20 Crucial Call Center KPIs [Formulas, Benchmarks, and Examples] (2023)

The success or failure of a call center – or any business with a customer service or sales team – largely hinges on the performance of their agents.

Employees who place and handle calls from customers are a company’s face, the people who are responsible for giving positive first impressions, handling complaints in a professional manner and generally making clients feel well-taken-care-of and at home with a company.

So, how do you gauge these all-important agents’ performance over time?

By monitoring call center KPIs, of course!

What are call center KPIs?

Call Center KPIs are a series of metrics that measure the performance of call center agents and call centers as a whole. They are crucial to track because they give you a clear picture of where your call center excels and where it stands to improve.

It can be difficult, though, to select the specific call center metrics that you want to focus on.

Let’s be honest, it can be difficult to find ways to improve your call center agents’ performance in general, right?

Well, not to fear.

Below we’ll break down 20 key call center metrics, including their formulas and examples of target figues.

After reading this article you’ll have a clear understanding of what goes into determining a wide range of call center metrics, which should help you choose the right ones to hone in on for your business.

Let’s get started!

Top 20 KPIs to track in your call center

1. First Contact Resolution (FCR)

Also known as first call resolution rate, the first contact resolution metric measures the rate at which your customers’ problems were resolved on their first call to your business over a given period.

Formula: FCR = Total number of call resolved on first attempt / Total number of calls received

20 Crucial Call Center KPIs [Formulas, Benchmarks, and Examples] (1)

Benchmark: 90% or above is considered a good FCR rate. It means that your customers’ problems were adequately addressed on 90% of the calls received by your company.

How to improve FCR rate

To improve your first call resolution rate, follow these steps:

  1. Create an informative knowledge base and share it with agents.
  2. Provide adequate training.
  3. Make the agents familiar with common/most frequentcustomer queries.

2.Customer Satisfaction (CSAT)

Customer Satisfaction is a measure of how satisfied your customers are with your product or service. It’s usually scored 1-5, with 1 meaning “highly unsatisfied” and 5 meaning “highly satisfied”.

Formula: CSAT = Number of satisfied customers / Number of survey responses * 100

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Benchmark: Call centers typically want to achieve CSAT scores of around 80%.

How to improve call center customer satisfaction

Follow these points to improve customer satisfaction:

(Video) Free Call Center Metrics Training | The Power of Call Center KPIs

  1. Address the customers by their names (or personalize every call).
  2. Improve your first call resolution rate (if that’s not on track)
  3. Reduce on-hold time
  4. Use IVR (Interactive Voice Response) technology during off-office hours.

3.Net Promoter Score (NPS)

NPS measures your customer loyalty and satisfaction. It’s usually calculated by analyzing survey responses to the following question: “How likely is it that you’d recommend our company to a friend or colleague?”.

Formula: NPS = % Promoters – % Detractors

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Benchmark: Any NPS above 0 is generally considered a good score.

How to improve NPS

Sometimes, agents request customers to give agood NPS, which shouldn’t be accepted. NPS should be based on the actual sentiments of customers, and that’s how you’ll improve. Below are some of the ways to improve NPS.

  1. Measure Quality Assurance (QA) daily.
  2. Identify agents that aren’t performing well and train them
  3. Listen to the calls that drove the best and worst NPS and create ado’s and don’ts list.

4.Percentage of Calls Blocked

This metric indicates the percentage of inbound calls that were met with a busy signal.

Formula: % of Calls blocked = Calls that don’t reach agents / Total incoming calls * 100

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Benchmark: Call centers typically try to keep this metric below 2%.

How to reduce % calls blocked

Generally, during sale events or holidays, call centers see aspike in call volumes. It leads to an increase in the number of calls blocked. Try the following measures to reduce this number.

  1. If agent availability is a reason, increase the number of agents in your call center
  2. Use software to handle higher call volumes and route calls to other available centers
  3. Enable callback and voicemails

5.Call Abandonment Rate

The call abandonment rate metric will tell you the percentage of customers who were waiting on hold for so long that they simply gave up and disconnected.

