Narrative 5: The essential role of SLAs
Behind the scenes of a successful ticketing system - BTS Series
Narrative 5: The essential role of SLAs
Every organization that interacts with customers establishes a timeframe within which agents should respond to queries as part of a service level agreement (SLA). For instance, a team might set an SLA requiring that the first response to any customer ticket be sent within an hour of its inception.
Let's look at an example: You schedule a 10 AM medical appointment using the healthcare provider's app. As part of their service commitment, they guarantee—through an SLA—that all patients will be seen within 15 minutes of their scheduled time. When you arrive and check in, you can feel confident that you'll be called in to see the doctor shortly.
This level of timeliness is critical in healthcare, where delays can affect outcomes, patient satisfaction, and trust in the provider. The SLA ensures that the clinic is accountable for prompt service and provides a positive patient experience.
The same idea applies in any service industry: SLAs help maintain customer trust and satisfaction and keep operations running smoothly by setting specific standards. It is essential for businesses to carefully measure, document, and manage SLA metrics to ensure they consistently meet or exceed expectations for service quality.
What are service level agreements (SLAs)?
An SLA is a formal contract that sets the expected standards for quality, agent availability, and responsiveness between a customer and their service provider. It is essential to measure service delivery by establishing clear and achievable performance goals.
SLAs are key to improving customer service because they outline specific targets, such as response and resolution times, which help ensure consistent and effective service delivery. Modern customer service tools now include SLAs to track performance, ensure compliance, and help escalate issues when they reach certain limits. By utilising automation, teams can prioritise tasks more efficiently. This results in better service delivery and higher customer satisfaction.
Types of SLAs
Zoho Desk offers two types of SLAs:
Service Level Agreements define the level of service a customer can expect from your support team based on measurable performance targets—such as response and resolution times—for specific customer issues.
SLAs are customer-facing and are typically tied to factors such as ticket priority, customer tier, or support plan. Zoho Desk also allows you to configure SLAs based on business hours, time zones, and ticket severity to ensure compliance and timely follow-up.
Examples of SLAs:
- Responding to high-priority support tickets within 1 hour
- Resolving technical issues within 24 hours for standard support
- Providing onboarding or implementation support within a set timeframe
Operational-Level Agreements (OLAs) are internal policies that outline the actions various teams will take to meet the commitments outlined in SLAs. They are beneficial in larger organisations where teams rely on one another to deliver those services and meet agreed-upon performance levels.
Examples of OLAs:
- The IT infrastructure team must resolve backend server issues within 4 hours to support SLA uptime targets
- The compliance team must review and update data privacy settings within two business days
- The network team must report and resolve outages within an agreed window to avoid SLA breaches
What are escalations?
Escalations provide a backup system to prevent delays, which can still happen even with clear SLAs. SLA escalations are automated backup plans that activate when a deadline for a response or resolution is missed. To prevent the issue from being overlooked, these rules quickly reassign it to a higher authority or a peer. This approach enables businesses to maintain the necessary service standards, even in challenging circumstances.
Components of an SLA
Agreement overview: This section outlines the start and end dates of the SLA, identifies the parties involved, and summarizes the services covered.
Description of services: This section outlines all included services, response and resolution times, escalation processes, and maintenance schedules.
Communication protocols: This outlines the process for updating and communicating during the support process.
Penalties and remedies: This section outlines penalties, such as service credits or compensation, that may be applied if service standards aren’t met. It also explains how breaches are handled.
Exclusions: This describes events and conditions that void SLA obligations, such as force majeure or customer misconfiguration.
Termination and review: This outlines the processes for reviewing, updating, or terminating the agreement.
Why do businesses need SLAs?
- Enhanced alignment between service delivery and customer expectations
SLAs establish a mutual understanding between the service provider and the customer regarding the service to be delivered. They play a crucial role in achieving the right balance between the parameters of service delivery and support.
- Prioritization
SLAs specify which issues require immediate attention and prompt resolution.
- Standardized support delivery
By clearly outlining their approach to service delivery, businesses can ensure consistency throughout the organisation. This minimises the risk of errors and operational slip-ups.
- Better customer satisfaction
SLAs detail the expected response times for critical issues and the support processes for non-critical matters, ensuring prompt resolutions. Compliance with these established timelines leads to higher customer satisfaction levels.
- Continuous service improvement
Examining service performance data allows for the identification of areas for improvement, adjustments to the services outlined in the SLA, and updates to SLA targets to meet business demands and expectations better.
Final thoughts on SLAs
SLAs are essential for providing reliable, clear, and high-quality service through ticketing systems. They set appropriate expectations and provide a way to measure and improve support performance.
Please stay tuned for more Desk behind-the-scenes series.
Regards,
Kavya Rao
The Zoho Desk Team
Also, read:
Behind the scenes of a successful ticketing system (BTS Series)
- Narrative 4: Exploring the support channels
- Narrative 3 - Comprehending user management
- Narrative 2 - Understanding organizational departments
- Narrative 1 - The significance of a business account
Further reading:
The Wheels of Ticketing Series
- Eighth Insight - Oversee module relationships with Lookups
- Seventh Insight - Organize your data using Modules
- Sixth Insight - The Hidden C in Data
- Fifth Insight - Maximize the role of Departments
- Fourth Insight - The power of Multi-Layouts
- Third Insight - The Importance of Data Segregation
- Second Insight - Let's talk Layouts
- First Insight - Find your Fields
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