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How To Implement A Help Desk System

Help desks are an integral part of your business that enable your customers to enjoy all your products and services with flawless assistance. However, you need to implement your help desk the right way to ensure it delivers maximum value. Further, if you outsource the help desk to an experienced IT help desk company, you take half the headache off your plate.

Once you execute the help desk perfectly, there will be huge benefits such as a balanced workload, customer satisfaction, and improved UX. You can allocate requests among the in-house team & your outsourced partner members easily while assigning the right job to the right agent based on the skill set. Besides, you can track your team's performance and review customer satisfaction.

Proper implementation of the help desk is of utmost importance to avail the due benefits from it. Setting up a help desk includes several important tasks. We have compiled a checklist of points that can guarantee success from your help desk.

How to Implement a Help Desk?

The advantages of a help desk for your business depend on how you implement it. Here are the things to consider for a successful implementation of a help desk.

1. Design a Workflow for Your Help Desk

Depending on your business requirements and objectives, the structure of your help desk may vary. Before planning the workflow for your help desk, it is essential to identify your customer service goals and the challenges you'll need to address.

You can customize and establish optimal workflows for your organization, taking into account your business type and team size. The following points are critical to explore during this process:

  • Determine whether you will use single or multiple email addresses to receive customer queries.
  • Decide whether you want to link a single or multiple mailboxes to your help desk account.
  • Evaluate whether you need an internal support team or if you'll rely entirely on outsourced IT help desk services.
  • Select the modes of customer communication to include in the ticketing system.
  • Define the help desk performance metrics and customer satisfaction criteria.
  • Identify the components of the self-help portal.

2. Add Customer Communication Channels

Once you complete planning and designing your help desk, it is time to establish the help desk by implementing all components. You can start with adding the customer communication channels by following the below steps.

  • After creating the support email ID, link it to the help desk. You will receive an automatic verification code in your email ID. After verifying the account, set rules to send the customer emails from the mailbox to the help desk.
  • If you link your help desk to social media, add your WhatsApp, Facebook, or Twitter accounts to the support desk.

Also, it is very important to use these tips to set up customer feedback in certain niches where there is a monetary relationship between the customer and the representative of the business, such as online gaming, online shopping, online casinos such as casino nz, or sites providing any paid services - to avoid monetary disputes with customers due to not setting up a feedback system.

3. Engage the Support Team

The support team is the backbone of your help desk. So, you should onboard the team carefully following the below points.

  • Create the agent profiles to add them as team members. Add their contact details, email addresses, and job profile, such as full-time or part-time employees. You should also specify the respective departments for each executive. This step also decides your IT help desk pricing as you can choose between full-time and part-time staff.
  • Defining the agent role is crucial as it relates to the authorities required for a particular job role. Customizing the access permission takes you a step further toward data security. You may approve the view-only permission to one agent; the agents can edit the ticket-related data.
  • You can select a certain function for the team associates, such as an admin, a supervisor, or a usual agent. Further, you can specify the activities of a member within the help desk. For instance, a manager can prepare reports, but an agent performs the assigned job within a ticket.

4. Develop Automated Ticket Routing

The biggest benefit behind help desk outsourcing is automated ticket routing. It ensures efficient customer service while reducing manual efforts. An automated ticketing system also supports your regular tasks like updating the requests, sending notifications, and assigning tickets.

5. Incorporate Your Existing Apps with the Help Desk

If your infrastructure includes different apps like Microsoft Office, Slack, Quickbooks, etc., you can integrate them with your help desk. It will enable you to access all pertinent customer data from a single point. Besides, your team can fix problems fast and efficiently with all supporting data available at their fingertips.

6. Assess the Security Settings of Your Help Desk

Stimulating the security prospects for your help desk is one of the most vital tasks. For example, you can allow single sign-in for your team members for flawless authentication. Further, you can select the hosting area for your data server and perform domain verification of email.

7. Set up a Customized Self-help Portal

Finding answers to a query is often more convenient for your customer rather than depending on an agent. So, it is crucial to set up a customized self-help portal to provide the best customer service experience. You can create a self-help platform for your customers that may contain FAQs, directions, tutorials, etc.

You can curate your self-service portal based on the frequently asked customer questions and the relevant troubleshooting. Besides, you can upload video tutorials and form a community forum.

8. Implement Regular Monitoring

An efficient help desk plays a crucial role in managing your customer support processes. When your support procedures are not properly organized, it can lead to a loss of control over customer requests, preventing you from fully leveraging the benefits of your help desk. For instance, your help desk may not be in order if:

  • You struggle to control negative comments on social media platforms.
  • There is a significant increase in service request escalations.
  • The appropriate areas for implementing automation are unclear.
  • Backlogs are common, making it challenging to meet service level agreements (SLAs).
  • You face difficulties in providing proactive service.

A help desk provides your IT staff with maximum self-sufficiency in solving customer requests and project management. However, it is also crucial to monitor the help desk performance regularly to ensure the service operation is on the right track. With the right monitoring, you can continuously improve your help desk.


The integration of businesses into the digital landscape has made the help desk a fundamental aspect of customer engagement. Nevertheless, reaping the full benefits of IT help desk services requires careful and effective implementation. This article outlines essential steps to take into account during the help desk implementation process.

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