What is Availability Rate?

Availability Rate refers to the proportion of time an agent is actively ready to work with customers but not directly engaged with a customer. This is sometimes referred to as idle time or available time.

How to Calculate Availability Rate

Formula to Calculate Agent Availability

Availability can be calculated using the formula:

Where:

• Available Time is the time agents are available to take calls but are not engaged in any calls (i.e., idle or waiting for a call).
• Total Logged-in Time is the total time agents are logged into the system, including time spent on calls, in after-call work (ACW), and idle time.

Example of the Agent Availability Formula

Suppose an agent is logged into the system for 8 hours (480 minutes) and was available (but not handling calls) for 90 minutes.

This means that the agent was available 18.75% of the time during their logged-in hours.

Why Availability Rate Matters

Availability Rate is crucial for several reasons:

• Service Levels: Ensures that there are agents ready to handle incoming calls immediately, reducing customer wait times and improving service levels.
• Operational Efficiency: Helps in managing workload distribution and ensuring that agents are not overburdened.
• Customer Satisfaction: Higher availability rates can lead to quicker response times, enhancing the overall customer experience.

Factors Influencing Availability Rate

Several factors can impact the Availability Rate:

• Call Volume: Higher call volumes can reduce availability as agents spend more time handling calls.
• Shift Length: Longer shifts may lead to more idle time if call volumes are not consistent throughout the day.
• Breaks and Meetings: Scheduled breaks and meetings can affect the total logged-in time and, consequently, the Availability Rate.

Strategies to Improve Availability Rate

To enhance the Availability Rate, consider the following strategies:

• Optimize Scheduling: Ensure that agent schedules align with peak call times to minimize idle periods.
• Monitor Call Volumes: Use historical data to predict call volumes and adjust staffing levels accordingly.
• Provide Training: Equip agents with the skills to handle calls efficiently, reducing the time spent on each call and increasing availability.

Related Terms

• Occupancy: The percentage of time agents are actively engaged in tasks, such as handling calls or completing after-call work (ACW).

• After Call Work (ACW): Tasks that agents complete after finishing a call, such as updating records or sending follow-up emails.

• Agent Utilization: The percentage of time agents are actively working on customer interactions compared to their total logged-in time.

Conclusion

Understanding and optimizing Availability Rate is essential for maintaining efficient contact center operations. By addressing the factors that influence availability and implementing strategies to improve it, contact centers can enhance service levels, operational efficiency, and customer satisfaction.