Formula: Call abandonment rate = (Number of calls placed – Number of calls handled) / Number of calls placed * 100

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Benchmark: A Call abandonment rate between 5 and 8 percent is what most call centers try to achieve.

How to reduce call abadonment rate

You can take the following measures:

  1. Offer self-service
  2. Dial abandoned calls during off-peak times.
  3. Play engaging announcements or music.

6.Average Call Length

This metric measures exactly what you think it does: the average length of calls in a given period.

Formula: Average call length = Total call time / Total number of calls

20 Crucial Call Center KPIs [Formulas, Benchmarks, and Examples] (6)

Benchmark: The industry standard for average call length is considered to be somewhere between 6 and 8 minutes.

How to improve this metric

Agents spending too much time or too little time speaking with customers indicates an inefficient process. That is, either they’ll miss their daily call targets, or they’re not able to communicate with customers properly. You can improve this metric by:

  1. Providing self-help resources like blog links to customers if it is taking too long to resolve their query
  2. Improving agent’s communication skills if the average call length is too short.

7.Average Time in Queue

Ever been put on hold? It’s not a pleasant customer experience and can actually be quite frustrating if you’ve got a burning question or concern. The Average Time in Queue metric will give you an idea of the average amount of time your customers have to wait on hold before being connected with an agent.

Formula: Average time in queue = Total time callers spent in queue / Total number of calls

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Benchmark: For most industries, average time in queue falls somewhere between 10 and 20 seconds.

(Video) Which KPI's to use in your contact centre?

How to reduce the average time in queue metric

The faster response you give, the better will be the customer experience. Here are the ways to improve this call center metric.

  1. Use call routing software
  2. Analyze data to employ adequate staff in your call center
  3. Use IVR or self-serve systems.

8.First Response Time (FRT)

This metric measures the average amount of time customers have to wait before having their queries addressed. It is the sum total of this time across customer support mediums, including email, social, phone etc.

Formula: FRT = Total time spent waiting for a response / Total number of incoming inquiries

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Benchmark: Targets for first response times vary according to the medium that you’re measuring. For live chat, customers expect to receive an answer after about a minute and a half. Phone calls, on the other hand, should ideally be attended to within 3 minutes.

How to improve FRT

To improve the first reply time metric, follow these measures:

  1. Automate workflows wherever possible. For example, use chatbots, IVRs. But make sure they don’t sound robotic or generate an automated response that annoys the customer.
  2. Reduce multitasking and increase focus.

9.Average Speed of Answer (ASA)

This is the average amount of time it takes an available agent to respond to a customer that has been placed on hold.

Formula: ASA = Total waiting time for answered calls / Total number of answered calls

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Benchmark: Call centers usually apply the famed 80/20 rule as their ASA target, meaning 80% of calls answered within 20 seconds.

How to reduce ASA

Reducing ASA doesn’t mean that agents must abruptly stop the ongoing conversation and take up the next call. At the same time, agents must not converse for too long and keep the other customer on hold. The correct strategy would be:

  1. Forecast call volume and staff agents accordingly
  2. If the ongoing call exceeds a certain threshold, notify the agent about the other caller that’s on queue.
  3. Gather required information from customers before putting them on hold.

10.Customer Churn Rate (CCR)

Customer churn rate measures the percentage of customers that decide to break ties with your business over a given period.

Formula: CCR = Number of customers lost over a given period / Number of customers at the beginning of the same period * 100

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Benchmark: B2B SaaS companies, as an example, should aim to have a churn rate between 3 and 5%.

How to reduce customer churn

Customer churn is inevitable. However, by following customer management best practices, you can reduce churn to agreat extent.

  1. Analyze why churn happened
  2. Hold regular 1:1 success calls with agents to teach them the do’s and don’ts
  3. Send NPS surveys to understand customer sentiments
  4. Resolve their queries as soon as possible.

11.Call Arrival Rate

The call arrival rate measures a call center’s volume of incoming calls over a given period. It is usually tracked on a daily basis.

