Agent Performance Report

From data to decisions: A deep dive into ticketing system reports

An agent performance report in a ticketing system provides a comprehensive view of how support agents manage customer tickets. It measures efficiency and quality by tracking key performance indicators (KPIs).

What KPIs do agent performance reports track? 

Response metrics

• Outgoing: Total number of responses on tickets (not including incoming threads)
• Responses: Total number of replies related to an incoming ticket thread
• First response: Total number of first responses on incoming tickets
• Reopened tickets: Total number of reopened tickets during the selected period
• First response time (average): Average time between ticket creation and first response
• Response time (average): Average time between a customer submitting a ticket and receiving a solution
  

Resolution metrics

• FCR tickets: Total number of tickets that get closed within the first response
• Closed tickets: Total number of closed tickets
• Resolution time (average): Average time between resolving the customer's issue and successfully closing the ticket
  

SLA metrics

• First response violation: Number of tickets whose first responses were sent after their SLA targets
• First response success: Number of tickets whose first responses were sent within their SLA targets
• Response violation: Number of tickets whose responses were sent after their SLA targets
• Response success: Number of tickets whose responses were sent within their SLA targets
• Resolution violation: Number of tickets that were resolved after their SLA targets
• Resolution success: Number of tickets that were resolved within their SLA targets
• First response violation time (average): How long, on average, first responses violated the SLA target by
• Response violation time (average): How long, on average, did initial responses violate the SLA commitments by
• Resolution violation time (average): How long, on average, resolutions violated their established deadlines or SLA commitments by (in days)
• First response residual time (average): Average time left until the SLA target after sending a first response
• Response residual time (average): Average time left until the SLA target after responding to a ticket
• Resolution residual time (average): Average time left until the SLA target after resolving a ticket

Customer happiness metrics

• OK ratings: The number of agent responses that received an ok rating
• Bad ratings: The number of agent responses that received a bad rating
• Good ratings: The number of agent responses that received a good rating
  

Report purposes

• Track daily activities and monitor key metrics—such as ticket volumes handled, response and resolution times, and session counts—to gain insight into the daily actions of agents. 
• Identify strengths and weaknesses that reveal which agents consistently meet service targets and which may need additional support or training. 
• Make data-based decisions about staffing, scheduling, and process improvements.  
• Agent performance reports help managers cut chaos and find their employees' strengths and weaknesses.
  

Points to remember when using an agent performance report

• The data on the report will refresh every hour.
• Only administrators can view the dashboard.
• Deleted, merged, and spam tickets are included in the report.
  

Final thoughts

Supervisors can use the report to rank agents, recognize top performers, and tackle bottlenecks in their processes. They can filter the breakdown by high-priority tickets, different ticket types, or custom periods for deeper analysis. By regularly monitoring these metrics, organizations can improve service quality, boost team productivity, and ultimately enhance their customer experience. 

The agent performance report is a crucial tool in ticketing systems for measuring agent productivity, service quality, and adherence to support standards. It helps management optimize support operations.

Stay tuned for more articles in our Desk Reports series.

Regards,

 

Kavya Rao

The Zoho Desk Team

Managing a help desk involves complex responsibilities, such as identifying bottlenecks, minimising errors, and evaluating team performance for seamless service delivery. To do this effectively, access to comprehensive analytics and real-time insights is crucial. Zoho Desk streamlines these tasks by also providing detailed analytics and live reports through the Radar app, allowing managers to make informed decisions anytime, anywhere. Download now!

Also read:

Time-based reports

• Resolution Time Report
• Response Time Report
• SLA Ticket Report

Agent-based reports

• Agent Availability Report
  

• Topic Participants

• Kavya Rao Addepalli

  

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