For many companies, collaborating with an outsourcing contact center can be a profitable solution. However, when entering into a contract with such a center, it’s crucial to consider a multitude of details that contribute to the success of the collaboration and quality of customer service.
In this article, we will delve into the nuances of contracting with an outsourcing contact center and highlight how to avoid any unpleasant surprises.
What is an outsourcing contact center?
An outsourcing contact center is a company dedicated to providing services for handling inbound and outbound calls, electronic emails, and messages from clients of other companies. Clients can delegate their inquiry processing to an outsourcing call center, allowing their companies to save time and resources. Such contact centers can vary in specialization and operate in different sectors, such as sales, technical support, or customer service.
How to choose an outsourcing contact center
Choosing an outsourcing contact center for your business is a pivotal decision that requires careful consideration. Here are some key tips to help you find the right partner:
- Determine which issues are resolved by the call center and who needs the call center services.
- Shortlist potential candidates and study the contract for providing call center services.
- Pay attention to the experience of the contact center and reviews from its clients.
- Ensure that the contact center is open to collaboration and results-oriented.
- Evaluate the payment terms of services and select the most beneficial option for your company.
- Remember to consider confidentiality and protection of client’s personal data.
How to choose an outsourcing call center and cloud-based contact center can be read in a separate article on the blog.
Contract Content: Important points to discuss and specify in the contract
While concluding a contract, it’s imperative to pay attention to its content to avoid misunderstandings and conflicts between parties. It’s crucial to lay down all collaboration conditions between the client and the contact center. For this, the contract should encompass the following aspects:
- The volume and type of services the contact center provides;
- Responsibility of parties for non-fulfilment or improper fulfilment of obligations under the contract;
- Payment procedure, contract duration and its termination conditions;
- Issues related to confidentiality and data protection of clients;
- Procedures for resolution of potential disputes.
The contact center should exhibit flexibility and readiness for dialogue to develop the best collaboration model and ensure high-quality client servicing.
h3>The volume and type of services provided by the contact center/h3>
The contract should specify exactly what services the outsourced call center will provide and to what scale. For example, this may include telephone customer support, order processing via email or social media, conducting surveys, and so on. It’s also needed to indicate the type of services offered, like inbound or outbound calls, chat processing, etc.
h3>Responsibilities of the parties in a contract with an outsourced call center/h3>
In the outsourcing contract for call center services, the responsibilities of the parties for fulfilling their obligations must be stated clearly. Both sides should understand their rights and duties, as well as the potential consequences for non-performance or improper performance.
The client must ensure the accurate and timely provision of the necessary information and resources to perform the job. He should also make payments for the services in accordance with the terms of the contract.
The contact center must fulfill its obligations in accordance with the contract terms and provide the client with services at an appropriate level. It also bears responsibility for the preservation and protection of the client’s confidential information and that of its customers.
In the contract, it is necessary to stipulate the liability measures for breach of contract terms, such as penalties, compensation for losses, and other measures. It is vital to ensure that such provisions are included in the contract to avoid possible conflicts in the future.
h3>Payment for the services of an outsourcing contact center /h3>
When choosing an outsourcing contact center, it is no less important to pay attention to the payment terms. Contact centers may offer various types of payment, for example, hourly payment, payment for work performed, or a combination of them.
When choosing payment terms, one must consider the company’s budget, volume of work, and service quality requirements. For instance, if a call center’s work involves a large volume of calls, hourly payment may be disadvantageous for the company. In such a case, payment for work performed may be more beneficial.
Attention should also be paid to the possibility of altering payment terms in the service agreement of the contact center, as well as hidden charges that may arise under certain working conditions.
h3>Confidentiality and Data Security/h3>
The agreement should stipulate what data will be provided to the contact center under what conditions. Additionally, assurances should be secured that the contact center is taking all necessary precautions to protect the data from unauthorized access. Issues of confidentiality should also be discussed to ensure that the contact center will not use the data obtained for its own purposes or transfer it to third parties without your consent.
Furthermore, the liability for violations of confidentiality and data security should be set in the contract. You can incorporate penalty sanctions for infringement of data protection conditions, providing added safeguard for your company and clients.
h3>Procedures for Resolving Potential Disputes/h3>
Established dispute resolution methods mean that in case of conflict between parties, an existing mechanism for its resolution is already in place. This might be a mediation agreement, an arbitration court, or any other mechanism the parties consider most effective and fair. By developing and outlining the dispute resolution procedures in the contract, expensive and protracted litigation can be avoided, and parties can reach agreement more quickly.
The Importance of a Proper Contract Formation Approach
The correct approach to concluding a contract center service agreement is one of the most crucial steps in business development. We hope that the recommendations presented in the article will help you choose a suitable partner and sign a beneficial contract that will improve the quality of customer service and facilitate the growth of your company. Remember that a contact center is a key component of any business, and the right choice of the contact center can significantly enhance your work efficiency.