Formula: Call arrival rate = Total number of calls received in a given period / Total number of hours/minutes/seconds in the same period

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Benchmark: The target for this KPI largely depends on the size of the business. Smaller companies could shoot for 25 calls per day, for example, while large companies could see hundreds of inbound calls per day.

How to manage call arrival rate

This metric depends on a lot of variables. For example, if the customer is satisfied with your product/service, despite higher sales volume, the call arrival rate will be lower. In contrast, if they are not happy with the product/service, they’ll reach out to call center support for a resolution. Still, you can manage this by:

  1. Introduce FAQ section and solution to common grievances.
  2. Automate feedback sharing mechanism

12.Average After Call Work Time (ACWT)

This metric is a measure of the average amount of time agents spend doing wrap up work – that is, the necessary busywork that needs to be done at the conclusion of every call in order to properly categorize and track the interaction.

Formula: ACWT = Time spent on after call work by an agent over a given period / Number of calls handled by the agent over the same period

(Video) Understanding KPIs in Call Center (5 Key KPIs For Contact Center)

20 Crucial Call Center KPIs [Formulas, Benchmarks, and Examples] (12)

Benchmark: The more time agents can spend on the phones the better, so naturally call centers like to keep their average after call work time as low as possible.

How to improve this metric

To help your agents work more productively,

  1. Automate work log and reporting
  2. Integrate telephony withCRM softwareorcall center management software

For instance, you can integrate your telephony system with LeadSquared CRM and track the phone call metrics on ago.

20 Crucial Call Center KPIs [Formulas, Benchmarks, and Examples] (13)

13.Average Handle Time (AHT)

Average handle time measures the amount of time it takes a call center’s agents to resolve customers’ issues. It’s a very important metric due to its correlation with overall customer satisfaction.

Formula: AHT = (Total talk time + Total hold time + Total after call work time) / Total number of calls

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Benchmark: Approximately 8 minutes and 30 seconds is considered the benchmark for call centers generally when it comes to average handle time.

How to improve the call center average handle time metric

You can take the following measures to reduce AHT

  1. Train your agents to resolve issues faster
  2. Use self-service resources like knowledge bases and help articles.
  3. Increase collaboration among team members and departments.

14.Customer Effort Score (CES)

This metric is a measure of the effort a customer has to exert to contact your business and have their issues resolved. It’s usually measured via a survey question given at the end of an interaction.

Formula: CES = % of customers that agree – % of customer that disagree

20 Crucial Call Center KPIs [Formulas, Benchmarks, and Examples] (15)

Benchmark:The desired target for this message depends on the type of question that is being asked of your customer. If it’s a positively framed question, you’ll have a higher percentage of customers to agree, whereas if it’s a negatively framed question you’ll want a higher percentage to disagree.

How to improve CES

Just like other call centers KPIs, this metric also influences customer experiences. Make sure the survey experience is good as well.

  1. Keep the survey short and simple
  2. Don’t ask loaded (or biased) questions. Make sure you’re able to capture the customer sentiments in their purest form.
  3. Use checkboxes or radio buttons in the survey forms.

15.Contact Quality

Contact Quality is a qualitative measure of an agent’s proficiency on the phone lines. It’s usually calculated by a supervisor through direct observation.

In other words, contact quality is a qualitative measure of an agent’s communication skills.

Benchmark: An agent should be able to build rapport with a customer relatively quickly, and feel at ease during calls.

How to improve contact quality

In order to improve contact quality, take the following measures.

  1. Do call quality audit from time to time
  2. Take customer feedback
  3. Train your agents
  4. Monitor individual agent performances

16.Call Availability

This metric indicates the number of agents you have staffing the phones and available to assist customers over a given period.

Formula: Call availability = Total number of seats (100%) – Occupancy %

20 Crucial Call Center KPIs [Formulas, Benchmarks, and Examples] (16)

Benchmark: Assuming a call center is well-staffed and employs dedicated, hard-working agents, the Call Availability metric should stay north of 95%.

17.Active Waiting Calls

Active waiting calls is another self-evident metric – it indicates the number of calls in which customers are waiting on hold at a given time.

(Video) Customer Service Quality Metrics That Actually Matter

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Benchmark: The lower the better with this one, generally speaking.

