Beruflich Dokumente
Kultur Dokumente
Project
Description
PJ Enterprises (PJE) develops, manufactures, and markets gifts, apparel, and home accessories through its
retail location and mail order catalog division. PJE focuses on the needs of women between the ages of 26
and 55 who own their own homes and have family incomes of between $40,000 and $80,000 per year.
They recorded over $6 million in sales this year, and are seeking to aggressively surpass that total in the
next year. This years targets include $7 million in sales, $13 million in catalog sales (up from last years
goal of $10 million), and a net profit of $2 million. Currently, PJE is housed in a building that has 4,000
square feet of office space and 6,000 square feet of warehouse space.
PJE has identified customer service and work satisfaction among customer service employees as key
points in meeting these goals. The data gathered in recent customer service surveys indicated that 50% of
those surveyed are not inclined to continue doing business with the company due to poor customer service
provided by telephone operators. PJE believes that there is a lack of product knowledge among the
telephone operators that is primarily causing the increase in complaints and customer service issues. Data
backs that up, revealing frequent complaints regarding inadequate service, product knowledge, telephone
etiquette, and lack of prompt responses. In addition, a customer service employee survey indicated that
more than half of the telephone operators are unhappy with their jobs to the point of leaving.
The management of PJE are desiring an improvement to the training program for the telephone operators.
They have asked DesignFormation Performance (DFP) to consult with them on improving processes for
customer-service supervisors and telephone operators. DFP will begin this process by performing a
thorough needs analysis to determine the current state of operations at PJE, identify a desired result, and
determine the specifics of the gap between these states. With this information, DFP will propose a
solution to enable PJE achieve its goals.
Information
Needed
DFS will analyze the following aspects in operations at PJE, and the gap between the current state and the
companys desired state.
Customer experiences:
Customer surveys
Sales figures
Project
Gap
Analysis
Strategy
for
PJ
Enterprises
Team
3/Module
2_
11_13_16
Call center operators employee factors:
Recruiting
Telephone operators knowledge and comfort with call system, products, and work processes
and tools
Job performance
Changes in human resources (HR) policies that affect telephone operator employees
Warehouse logisticsshipping times, quality, and rates of return, which may affect customer
happiness.
Team Strategy
Interviews
Employee Surveys
Observations
Project
Gap
Analysis
Strategy
for
PJ
Enterprises
Team
3/Module
2_
11_13_16
Analysis
Plan
Research
Method
Observation
Target
Audience
Telephone operators
Team
Member
Responsible
Ambre Quinn
routines
Current call volume and
productivity levels
Existing motivational policies,
Interviews
Telephone operators
Supervisors
SMEs: Judie Thompson, catalog
Jill Ballard
Project
Gap
Analysis
Strategy
for
PJ
Enterprises
Team
3/Module
2_
11_13_16
Research
Method
Surveys
Target
Audience
Telephone Operators
Team
Member
Responsible
Scottie Altland
job satisfaction
pay
common challenges
encountered with customers
adequacy of resources to
perform duties
quality of work environment to
perform duties
training provided to perform
duties
4
Review of
Training
Documents
and
Materials
Presentation
Previous Trainer Script
on Automated-Entry System
Cristal
Shimamura
Previous Training
5
Sales
Document
Review
Perez
Sales Support Director, Jane
MacKenzie
a comparison of telephone
operators rate, sales
transactions, and any correlation
between customer service
complaints with operator
characteristics and statistics.
PJE Customers
Project
Gap
Analysis
Strategy
for
PJ
Enterprises
Team
3/Module
2_
11_13_16
Rob Ellington
DFP will observe the call center over the course of one week ensuring that each portion of the shift is
observed. Observation activities will include:
requesting copies of existing training materials, job aids, and other documentation related to
product information and service standards.
The DFP observer will seek answers to the following questions, while remaining alert to other
information that could be relevant to department morale and performance.
Questions to Ask
When are employees observed to be at their best, and at their worst, relating to each other, to their
supervisor(s), and to the customers?
What job aids are currently available for new hires and for navigating complex processes?
What call volume is required meet daily individual and team productivity goals?
What types of motivational policies and incentives are currently being implemented?
Which existing tasks and processes can be improved or streamlined, and are there tools that could
be created to support performance?
Activity
2
Interviews
The interviewees will include: telephone operators; supervisors; SMEs Judie Thompson, Catalog Director
and Sheena Perez, Merchandising Manager; and PJE management, Mike Merrill and Jane MacKenzie,
sponsor.
