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How Frequent Should You Assess Your Call Center Agent’s Performance Using KPIs?

Call Center Performance

How many of us think about the value of revisiting those call center services agents' performance KPIs? It's possible that you underwent a protracted defining exercise as a 3-year-old child. Your website has since been updated, and you've utilized A/B testing to improve it. You've also introduced a mobile app and a phone sign-up option. Do the KPIs that were described in-depth still hold?

On the one hand, your actual "Single Performance Indicator" should stand the test of time because it measures the overall success of your organization, which ultimately doesn't fluctuate much. An ecommerce or B2B company still wants to increase sales, while a non-profit organization wants donations, a content website wants advertising revenue.

However, most businesses only partially use digital for customer service call center interactions. Digital KPIs can be early warning signs of a business's overall success. For instance, submitting a lead or form online, joining up for a trial, checking prices, downloading a coupon, or comparing products could all be considered online KPIs. They may still require an explicit money exchange, but they are an essential first step. These digital KPIs are much more susceptible to change with the introduction of a new website or mobile capability.

So how often should you review your digital KPIs?

This could depend on two things:

1. How Fast Are You Growing?

If it takes two years to revamp a website or release an app, you can examine your call center services KPIs less frequently because your actions are typically slow-moving. (If everything has remained the same, it is unlikely that you need to update your KPIs.)

2. How do Your Customers Make Purchases?

You should examine your KPIs more frequently if your purchasing cycles are brief and frequent. This might be less crucial if your business-to-business corporation has a two-year buying cycle.

At least once a year, evaluate your KPIs and leading indicators. The customer call service and business teams can be confident that their efforts are being put to good use if a review results in no modifications.

If your business iterates quickly and/or has a short purchase cycle, doing this every six months might be preferable. Doing this while preparing for sizable efforts that considerably change your KPIs is preferable. Think back to the day when you completed your registration online. A new experiment is now offering customer service call center representatives the opportunity to help customers sign up over the phone. Because a project like that could have a substantial impact on your present KPIs, a reevaluation is necessary.

Remember that this applies to all of your company's KPIs. Even today, every campaign should begin by considering the KPIs that will be used to determine its success.

Analytics is a dynamic field. Performance measurement must therefore assess your business in light of current objectives. KPIs are essential for analysis and optimization, which in addition to reporting, eventually aim to increase performance. Reviewing your KPIs ensures that the business and your analysts focus on the right things.

How are KPIs measured?

Before a company can measure its call center services KPIs, it must decide which measures to track. The teams and goals of the organization have a big impact on this.

The business should pick the appropriate targets once the measurements are established. These are often based on several variables, including prior performance and industry norms.

An organization must respond to the who, when, and why questions to monitor KPIs properly.


Who is responsible for a specific KPI? Assign a team member to manage KPIs so they can serve as the point of contact for any performance concerns. Additionally, this individual should be in charge of monitoring development.


The schedule for reaching these objectives needs to be determined when it comes to the "when." Businesses frequently schedule these on a monthly or quarterly basis. However, depending on each club, the timeframe may be shorter or longer.


The why is the last thing. It's a crucial point to keep in mind while figuring out your call center services KPIs. To inspire your team and ensure everyone is on the same page, having a clear grasp of the company's goals can be helpful.

How Frequent Should You Measure KPI?

The duration allotted for achieving a certain goal determines how frequently call center service KPIs are measured, as was briefly noted in the preceding section.

A KPI may be assessed weekly, monthly, quarterly, or annually.

It is advised to track the KPI of your call center customer services weekly if a business sets a monthly target (for example, a monthly sales goal). However, frequent KPI measurements may lead to inefficient resource allocation.

Additionally, each KPI's attribute determines how frequently it is measured. These traits might be connected to how frequently the KPI-related data is updated or gathered. Every time they make a purchase, customers might enter their level of satisfaction into a website form.

On the other hand, the dashboard software might gather the data every week, directly impacting how frequently a call center customer services KPI might be measured. How long will it take you to accomplish a particular goal? Your customer call service KPIs related to those goals should be measured at or about that frequency.

What Are KPIs for Contact Centers?

KPIs for contact centers are metrics that managers use to gauge the effectiveness of their business. These metrics show whether a call center services succeed in its objectives and whether its representatives provide excellent customer service when resolving client issues.

What Are the Difficulties Choosing the Proper Set of KPIs for a Contact Center?

Generally, it's preferable to provide managers with a select few useful KPIs and contact center data instead of dozens of reports.

The objective is to provide the historical, real-time data businesses use to measure their impact and promote their performance while striking a balance between relevant information and data overload.

Coordinating KPIs across Departments

The required KPIs will differ depending on the purpose of the call center and who works there, which makes choosing the appropriate call center measures difficult. For instance, even though both sales and customer success are concerned with the full customer experience, the sales team is recognized for their number of outbound calls and the money they make.

In contrast, customer service call centers are commended for successfully attending to customers' needs and resolving their inbound issues. Inconsistencies in KPIs between teams may result from these various purposes and end goals.

Obsolete KPIs Being Measured

Another issue is that many businesses still use out-of-date KPIs that, over time, have lost some relevance to their clients or employees. To ensure their KPIs keep up with the demands of both their clients and the company itself, contact centers should routinely audit, review, and update them.

Customer effort, customer satisfaction, revenue (sales and/or collections), agent efficacy and engagement, and agent productivity are all KPIs that call center managers should consider and identify.

Ensuring the Measurement and Attainability of KPIs

Choosing a KPI for your call center services serves only if the data supporting it can be gathered and communicated with stakeholders or if doing so would be prohibitively expensive. When choosing contact center KPIs, it's a good idea to consider the data points you'll need for those measurements, the processes that must be put in place to access the data, and the cost of everything overall relative to the expected returns.


KPI is a metric businesses use to gauge and monitor their progress toward a certain objective. However, merely "measuring" a call center services KPI is insufficient to guarantee economic success. Analysis of the facts and take appropriate action in light of the analysis are more crucial than that.