How to reduce active waiting calls

Logically, by increasing your staff, you can reduce the number of active waiting calls. If that’s not feasible, you can:

  1. Route calls to available agents or call-centers
  2. Provide self-service chats or portals

18.Callback Messaging

The callback messaging metric is the number of callback messages a call center receives in a given day.

A high number of callback messaging means you’re leaving too many customers on hold for too long. In this case, you might consider hiring more agents.

19.Transfer Rate

The transfer rate figure represents the number of times a customer needed to be transferred from one agent or department to another.

Formula: Transfer rate = Number of calls transferred / Total number of calls handled

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Benchmark: This metric should be kept as long as possible, because it indicates the number of times your call flow landed customers in the wrong place and they had to be transferred to the correct agent.

How to manage call transfers effectively

Call transfer can happen for numerous reasons. For instance, agents may need to transfer a call to a supervisor, another department, etc. To manage such instances effectively, make sure:

  1. The person to whom the call is transferred is available
  2. Gather the required information from the customer before transferring the call
  3. Check if the agents are getting calls not relevant to their scope of work.

20.Agent Utilization Rate

The agent utilization rate metric indicates the average amount of time an agent spends on active calls during their working hours.

Formula: Agent utilization rate = (Average number of calls handled by an agent in a given period) * (Average handle time) / (Workdays in a given period) * (Working hours in a day) / * 100

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Benchmark: This number can vary widely, with industry lows around 25%, industry highs around 75% and an average around 50%. Call centers should aim for 50-60%, as this indicates that your agents are handling a good volume of calls without being burnt out.

How to manage agent utilization rate

Managing agent productivity is crucial to driving maximum outcomes. You can take the following measures to improve this call center metric.

  1. Reduce ACW or after-call work
  2. Train your teams to use software tools instead of doing things manually
  3. Automate reporting and other data-related work.

The bottom line

Call centers are usually the first point of contact for acustomer. The response acustomer gets from your call center teams directly translates into customer experiences.

For instance, it’s crucial to know:

  • Were you able to resolve their concerns?
  • Are the customers satisfied with the response?
  • Did they have to wait for along time to get in touch with the support team?
  • Are the call center agents polite with them?

The answers to the above questions must be fact-based (not opinion-based). And this is where measuring call center KPIs helps.

Also, with remote and hybrid workplaces becoming the norm, investing in cloud calling solutions that track and report the above metrics is much needed. If you’re using a CRM software like LeadSquared, it seamlessly integrates with cloud telephony systems and manages both – call and lead management and customer relationship management from a single platform.

If you’re not using it yet, give it atry!

FAQs

What KPIs are most important in a call center? ›

Best KPIs to use in your call center
  • #1 Customer Satisfaction (CSAT)
  • #2 Net Promoter Score (NPS)
  • #3 The number of blocked calls.
  • #4 Call Arrival Rate.
  • #5 Average wait time (AWT)
  • #6 Average Time to Abandon (ATA)
  • #7 Average Handle Time (AHT)
  • #8 Average After Call Work Time (ACW)
5 Jan 2021

How are call center KPIs calculated? ›

In order to track this KPI, use the following formula: The number of customer issues/inquiries resolved in a single call ÷ the total number of incoming calls that have had their issues resolved.

What are the 5 key performance indicators call center? ›

Call center managers should consider and identify KPIs for the following activities: customer effort, customer satisfaction, revenue (sales and/or collections), agent effectiveness and engagement, and agent productivity.

How is SLA calculated in call center? ›

Example calculation

The calculation simply is (number of calls answered in Y seconds / total calls offered) * 100. (For example you have 5000 calls offered during a month and 4250 are answered within Y seconds: (4250/5000) * 100 = 85.

What is the 80/20 rule in a call center? ›

An 80/20 service level for a contact center means that the objective in place is 80% of the calls are answered in 20 seconds or less.