The purpose of these interviews is to determine a clear understanding of call center issues at PJE, and to
learn more about telephone operators and supervisors performance issues, experience at work, and job
satisfaction, in relation to the companys growth expectations. These interviews will target these different
groups, all of which are integral to the focus. While specific prompting questions will be prepared and
Project
Gap
Analysis
Strategy
for
PJ
Enterprises
Team
3/Module
2_
11_13_16
asked during the interviews, the nature of interviewing is to elicit the subjects individual perspectives,
which may expand beyond the targeted goal. All questions seek to discover new insights about how
customer service performance is adversely affecting PJE in relation to its proposed growth expectations.
(Questions in parentheses indicate follow-up questions.)
Prompting questions to telephone operators will focus on their job experience and the expectations of
their roles, addressing job satisfaction and issues that are perceived to hinder performance.
Sample questions for telephone operators:
Are you happy in your work? (What would you like to change in any respect?)
Prompting questions to supervisors will focus on their job experience and the expectations of their roles,
addressing job satisfaction and issues that are perceived to hinder both their performance and telephone
operators.
Sample questions for supervisors:
What kinds of issues come up in the call center during calls with customers?
How do you help telephone operators when they interact with customers?
How do you help telephone operators when they interact with difficult customers?
Are you happy in your work? (What would you like to change in any respect?)
Prompting questions with SMEs, Judie Thompson, catalog director and Sheena Perez, merchandising
manager, will focus on determining their understanding about what telephone operators and supervisors
need to perform their jobs successfully. These questions will also address what training has been given, to
whom, its perceived impact, as well as what training is proposed to address current customer service
issues.
Project
Gap
Analysis
Strategy
for
PJ
Enterprises
Team
3/Module
2_
11_13_16
Sample questions for SMEs:
What kinds of situations create problems for telephone operators during calls with customers?
( for supervisors during calls with customers?)
What information or processes do you suggest to help telephone operators and supervisors when
they interact with customers? ( with difficult customers?)
How often are telephone operators and supervisors trained? (Are trainings iterative? Are they
updated annually or (other) times per year?)
What kinds of training have telephone operators been given to this pointbefore starting their
jobs? (After theyve been on the job for a period of time?)
What kinds of performance issues have been addressed in trainings to this point, for telephone
operators and supervisors?
What information or processes would you want to include in the next round of call center
training?
Questions for Mike Merrill and Jane MacKenzie will address managements perspectives about what they
believe is hindering growth, and what changes they believe are needed to address call center issues.
Sample questions for Mike Merrill and Jane MacKenzie:
Tell me what you think is the biggest issue holding PJE back from its current growth goals?
For the call center, what kinds of performance issues do you think are impacting customer service
negatively?
What do you think is the biggest opportunity for change in the call center?
A survey will be administered to the telephone operators for the purpose of pinpointing what the
employees need to close the gap between the current condition and desired state of PJE. A pool of
telephone operators will be selected randomly to complete a survey. The group selected will be
representative of the diverse characteristics of the group. Employees identities will remain anonymous
to encourage them to respond openly and honestly to each question. Each survey will take approximately
15-20 minutes, be completed independently, and administered in one sitting. Selected telephone
operators will be paid for their time and their supervisors have agreed to release them without penalty
for this activity.
Project
Gap
Analysis
Strategy
for
PJ
Enterprises
Team
3/Module
2_
11_13_16
Questions to Ask:
How would you rate the quality of your breaks? 1=good 2=fair 3=poor
Describe the training you have received regarding catalog products. Include information
how the training was delivered.
Do you feel the training you received was helpful to troubleshoot difficult situations with
customers. Explain why or why not.
Describe your experience with computers and telephone systems prior to working at PJE.
Tell how often you are able to reach your weekly call and sales goals. If you are unable to achieve
your goals, explain why.
Do you feel you understand the strategic goals of PJE? Why or why not?
Do you know what you should do to help the company meet its goals and objectives? Explain.
Can you see a clear link between your work and the companys goals and objectives? Explain.
about
The following questions will be asked using a continuum scale after each question:
Disagree
Strongly Disagree
Agree
Neutral
Disagree
Strongly Disagree
Disagree
Strongly Disagree
Neutral
Agree
Agree
Neutral
Project
Gap
Analysis
Strategy
for
PJ
Enterprises
Team
3/Module
2_
11_13_16
Strongly Agree
Neutral
Disagree
Strongly Disagree
Agree
Neutral
Disagree
Strongly Disagree
Agree
Neutral
Disagree
Strongly Disagree
Agree
Neutral
Disagree
Strongly Disagree
Agree
Neutral
Disagree
Strongly Disagree
Agree
Neutral
Disagree
Strongly Disagree
Agree
Neutral
Disagree
Strongly Disagree
Agree
Strongly Disagree
The quality of our products and services are very important to this organization.
