Setting Up a Customer Support System
As a product designer, I’m obsessed with customer support. So much so that I set up and manage our entire support system — and monitor every request that comes into our company. That’s tens of thousands of support tickets over the years. After seeing all of that, here are a few things I recommend if you're building a support system: (1) Use a helpdesk or CRM system. If you're managing customer support from your email inbox, you're living in the caveman days. (2) Start support requests with an online form. - Forms gather the right information up front and help resolve issues faster. - They also provide redundancy since email delivery is not always reliable. - Our support form presents different fields depending on the type of request — see screenshot. (3) Build redundancy into your support email. Every request we receive is logged in three places: - A POP/IMAP mailbox - Our helpdesk/CRM system - Forwarded copies to team members If one system fails, the request still exists somewhere else. (4) Create canned responses. Most support issues repeat. Write good responses once and reuse them. (5) Use live chat internally. When multiple team members are working together, real-time communication is much faster than email. Other features you can consider include FAQs, knowledge bases, chatbots, live chat, etc., but their usefulness depends on the type of customers you serve and the support you need to provide.