What are the 7 key performance indicators? ›

We've defined seven key critical performance indicators to help you go about measuring performance in your team.
  • Engagement. How happy and engaged is the employee? ...
  • Energy. ...
  • Influence. ...
  • Quality. ...
  • People skills. ...
  • Technical ability. ...
  • Results.
30 Jan 2014

How do I calculate my KPI? ›

How to Identify KPIs & Set Up Tracking
  1. Step 1: Structure your KPIs based on measures that contribute directly to your organization's annual objectives. ...
  2. Step 2: Evaluate the quality of your new KPIs. ...
  3. Step 3: Assign ownership for each KPI to specific individuals in the organization.
3 Jun 2022

What are the 10 characteristics of good KPI? ›

KPI 101
  • Relevant. Indicators should be relevant to the organization. ...
  • Clear definition. A performance indicator should have a clear and intelligible definition in order to ensure consistent collection and fair comparison. ...
  • Easy to understand and use. ...
  • Comparable. ...
  • Verifiable. ...
  • Cost effective. ...
  • Attributable. ...
  • Responsive.

What are the 4 main KPIs? ›

Anyway, the four KPIs that always come out of these workshops are:
  • Customer Satisfaction,
  • Internal Process Quality,
  • Employee Satisfaction, and.
  • Financial Performance Index.
25 Sept 2013

What are the 4 C's of call handling? ›

To set yourself apart, you need to incorporate the 4C's, which stand for customer experience, conversation, content, and collaboration. Look at them as pillars that hold your client service together. Working on these components in unison and actively managing them will transform your business.

Can you name 3 types of SLA? ›

What are the three types of SLAs? There are three basic types of SLAs: customer, internal and multilevel service-level agreements. A customer service-level agreement is between a service provider and its external customers.

What is a 99% SLA? ›

Most service providers guarantee a certain percentage of uptime, also known as a Service Level Agreement (SLA). 99.999% availability equates to just 78 seconds of downtime per quarter—the gold standard for uptime SLAs.

What is an 80 30 service level? ›

Most organizations try to maintain an 80-20 or 80-30 service level, which means 80% of all incoming calls should be answered within the first 20-30 seconds. And maintaining a certain level is a key component in measuring the effectiveness and overall success of a contact center.

What are 5 performance measures? ›

There are five specific types of measures that have been identified, defined and will be applied throughout Iowa state government: input, output, efficiency, quality and outcome.

What are 6 KPIs? ›

Here are six such key performance indicators that will ensure success in managing your project portfolio.
  • Customer satisfaction. Our service at the end of the day is to serve our customers and clients. ...
  • Productivity. ...
  • Cost efficiency. ...
  • Time. ...
  • Return on investment (ROI) ...
  • Alignment with goals of the organization.
11 Feb 2019

What is KPI in BPO? ›

A KPI, or key performance indicator, is a metric that contact centers use to determine if they're meeting business goals such as efficiency and delivering exceptional service.

Which KPI is most important? ›

The 5 Most Important Financial KPIs That Drive Business Strategy
  • Sales Growth Rate. Performance Indicators.
  • Revenue Concentration. Performance Indicators.
  • Net Profit Margin. Performance Indicators.
  • Accounts Receivable Turnover. Performance Indicators.
  • Working Capital.

What are the 3 types of KPIs? ›

Types of KPIs include: Quantitative indicators that can be presented with a number. Qualitative indicators that can't be presented as a number. Leading indicators that can predict the outcome of a process.

How do you create a KPI Matrix? ›

From the Dashboard Toolbox, open the Data Visualization node and drag-drop the KPI Matrix scenario onto the design area.
...
  1. Number Rows For - Specify whether you want to show the row numbers for the top row group, details row, or all rows. ...
  2. Row Number Scope - Specify the scope of the row number count in a table.

How do you calculate the 80/20 rule? ›

If 80% of the 80% of business comes from 20% of the 20% of the customers, it's (0.80 x 0.80) / (0.20 x 0.20). This means that 64% of business comes from 4% of the customers. That is 80/20 squared or (80/20)2.

How does the 80/20 rule work explain with an example? ›

Productivity. You can use the 80/20 rule to prioritize the tasks that you need to get done during the day. The idea is that out of your entire task list, completing 20% of those tasks will result in 80% of the impact you can create for that day.

