9 Tips to Reduce Cost per Call in Your Call Center

Discover 9 practical tips to reduce the cost per call in your call center. From embracing remote work models to leveraging advanced technologies, optimize your operations and maximize cost savings while maintaining excellent customer service.

We all know that call centers play a vital role in delivering exceptional customer service. However, operating a call center efficiently while keeping costs under control is no easy task. That’s why we’ve compiled these 9 tips to help you reduce the cost per call in your call center. From embracing remote work models to leveraging advanced technologies, these strategies will not only save you money but also enhance your overall customer experience. Let’s take a closer look into the practical steps you can take to optimize your call center operations and maximize cost savings.

1. Cultivate a remote work model:

  • Embrace a remote work model to reduce operational costs associated with renting office space, utilities, office supplies, and furniture. By allowing your team to work from home (WFH), you can save significantly on these expenses.

  • Remote work also offers benefits to your agents. They have the flexibility to work from the comfort of their homes or any location of their preference, which can improve their work-life balance and motivation. Without the need to commute, they can adhere to work schedules more effectively.

2. Optimize hiring:

  • When hiring agents, prioritize individuals with at least beginner-level knowledge of resource utilization and customer management. This approach helps reduce call center training costs since you won’t have to start from scratch. Additionally, these agents bring valuable skills and know-how to the table.

  • Fine-tune their skills according to your company’s needs through consistent feedback on their performance and additional training. This approach ensures that they continuously develop their abilities to deliver excellent customer service.

3. Monitor performance and KPIs:

  • Well-performing agents handle more productive calls during their shifts, leading to a decrease in the cost per call. To ensure optimal performance, it’s essential to regularly evaluate your agents’ performance, provide feedback, and track key performance indicators (KPIs).
  •  You can achieve this by implementing robust monitoring and reporting tools. For example, Call Center Studio offers built-in real-time monitoring and access to powerful reporting tools like Google Data Studio, allowing you to measure and manage performance effectively.

4. Improve training and coaching:

  • After evaluating your agents’ performance and identifying their strengths and areas for improvement, it’s crucial to take action. Start by acknowledging your agents’ successes and creating a culture of appreciation within your call center. Consider implementing best practices for recognition and rewards.

  • Design a comprehensive training program that focuses on polishing existing skills and developing new ones. By providing ongoing training opportunities, you empower your agents to provide better customer service.

  • Invest in equipping your team leaders with effective coaching skills, as they play a vital role in guiding and mentoring the agents.

5. Use cloud-based call center software:

  •  Adopting cloud-based call center software offers multiple cost-saving advantages. Firstly, you eliminate the need for bulky hardware, such as traditional telephones and data storage units, reducing upfront and maintenance costs. With cloud-based solutions, all data is securely stored in the cloud.

  • Cloud technologies also provide infinite scalability, allowing you to adjust your operations’ scale based on call volume and peak times. This flexibility ensures you’re prepared for fluctuations in demand without worrying about excessive costs.

  • Moreover, cloud-based call center software reduces IT dependency since software maintenance and updates are handled by the software company. This means less reliance on in-house IT support, resulting in cost savings for your IT department.

6. Go multichannel:

  • Embracing a multichannel approach means moving away from the traditional one-call-per-agent system. By maintaining various communication channels with customers, you can alleviate the pressure on call traffic and improve efficiency.

  • Multichannel systems allow representatives to handle multiple chats simultaneously, increasing their productivity. You can integrate various social media platforms like Facebook, WhatsApp, Telegram, and Webchat, expanding the channels through which you engage with customers.

  • This approach enables you to support a larger customer base with fewer staff members, resulting in cost savings without compromising on service quality.

7. Leverage self-service:

  • One effective way to reduce costs in a call center is by empowering customers to find solutions for their basic needs without the need for a middleman. Implementing self-service options allows customers to interact directly with the business to resolve common queries.

  • Smart Interactive Voice Response (IVR) and chatbot services provide customers with the freedom to find solutions independently. These technologies not only free up your agents to handle more complex inquiries but also optimize their time by managing routine interactions.

  • Call Center Studio offers Contact Center AI deployments, which provide self-service solutions like Dialogflow-powered voicebots and conversational AI with high accuracy in intent-processing. By utilizing these solutions, you can save both time and money.

8. Improve First Call Resolution (FCR) rates:

  • Optimizing First Call Resolution rates is crucial for cost reduction and customer satisfaction. By empowering your agents with the right tools, you can resolve customer problems within a single call, reducing the need for customers to call repeatedly for the same issue.

  • Skill-based routing is an effective tool to connect customers with agents who have the necessary skills and knowledge to address their specific needs. For instance, a Smart IVR flow can route the customer to the agent with the most relevant expertise, managing customer expectations effectively.

  • Integrating a Customer Relationship Management (CRM) system is also essential. CRM integration helps retrieve customer data and provides agents with valuable information about the customer’s journey so far, enabling them to respond faster and more efficiently. This integration helps minimize the cost per call while improving the overall customer experience.

9. Consider outsourcing your processes:

  • If it aligns with your business strategy, outsourcing your contact center operations to a Business Process Outsourcing (BPO) provider can offer significant cost savings. BPO call centers already have the necessary equipment and staff to handle customer service operations, eliminating the need for individual cost investments and maintenance.

  • BPO call centers often possess versatile expertise gained from working with various industries. This experience can prove valuable in managing different channels and preparing for peak call volumes, allowing your business operations to run more smoothly.


By implementing these 9 tips to reduce the cost per call in your call center, you can create a more streamlined and cost-effective operation without compromising on customer satisfaction. From embracing remote work models and utilizing cloud-based software to improving training and leveraging self-service options, each tip contributes to a more efficient and cost-efficient call center. Remember, by prioritizing cost reduction strategies and embracing innovative approaches, you can transform your call center into a high-performing, cost-effective customer service powerhouse.

Your #1 goal should be to provide a stellar customer experience. That means being available on your customer’s preferred communication channel and connecting them with a resource with the relevant interaction history, who has the right skills and tools to handle calls professionally, effectively and efficiently, with the goal of first call resolution. Learn more about Call & Contact Center Solutions with Whichvoip’s guide https://whichvoip.co.za/call-centre/ 

Be sure to check out this comprehensive guide that compares call centre companies and providers in South Africa and find the best and most affordable provider and contact centre solutions.

About WhichVoIP

Since 2009, WhichVoIP.co.za has helped thousands of South African businesses to make better buying decisions for phone systems, VoIP, and connectivity. During this time, we’ve facilitated the connection of 45 000+ users through our network of 500+ telecom providers in our directory.

If you need a quote on a telephone system, VoIP, or other business communication solutions, click here to get one in a flash.

About WhichVoIP.co.za

Since 2009, WhichVoIP.co.za has helped thousands of South African business to make better buying decisions for phone systems, VoIP and Fibre and Wireless internet connectivity. In this time, we’ve facilitated the connection of 50,000+ users through our network of 500+ telecoms providers.

If you need a quote on a telephone system, VoIP, or other business communication solutions, click here to get one in a flash.

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