Five Tips for Improving the ITSM End-User Experience

I often use public transportation services. Sometimes I have a good opinion of the service provider and sometimes I do not. I develop my opinion of service offerings based on the experience I have when I use the services offerings. For example, if I travel on a train that is dirty and doesn’t smell very good, then I am likely to judge the service offerings in a poor light. As a passenger, I am expecting to arrive at my destination so I am not going to develop my opinion of the services based on whether or not I arrive. Instead, I develop my opinion on the overall experience I had while traveling to my destination. If I have a poor experience, I will probably try to find another way to get to my destination even if it takes longer and costs more money.

When providing IT services to end-users, it is important to understand that end-users expect that IT services will be delivered much like I expected my train to arrive at its destination. Therefore, end-users will judge the quality of IT services based on their experience while using IT support. For example, imagine a process is published offering a way to request a laptop through a self-service portal. If the interface is difficult to navigate, or if the automated process fails to deliver the asset in the time it was promised, then you might find your end-users searching for other ways to fulfill their asset requests.

Unhappy end-users reflects poorly on the IT department. Without the support of the end-users, your ITSM solution will not be successful.

  • Do you know what makes end-users happy or unhappy?

When designing your ITSM solution, use the following steps to identify and document what makes end-users happy or unhappy, then design your ITSM processes and interface in such a way that end-users will have a positive experience:

  1. What makes end-users unhappy?
  2. How does IT make end-users happy?
  3. Design your ITSM solution to improve the end-user experience

sad face

What makes end-users unhappy?

When the IT department doesn’t notify end-users about projects that impacts end-users

  • End-users don’t want to be surprised by changes to the interface or changes to ITSM processes without prior knowledge. To ensure end-users buy in to new IT service offerings, be sure to include them in the design processes so they can provide feedback from their perspective.

IT analysts over commit and under deliver

  • Proper expectations need to be set for the end-users. If a callback to the end-user is promised by 5:00 PM, then be sure to call them back. If analysts are over committing, they might have too much on their plate. When assigning tasks to your analysts, be sure to monitor their follow-up. If analysts are not following up in a timely manner, monitor their workloads. Poor follow-up should never be acceptable. Remove analysts that consistently demonstrate poor follow-up capabilities.

We don’t make easy answers readily available

  • Knowledge is extremely important when providing IT services. It can take a lot of time for an analyst to troubleshoot an issue. Avoid duplicating troubleshooting efforts by providing up-to-date knowledge for your analysts. As methods for resolving an issue are discovered, document and publish those methods. When possible, publish methods for resolving an issue to the end-users. If they can fix the issue by following directions from a knowledge article, they will not have to call the help desk.

End-Users don’t like to wait on the phone

  • Long hold times frustrate end-users that call for IT support. It is important that the IT department understand peak call times, then develop methods to handle large call volumes during those times. Provide additional staffing during peak times if needed or build a process that facilitates a call-back from the analyst to the end-user when call volume is high so that end-users do not have to wait on the phone for a long period of time. The longer the wait time, the unhappier the end-user.

We treat end-users like end-users, not customers

  • The customer is always right mentality used by sales operations should be the mentality of the IT service Dept. ITIL calls the end-user a customer which is how they should be treated by the IT analysts. Encourage and positively reinforce good customer service provided by analysts.

Happy Face

How does IT make end-users happy?

Keep end-users informed and involved with IT projects

  • If end-users will be impacted by an IT project, involve them in the design and testing phase of the project. End-users are happy when they are heard. Furthermore, they will be more likely to support the IT project when it goes into production.

Apply Service Level Agreements

  • Service Level Agreements (SLA’s) provide a way for IT to set expectations for the end-user. SLA’s also provide a way for IT to monitor how well it is providing support for the end-users.

Create multiple ways to ask for assistance

  • Provide multiple ways for the end-user to open an incident or make a request. Providing multiple access points for opening incidents or making requests can alleviate long wait times for telephone support; especially during peak hours.

Provide help through a knowledge base with up-to-date relevant information

  • Today’s end-user knows how to find answers to their questions using a smartphone and Google search. If IT provides answers to commonly asked questions by publishing a knowledge database to the end-users, calls into the support center will decrease. Over-all wait times will decrease while end-users will feel empowered as they are able to solve issues themselves.

End-Users want respect

  • Although IT questions and requests might seem elementary to an analyst, they are not elementary for the end-user. Analysts need to avoid talking in a condescending way to the end-user. For example, “you should know that,” or “didn’t you go to training?” are statements that should never be uttered by an IT analyst. When end-users get respect, they will probably give respect to IT and appreciate all that the IT department does for them.

Self Service Portal 5

Design your ITSM solution to improve the end-user experience

  1. Build a self-service landing page – Publish services through a self-service catalog then automate request fulfillment processes where possible. Build approvals and authorizations into the automated self-service processes.
  2. Provide Multiple Ways to Open Incidents and Make Requests – Today’s end-users access the internet in a variety of ways. Be sure to provide a way for them to open incidents and to make requests from multiple access points. For example, not only should end-users be able to make a request for an asset by calling IT services, they should be able to make the same request using their mobile device or personal computer. I have also seen organizations that have IT services provide a “one-stop-shop” where employees can physically go to an office to report an issue or to make an IT request
  3. Look for Ways to Modernize Your Interface – Much like music and furniture, an IT interface can quickly become outdated. Be sure to use software solutions that have a modern, easy-to-use interface. Today’s software solutions need to be easy-to-use across all platforms. A good ITSM interface will change very little when going from a PC browser to a mobile app or browser. Today’s end-users want consistency.
  4. Never believe your processes are perfect – ITSM in not a destination, it is a journey. Never stop measuring and improving ITSM processes. End-users have little patience for redundant tasks that do not make any sense. Keep in communication with end-users and analysts to find areas where a processes can be improved to make them easier, faster, and more reliable.
  5. New technology is your friend – Stay current with the ITSM community by subscribing to ITSM magazines or online forums. New technology that can help you improve IT support will help you reduce your IT costs. Recently, I looked at some new ITSM technology that uses a screenshot to search a knowledge database.

Summary

If your ITSM software solution is not providing you with the latest technology available, or if it cannot be integrated with the latest technology features available, it’s probably time to look for another ITSM solution. To create a positive end-user experience, build an interface that is easy to navigate, provide processes that are quick and efficient, maintain an up-to-date knowledge database, and schedule re-occurring meetings with IT services and a focus group of end-users for the purpose of re-evaluating and improving your current IT services and their processes.

-A special thanks to Kirk Noren ( @kirkNoren ) for helping write this one

-follow me on Twitter @marcelshaw