In my opinion you cannot avoid such situations, because the help desk is for users and shouldn't be protected from them (unless you close the door:)
Think about implementation of following things:
1. Make registration of the ticket extremely easy for Users:
- nice email address plus stickers with this email address everywhere,
- integration with web browser
- just an icon on Windows desktop
- small mobile app on their smartphones
and also checking their status later on
2. Integrate your ticketing tool with VOIP in order to have ticket automatically registered
3. When the user come to SD, then IT SD technician should immediately register the ticket, explaining the user that this way for example he could check his previous tickets or inventory
4. Metrics for SD technicians (make their bonuses dependent on it, but be careful - first measure, later apply KPIs)
5. Educate, educate and educate your end users at any occasion that:
a) they should use self service as much as possible
b) would be great if they call over the phone first
c) then they can go in person and ask
Posted: Wed Dec 17, 2014 1:17 pm Post subject: Different strokes for different folks
This all comes down to consistency. If sometimes you accept walk ups and sometimes you don't then you're not creating a behavior. And as a service desk you need to create behaviors through consistency.
Users don't mind logging tickets if it's not made to be a difficult / long process. And... they should log them 100% of the time before approaching the Service Desk.
Tomek mentioned that the helpdesk is for users, which is right, but it's for all users, not just those who are close enough to walk up and get preferential treatment.
If someone comes up saying 'its critical', we would always suggest to our clients that they enforce a ticket to be logged, and then depending on the ticket, the priority, the role of the person requesting it, we would also advise to look at it as soon as possible.
If walk ups increase your average resolution time / average update time, impact your SLAs etc then addressing this is more important that letting down the few users who will walk up.
Posted: Thu Dec 18, 2014 5:09 am Post subject: I don't think you can avoid it.
It is a culture change for everyone.
At a previous job we did not allow customers (our internal users) to walk-up to the help desk. They were behind closed doors not accessible to just anyone.
Often times our Level 2 techs were the ones who were hounded by the 'walk-ups' while out on a service call. However, it was ingrained in their professional psyche that one of two things occurred (and always with great customer service): They requested the customer submit a ticket via email or phone call to the help desk so their request can be documented and tracked for quality assurance and compliance. Or, if they were able to work the problem on site, the Level 2 tech notified the Help Desk to create a ticket based on the techs provided detail and assign it to their group where the Supervisor or Lead would assign the ticket over to the tech for completion.
The latter did not occur enough to disrupt metrics. I think it's important to tell the customer why it's important to submit the tickets.
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