moments. As long as KPIs are clear, it will be easy to see what AI interventions are working and what adjustments will leave the biggest positive impact on the contact center.

4 Ways to Maximize AI Coaching’s Impact 

Here’s how to use metrics, KPIs, and measurements to optimize any AI coaching program:

1. Use Dashboards and Reporting Tools

Dashboards will clearly lay out how well agents are performing, how much progress the team is making on KPIs, and how the AI coaching program is impacting the contact center. With AI-driven reports, leaders can keep track of important contact center metrics, such as call duration or agent quality scores. They can also dig deeper into individual agent performance and identify what adjustments will deliver the biggest positive returns.

2. Make Real-Time Adjustments

AI-powered coaching can adapt to an agent’s performance and customer responses in real time. This ensures agents are getting the support they need at the right time. It also keeps them from being distracted by overcoaching when they’re doing well on their own.

3. Build Continuous Feedback Loops

The more feedback call center leaders build into their AI coaching program, the better it will perform. The most successful programs gather feedback from agents and use that feedback to refine AI coaching—then rinse and repeat.

4. Monitor, Adjust, and Optimize

To get the most value possible out of an AI coaching program, leaders need to actively monitor what’s working and adjust actions that aren’t helpful. That may include tweaking triggers, changing messages, or reassessing which agents are receiving which assistance.

Customer complaints are some of the most challenging tasks for a contact center agent. They’re also make-or-break moments for the brand. Here’s how to use AI coaching to turn agents into complaint resolution experts:

1. Configure Triggers to Resolve Complaints Faster

Managers can identify triggers that instruct AI to act during customer complaints or in pre-planned scenarios. For instance, if a sentiment analysis algorithm detects negative language or changes in tone, managers can direct AI to give agents support, such as by suggesting empathetic responses or conflict resolution guidance.

Contact center leaders can also tell AI to lend help during predefined scenarios. For example, if they’ve noticed a common complaint about a product, key feature, or other friction point, they can set AI to notice these complaints and help agents address the problem more proactively.

2. Give Agents Automatic Access to Knowledge Resources

The more resources an agent has, the more confident they’ll be during tough conversations. That’s why it’s a best practice to use AI to equip agents with knowledge resources. If a customer raises a question or concern about a specific product or service, AI will recognize the topic and route helpful information about that product or service to the agent, helping the employee deliver expert support to the customer.

3. Monitor Performance and Feedback

Metrics and feedback will reveal what is causing customer friction and provide solutions. If low customer satisfaction scores are connected to a specific complaint, that may indicate that agents need more support or training to cover that complaint area.

Feedback can also inform a contact center leader’s AI coaching strategy. Using employee surveys or post-call prompts, agents can describe which examples of AI assistance are helpful and speak up if guidance was unnecessary. This feedback helps leaders refine their AI coaching program and ensures AI is positively impacting contact center experiences.

Data security breaches can damage a company’s reputation and cost millions—but they don’t have to. This section examines how AI can promote a culture of compliance and be used to create a more secure company.

How Does AI Improve Compliance?

AI-driven real-time coaching monitors agent interactions, identifies risky behavior, and gives agents live direction to help them avoid compliance infractions. If an organization needs to disclose legal information during calls and an agent forgets to give that disclosure at the beginning of the call, the AI may recognize that and give the agent a reminder. Overall, AI helps contact centers adopt a more proactive stance when it comes to compliance.

How to Set AI Coaching Triggers for Compliance Support

Contact center leaders can set triggers to help AI know when to give agents reminders about compliance standards. Most often, leaders base triggers on two different sets of information: customer conversations and agent desktop behaviors.

Here’s how these two techniques work:

• Setting triggers for customer conversations: AI can scan conversations for sensitive language, topics, or information. For example, it can recognize when personal or financial information is brought up. In those moments, AI coaches can automatically remind the agent to provide a disclosure or stick to data security guidelines.
• Setting triggers for desktop behaviors: In this situation, AI will use desktop analytics to track risky apps or potential mistakes by agents. For example, if an agent starts to jot down a customer’s personal information in an insecure application, AI can alert the agent or leaders that the data is exposed.

To set up triggers that actively improve compliance, pinpoint what compliance areas are the most important. Then, identify what support agents need to promote a safer environment. If the organization handles health data, it may be worthwhile to trigger AI to send agents HIPAA compliance reminders when personal data comes up. No matter what the specific action is, AI coaches can watch out for data-sensitive moments and help agents build a more compliant company culture.

How to Measure Compliance Improvements

Here are a few compliance KPIs to consider when measuring compliance progress:

• Compliance breaches: By tracking compliance breaches over time, leaders can see which coaching interventions are reducing infractions.
• Compliance adherence by individual: Compliance adherence scores measure how well agents follow important compliance processes. They also highlight which agents could benefit from additional AI support or training.
• Compliance adherence by team: By measuring compliance adherence on a team-by-team basis, it’s possible to identify the effectiveness of different management techniques or training sessions.

Dealing with frustrated customers can be overwhelming for agents. If they respond in the wrong way or misread a customer’s mood, a single interaction can balloon into a disaster. AI-driven coaching can analyze customer sentiment and provide extra support to agents in these heated moments.

Here’s how to use AI real-time coaching to understand customer sentiment, help support agents, and improve customer relationships:

How Sentiment Analysis and Real-Time Coaching Works

Sentiment analysis is a type of technology that monitors customer interactions and reads their emotions and attitudes. AI analyzes subtle shifts in language to identify customer moods. That means leaders can tell the AI to watch for changes in customer sentiment, intervene in real time, and help agents re-steer conversations to a positive outcome.

It’s important to note that AI doesn’t simply identify positive or negative interactions; it can also pick up on subtle changes in a customer’s tone, voice inflection, or word usage. That means it can help preempt conflicts and identify complaints even when customers don’t state them outright. As a result, as soon as a customer starts indicating negative sentiment, AI can step in and help agents de-escalate the situation.

3 Popular Triggers to Activate Sentiment-Based Coaching

In order for AI to know when and how to assist agents, leaders need to set up triggers. Here are three common triggers that successful programs use to activate sentiment-based AI coaching:

Keyword Triggers

AI can listen for keywords during customer conversations and step in when they’re used. For instance, if a customer mentions hot-button words, such as “frustrated” or “cancel,” it can trigger AI to give agents helpful prompts or suggestions to defuse the situation. Similarly, AI can prompt agents to ask customers for a review or capitalize on positive sentiment if words like “thank you,” “great,” or “appreciate” are said.

Vocal Tone and Acoustic Cues

AI can also pick up on changes in a customer’s tone, speaking volume, or conversation pace. These subtle clues can trigger AI to give agents resources that help redirect conversations or remind them to remain calm at the first sign of conflict.

Sentiment Scores

Sentiment scores evaluate the customer’s emotions in real time. If those scores fall into negative territory, AI can alert agents and help them nudge the conversation in the right direction.

Design and Launch an Efficient AI Coaching Program

Andrew Reise Consulting’s team of experts has helped contact centers across industries adopt AI coaching and use it to deliver outstanding customer experiences. Our team listens to our clients’ leaders, employees, and customers. Then, we develop the best strategy to accomplish the contact center’s goals.

Ready to start improving your contact center’s performance with AI coaching or other technology? Contact one of our consultants to learn how we can help your team increase customer loyalty.