How To Build A Business Case For Customer Service Investments

We know that investing in customer service is good for business and can positively impact your revenue. However, building a business case for customer service investments is challenging, as you must understand the benefits and associated costs of the investments.

For some customer service technologies, such as workforce management, email, and chat, the business benefits are very clear. For other customer service technologies, such as social customer service or knowledge management, the business benefits are more difficult to precisely quantify. Yet in all cases, business benefits fall into one of three categories: reducing operational costs, improving productivity, or enhancing the customer experience. Examples include:



Business benefit


Reducing operational costs by…

Improving agent productivity by…

Increasing customer satisfaction by…


- Resolving customer issues with shorter average speeds to answer (ASA)

- Reducing the average interaction cost

Reducing re-contact rates

- Increasing the number of concurrent chat sessions that agents handle, compared with phone interactions

- Engaging customers on channels that they want to use

- Recovering customers before they abandon a transaction

- Educating customers on appropriate products or services

Knowledge management

 - Deflecting contacts from the contact center

 - Reducing non-compliance penalties due to standardized answers

- Decreasing agent training times

-Reducing costs of on-site support

- Empowering agents with standardized answers for faster resolution times

-Improving content findability rates

-Proactively pushing contextual content to the agent’s desktop

-Reducing errors causing rework

-Providing customers with accurate, relevant, and complete answers

- Increasing the availability of self-service content

- Reducing the customer effort score

Proactive notification

-Deflecting contacts from the contact center

-Reducing telecom charges

-Increasing automation (e.g., for collection services)

-Empowering agents with contextual alerts and notifications

 -Communicating to customers timely and time-sensitive information

-Delivering information using customer communication preferences

Be pragmatic about calculating costs, and focus on the investment required to bring this new initiative, application, or technology online as compared with the cost of maintaining the current environment. Types of costs to consider include:

  • IT and technical infrastructure. These costs will vary based on the licensing model of the application - whether it's a cloud-based or an on-premises application. Don't forget to factor in the number of application environments — such as development, testing, and production — you need.
  • Labor. External and in-house resources and work effort required to complete a customer service technology project, which depends on the amount of customization and the amount of third-party application integration required to link other data systems such as transactional systems, billing systems, and legacy databases.
  • Training. Training costs generally include fees paid to software vendors or third-party professional services organizations for end user training about the new technology. Don't forget to estimate the cost of lost productivity that will be incurred due to customer service agents having to ramp up and learn new screens, navigation, and application functionality as well as attend training sessions.

To read more about creating a comprehensive business case for your customer service projects, see my latest Forrester report.


I agree with the challenges

I agree with the challenges of creating a business case for Customer Service especially in the areas Kate mentioned. In the long run Customer Service plays a very critical role in sustaining and growing any business. Reduction in Service Intensity helps in reducing the call volumes which intern saves good amount of operational costs for the enterprises. Generally the Integration programs are long duration programs with lot of funding required. Another way to manage such transformations is by having a solution which is impactful in increasing agent productivity with minimum change management by this I mean a non-intrusive way of integration and enhancing the information required by the agents.


terrific blog. Very useful. I hope you don't mind if I reblog through Linkedin.

Well said

Great blog Kate - and so on target. We find that the best implementations start with the business case. What business benefit do you expect to achieve? We also find that agent productivity and operational cost reductions go hand-in-hand. Best of all worlds when you can combine those benefits with increases in customer satisfaction. In the past, it was either-or - lower cost would equal lower sat. Happily that is no longer the case. I've already shared your blog on LinkedIn. Cheers!

Thanks Diane

And its always great to hear from you!

I see many pragmatic customer service investments instead of transformational projects this year and next, and it all starts with a solid business case.

I appreciate how you broke

I appreciate how you broke the business benefits into three basic categories. Finding a way to quantify some of those benefits would be challenging next step in developing a business case. I plan on adding your blog to my watch list.

Additional benefit

How about an additional soft benefit like:
- Superior perception about the brand, elevating competitiveness


Agree with the soft benefits - however these are harder to quantify and add as line items to a business case. But these soft benefits are absolutely valid.