Strongly Agree
Disagree
People are held accountable for the quality of interactions with customers.
Strongly Agree
Neutral
Agree
My workplace is safe.
Strongly Agree
Strongly Disagree
Disagree
I have all the information I need about catalog products to do my job effectively.
Strongly Agree
Neutral
The necessary information systems are in place and accessible to get my job done.
Strongly Agree
Agree
Agree
Neutral
Disagree
Strongly Disagree
The organization constantly looks for ways to improves products and services.
Strongly Agree
Agree
Neutral
Disagree
Strongly Disagree
Project
Gap
Analysis
Strategy
for
PJ
Enterprises
Team
3/Module
2_
11_13_16
DFP will review training documents and materials to gain a comprehensive understanding of the previous
training methods, presentations, and resources available to the learners.
The following will be evaluated:
Activities
Assessments
Motivational aspects
Questions to Ask
DFP will take into the account the following questions when reviewing the prior training documents and
materials.
PowerPoint presentation general questions:
Is there different training content for the two audience groups (supervisors and telephone
operators)? If so, what are the differences between the two?
Does the information presented in the PowerPoint accurately correspond with the information in
the catalog and automated system?
Is the content all relevant? Is there any superfluous content included in the training?
How is the content organized (e.g., item number, alphabetical, category, etc.)?
What product information does the presentation cover (description, cost, dimensions, etc)?
Does the PowerPoint presentation go over all the product knowledge that customers felt
telephone operators were lacking?
Does the presentation include potential customer hot button issues regarding certain products? If
so, does the presentation cover mitigation strategies and etiquette?
Project
Gap
Analysis
Strategy
for
PJ
Enterprises
Team
3/Module
2_
11_13_16
10
PowerPoint presentation design:
If there are images, do they correspond to the related information? Are they located next to or
near the corresponding information?
Activities:
Does the training include activities that allow immediate application of knowledge? If so, what
are they?
Are there interactive role-playing activities that allow telephone operators to practice their
knowledge as well as telephone etiquette?
Assessments:
Does the training include formative and summative assessments? What are they?
Motivational Aspects:
If any, what are the motivational approaches included within the training (e.g., inclusion of
humor, variety of media, active participation, rewards, etc.)?
Is this the same system the telephone operators and supervisors use when providing customer
service?
Project
Gap
Analysis
Strategy
for
PJ
Enterprises
Team
3/Module
2_
11_13_16
11
Does the audience follow the PowerPoint presentation using the automated entry system on
individual workstations?
Does the training include how to find product information on the automated entry system?
Are the summary product descriptions organized in a clean, organized, and similarly structured
manner? Is it easy to find information in the product description?
If this is the same system the telephone operators and supervisors use when providing customer
service, how long does it take to search for a product description? What is the process?
DFP will analyze records of sales performances of individual telephone operators, including number of
calls processed during shift and sales totals. The calculations will consist of the types of calls processed
per hour per operator. DFP will compare this data with information on the telephone operators (i.e. time
with company, training, performance reviews, attendance).
DFP will go through records of customer complaints and organize into categories of types of complaints,
such as when they were logged, or what product they were calling about. The results will be analyzed to
see if there are any patterns in timing of complaints by category or by telephone operators. DFP will
compare this data with information on telephone operators (i.e. time with company, training, performance
reviews, attendance) to find out what trends may be occurring.
To be evaluated:
Questions to Ask
Based on the customer satisfaction surveys, what percentage of complaints are due to:
hold times
Project
Gap
Analysis
Strategy
for
PJ
Enterprises
Team
3/Module
2_
11_13_16
12
time of year
Do complaints increase with more gaps between training sessions and complaint times?
Is there a correlation between sales amount and average calls processed per hour?
between number of calls processed/hour and number and/or type of customer complaints?
What is the comparison between sales operators will higher services time and those with lesser
service times in:
call/hour rates
Sales figures
Customer complaints/types
Mitigation Strategies
Project
Gap
Analysis
Strategy
for
PJ
Enterprises
Team
3/Module
2_
11_13_16
13
Roadblocks
/
Dependencies
Mitigation Strategies
Project
Gap
Analysis
Strategy
for
PJ
Enterprises
Team
3/Module
2_
11_13_16
14