Nowadays, it is a common problem for organizations to select suitable tools, trends, or techniques at a suitable time. In fact, this problem always remains a headache for organizations, but we specifically said nowadays because there are a large number of tools, trends, or techniques before organizations as compared to the past. That’s why it becomes difficult for them to select the suitable one.
For example, every organization wants to select the best help desk software, but due to similarities and so many options, it becomes difficult for organizations to choose the ideal one. But it could be an easier task if you actually know what you want from your new help desk software. So, in this article, we have discussed what an organization should look for in an ideal help desk ticketing software. We hope it will be really helpful for you in founding the best help desk software.
Features To Look For In An Help Desk Ticketing Software
Normally, help desk software offers several advanced features, but the real thing is to determine which feature would be suitable and beneficial for your organization. Here we have discussed some common features that every organization must seek. But more features could be added as per the requirements of your organization. So, the following are some common features of an ideal help desk ticketing software.
- Fits business goals
First, speak with those who use or will need to utilize your ticketing system to compile a list of common problems and inefficiencies. Think about the needs of the business that this product will serve and focus on finding answers that will assist those needs to be met.
- Intuitive interface
Accepting new software for use is rarely a straightforward choice. Some time is needed for the learning curve and the adjustment period. Therefore, the most important aspect of a support center is its user-friendliness. Assess the tool’s practicality by responding to the following questions.
- Is it simple to use?
- Is it easy to find the options our teams use the most?
- Can support teams make changes without having to contact IT?
Before making a final choice, make sure you get a chance to try it out. The next step is to try out several ticketing tools and choose one that minimizes disruptions and maximizes output.
- Support across multiple channels
Today, consumers engage with companies across various channels simultaneously, making real-time cross-platform communication a need. Since your consumers are likely to access your support services via multiple channels, you must employ a ticketing system that works with all of these channels. Customers can initiate contact in whichever manner is most convenient for them, and the interaction can be continued in whichever medium is most convenient for you. That’s why it’s important for your ticket tracking system to be able to consolidate orders from many channels into a single line item.
- Multiple language support
Although there are no national boundaries on the web, you still shouldn’t exclude clients because of their language barrier. Suppose you want to guarantee that all of your customers, no matter where they are located, receive the same level of service. In that case, the ticketing system you use must handle different languages.
- Excellent support for your team
It’s not just your consumers who rely on this product, after all. How helpful is the ticketing system’s customer service? How dependable is this instrument, generally speaking?
- Collaboration features
Support interactions with consumers might go on for days and span numerous shifts. Getting perspectives from different teams can help you better understand the issue at hand and find a workable solution. So that internal talks don’t get lost in the shuffle, you’ll need a ticketing tool that facilitates constant communication and alignment across your team. Tools for working together are:
- Mentions and notes to converse privately about support tickets.
- Collision detection to prevent duplicate replies.
- Saved replies to enable support staff to pick up the conversation from where a previous rep left off.
- Search-friendly
The most effective ticket tracking software will offer a search feature that allows you to quickly locate tickets based on criteria such as priority and the agent responsible for handling them. Filter options like inquiries, escalation, core issues, features, and more should help support teams locate tickets. Labeling items and needs help organize data and make it easier to find what you’re looking for.
- Security features
You should look for following security features in an ideal help desk ticketing software:
- Encrypting messages to stop hackers from reading consumer messages.
- HIPAA and GDPR compliant.
- The assignment of rights and responsibilities to users depends on their roles.
- The checking of downloaded files for viruses to prevent the spread of malware.
- Two-factor authentication.
- Put in place IP address limitations to stop unauthorized users from accessing your server’s backend.
- SSL encryption for cloud-based ticketing solutions.
- Ticket routing, tags, and categories
Without proper organization, a ticketing system is destined to become a confusing and ineffective mess. Your staff should be able to look at a ticket and know its status instantly. Whether they will be processing the ticket themselves or forwarding it to a more qualified rep, the next step must be made clear. Tickets are sorted and processed with the use of categories and tags as they are merged, reassigned, or otherwise redirected to other agents. To better grasp the nature of a ticket and how to proceed, agents can sort tickets according to criteria such as status, department, issue, and kind of request.
- Knowledge base capabilities
Self-service alternatives reduce phone inquiries for 45% of businesses while increasing web traffic. A knowledge management system allows you to build a linked database for which customers can easily search. If you have a knowledge base, you can cut down on the number of support tickets your team receives and devote more resources to answering complex technical questions. Help desk agents will have an extra set of hands if they have access to knowledge management software. It should work in tandem with your ticket tracking system and provide you with AI Suggest features to speed up your search for answers to frequently asked questions.
- Scalability
When a team expands, scalability becomes crucial. Since your crew size may increase or decrease, your ticketing system must be flexible. Support volume increases necessitate that helpdesk software provides API access and procedures to automate repetitive chores. Here are some questions to consider:
- How much more does adding additional team members to the plan cost?
- Does the future cost align with your budget for a ticketing system?
- Will you need to upgrade to a higher plan to enjoy the features we’ve mentioned in this guide?
Consider these issues when looking for a ticketing platform, as some charge based on the number of support queries received.
Conclusion
We had started the whole discussion with the aim of finding out some ideal features of a help desk ticketing software that could benefit every organization. In Other words, we have discussed why an organization should seek the best help desk software. In this way, we have discussed some common enterprise help desk software qualities. Keep one thing in mind: these features that we have discussed are common, and you could add more features according to your organization’s requirements. But we strongly recommend adding these features to your wishlist if you want to choose an ideal help desk software.
