Beyond Tracking: How Automation Transforms Habit Building for Customer - After - Sales Service Management

Bika

May 30, 2020

5 min read

The Challenge in Building Habits & Routines

For professionals involved in customer after - sales service management, building and maintaining consistent habits and routines is no easy feat. Time constraints are a significant hurdle. With a constant influx of customer tickets, it's difficult to find the time to focus on personal development habits, such as regular training or self - reflection. Motivation can also be a fleeting commodity. When faced with repetitive tasks and tight deadlines, the initial enthusiasm for new habits quickly wanes.

Forgetting steps in a routine is another common issue. In a complex after - sales service environment, where multiple processes are involved, it's easy to overlook a crucial step, like following up with a customer after a ticket has been resolved. Integrating new habits into an already busy workflow is like trying to fit a square peg into a round hole. There seems to be no room for additional activities without disrupting the existing operations.

Thankfully, digital tools can come to the rescue. They offer a glimmer of hope in the quest for consistency, helping to overcome some of these challenges.

Introducing Habit Tracker & Routine Apps

In recent years, the market has seen a surge in dedicated habit - tracking and routine - planning applications. These apps have become popular due to their user - friendly interfaces and a range of features designed to assist in building and maintaining habits.

When users search for the "best habit tracker app" or the "best routine app", they're looking for tools that can help them stay on top of their goals. Features such as tracking completion of tasks, streaks (consecutive days of task completion), reminders, and goal - setting are highly sought - after.

For example, Streaks (https://streaksapp.com/) is an app that allows users to create a list of habits and track their daily progress. It uses a simple checkbox system, and users can set reminders to ensure they don't forget to complete their tasks. HabitNow (https://habitnowapp.com/) focuses on helping users build new habits by providing a clean interface for tracking and a motivation system based on rewards. Way of Life (https://wayoflifeapp.com/) offers in - depth analytics, allowing users to understand their habit - building patterns over time. Habitify (https://habitify.me/) provides a gamified approach to habit tracking, making the process more engaging. And Habitica (https://habitica.com/) turns habit - building into a role - playing game, where users earn rewards and level up as they complete their tasks.

These apps are designed to make it easy for users to monitor their progress, but they often fall short in certain aspects, especially when it comes to complex workflows.

The Limits of Simple Tracking

While traditional habit trackers and routine apps are great for basic tracking, they have their limitations, particularly for those in customer after - sales service management. These apps primarily focus on tracking the completion of a habit or routine task. However, they don't usually automate the tasks or external processes that support the habit or are part of the routine workflow itself.

For instance, in after - sales service, simply tracking that a customer ticket has been resolved doesn't address the underlying processes. Manually assigning tickets to the appropriate team member, ensuring that tickets are resolved within the deadline, and managing customer information are all crucial steps that require time and effort. A simple habit tracker can't automate these tasks, leaving professionals to rely on manual processes, which are prone to errors and inefficiencies.

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Proactive Automation for Habits & Routines: The Bika.ai Customer After - Sales Service Management Template

Bika.ai offers a proactive automation concept that goes beyond simple tracking. The [Customer After - Sales Service Management](https://bika.ai/en/template/customer - after - sales - service - management) template is a prime example of how automation can revolutionize workflows related to habit and routine building in this context.

Why Use the Customer After - Sales Service Management template?

This template provides a comprehensive solution that integrates customer ticket tracking, ticket assignment, ticket timeout reminders, and customer information management.

One of its key advantages is the automated ticket assignment feature. You can share the ticket form link or QR code with customers, or embed it on your website. When a customer submits a ticket, the system automatically assigns a follow - up person. This reduces manual operations, lowers costs, and increases service processing speed. For example, in a busy customer service department, this automation ensures that tickets are distributed promptly, without the need for a manager to manually assign each one. This not only saves time but also helps team members get into the habit of promptly attending to new tickets.

The ticket timeout reminder is another valuable feature. When a ticket is nearing the processing deadline, the automation sends reminders. This ensures that customer issues are responded to and resolved promptly, enhancing customer satisfaction. For employees, this means they are reminded of their tasks in a timely manner, helping them build the habit of meeting deadlines.

The automated and personalized workstation functions are also beneficial. They help employees manage their tasks and responsibilities more efficiently, speeding up service processing. For example, the "Personal Task Statistics" dashboard gives a centralized overview of personal ticket tasks, allowing employees to quickly assess their workload and prioritize tasks. This can be integrated into a daily routine of checking and planning work, making it easier to stay organized.

How the Template Works?

Automation:
- Automatic Assignment of Service Ticket Handlers: When a new ticket is created, the system automatically assigns a handler based on a rotation schedule. This ensures quick task distribution, improving response speed and service quality. For instance, if there are five team members on duty, the system can rotate ticket assignments among them, ensuring fairness and efficiency.
- Service Ticket Timeout Reminder: Every day at 9:00, the system aggregates all "Timeout" after - sales tickets and sends a notification to the Slack channel to remind the team to follow up. This consistent reminder can be part of the team's daily routine, ensuring that no ticket slips through the cracks.
Personal Workstation:
- Personal Task Statistics: Displays personal ticket tasks in a dashboard for a centralized overview. Employees can use this to quickly check their pending and overdue tickets, which can be incorporated into their daily habit of starting work by assessing their workload.
- Tickets I Need to Approve: Shows only the tickets requiring approval, streamlining the approval process.
- Tickets I Need to Process: Displays only the tickets assigned for processing, helping employees focus on their tasks.
- After - Sales Ticket Submission Form: A shareable form for users/clients to fill out, with collected information centralized in the "After - Sales Service" table.
Backend Management:
- After - Sales Service: Records all basic ticket information, including submission time, after - sales type, responsible party, supervisor approval, handler, processing duration, and status. This comprehensive record - keeping is essential for monitoring and improving the after - sales service process.
- Customer Information: Manages customer contact details, purchase history, etc., linked to after - sales records for a holistic view of each customer’s journey.
- After - Sales Duty Personnel: Maintains duty personnel information to support automated handler allocation.

How to use the template

Enter basic data: Add team members responsible for ticket follow - up in the After - Sales Duty Personnel table to enable round - robin allocation in automation. Import existing customer data in bulk or manually add new customer information in the Customer Information table.
Share the ticket submission link: Get the form link/QR code from the After - Sales Service Ticket Entry, click "Share" to generate a link/QR code for embedding on your website or sending to clients via email/SMS. Clients can then submit tickets independently, and the information syncs directly to the After - Sales Service table.
Configure "Automatic Assignment of Service Ticket Handlers" automation: When a new ticket is submitted, the system automatically assigns a duty handler and creates a smart task. Adjust settings by modifying trigger conditions or configuring smart task reminders.
Set up "Service Ticket Timeout Reminder" (taking Slack as an example):
- Step 1: Go to the "Service Ticket Timeout Reminder" automation editor, find the "Send message to Slack" executor, and paste your Slack webhook URL.
- Step 2: Customize overdue rules. For example, change the overdue threshold from 24 to 12 hours by modifying the logic in the "Timeout Determination" formula field in the After - Sales Service table.
- Step 3: Enable and test the automation. Click "Run Now" to check if the Slack channel receives overdue ticket summaries.
Team members process tickets: Use the "Personal Task Statistics" dashboard on the workbench to quickly check pending/overdue tickets. Filter by status in "Tickets I Need to Process" to prioritize urgent/overdue tasks. Click on smart tasks to view ticket details, record results, and update status.

This template is beneficial for customer service department personnel, operations and management personnel, and senior management. It helps them manage their tasks more efficiently, build consistent habits in handling customer tickets, and ultimately provide a better service experience.

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Try the [Customer After - Sales Service Management Template](https://bika.ai/en/template/customer - after - sales - service - management)

Building Your Personal Consistency Stack

For those in customer after - sales service management, choosing the right tools is crucial. A dedicated habit tracker can be sufficient for simple, personal habits, such as taking regular breaks or practicing short - term learning activities. However, when it comes to the complex workflows involved in after - sales service, the [Customer After - Sales Service Management](https://bika.ai/en/template/customer - after - sales - service - management) template or similar proactive automation tools are essential.

These tools can work together. For example, a habit tracker can be used to remind employees to start their daily review of the automated ticket assignments and timeout reminders provided by the Bika.ai template. The template, on the other hand, takes care of the more complex, repetitive tasks in the after - sales service process, allowing employees to focus on higher - level tasks and building better service - related habits.

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Conclusion: Smarter Habit Building for Customer After - Sales Service Management

In the journey of building habits and routines, we've seen that simple tracking has its limitations. However, proactive automation, as demonstrated by Bika.ai's [Customer After - Sales Service Management](https://bika.ai/en/template/customer - after - sales - service - management) template, offers a deeper level of support.

This template not only automates key processes in after - sales service but also helps employees build consistent habits in handling customer tickets, meeting deadlines, and providing excellent service. By leveraging such automation, professionals in customer after - sales service management can achieve greater consistency and efficiency in their work.

We encourage you to explore Bika.ai for automating workflows that support personal and professional development, including those related to habit - building in the context of after - sales service.

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