What is a good turnover rate for a call center? ›

😔 A QATC (Quality Assurance & Training Connection) study benchmarks the average call center agent turnover rate ranges between 30%-45%. Unfortunately, some contact centers end up experiencing more than a 100% attrition rate until the end of the year.

What are the 5 indicators? ›

Top Five Leading Indicators. There are five leading indicators that are the most useful to follow. They are the yield curve, durable goods orders, the stock market, manufacturing orders, and building permits.

What is KPI in customer service? ›

Customer Service Key Performance Indicators and Metrics

A customer service KPI or metric is a performance measurement that is used by customer service teams and by the customer support management to monitor, visualize, analyze and optimize customer relations by taking advantage of an advanced 360-degree customer view.

What should a KPI always contain? ›

Business KPIs: 5 important characteristics to be effective
  • Simple. A KPI should be simple, straightforward and easy to measure. ...
  • Relevant. ...
  • Aligned. ...
  • Actionable. ...
  • Measurable. ...
  • Choosing the right BI solution to measure your business KPIs.

How do I calculate KPI in Excel? ›

Follow these steps:
  1. In Data View, click the table containing the measure that will serve as the Base measure. ...
  2. Ensure that the Calculation Area appears. ...
  3. In the Calculation Area, right-click the calculated field that will serve as the base measure (value), and then click Create KPI.

What are the 4 21st century skills? ›

The Granite School District Educational Technology Department seeks to leverage the power of technology to support the “Four Cs” of 21st Century Learning: Critical Thinking, Communication, Collaboration, and Creativity.

What is 4c and 4p? ›

The 4Ps of product, price, place, and promotion refer to the products your company is offering and how to get them into the hands of the consumer. The 4Cs refer to stakeholders, costs, communication, and distribution channels which are all different aspects of how your company functions.

What are the 4 S's of customer service? ›

I mentioned in a previous TOW years ago about the 4 S's of Expectation Management – Key guiding principles to effectively set and manage customer expectations – Simple, Specific, Supporting Documentation, and Summarizing.

What is SLA P1 P2 P3? ›

P1 – Priority 1 incident tickets (Critical) P2 – Priority 2 incident tickets (High) P3 – Priority 3 incident tickets (Moderate) P4 – Priority 4 incident tickets (Low) SLA success rate is given as percentage. 'Red' colour indicates that we have failed to. achieve SLA cut-off in that particular period. '

What are the 4 aspects of SLA? ›

The main elements of a good SLA.
  • Overall objectives. The SLA should set out the overall objectives for the services to be provided. ...
  • Description of the Services. The SLA should include a detailed description of the services. ...
  • Performance Standards. ...
  • Compensation/Service Credits. ...
  • Critical Failure.

Is 100% SLA possible? ›

In recent years it's become fashionable for companies to include 100% uptime guarantees in their SLA – and, in some cases, even more than 100%, despite its mathematical impossibility.

What is SLA formula? ›

The Service Level Agreement (SLA) formula is AcceptedSLA1 / (AcceptedCallsToday + NotAcceptedCallsToday) for the default calculation.

How uptime is calculated? ›

The way to calculate uptime is easy to understand: take the number of seconds that your monitor was down (in a certain time frame), and divide this by the total number of seconds your monitor was being monitored during that time frame.

What does 4 nines mean? ›

The industry generally recognizes this as very reliable uptime. A step above, 99.99%, or “four nines,” as is considered excellent uptime.

What does a 95% service level mean? ›

A useful and generally accepted way to evaluate service level is the likelihood that an item will be in-stock when it is needed. So, a 95% service level means that there's only a 5% likelihood of stocking-out.

What is occupancy in WFM? ›

Occupancy is a workforce management metric that shows the percentage of time agents are actively engaged in interaction handling activities compared to their total time logged in. Interaction related activities typically include talk time, hold, and after-call work, but some calculations don't include after call work.

What is SLA percentage? ›

Resolution SLA% = The percentage of the number of tickets resolved within the SLA divided by the total number of tickets resolved during the selected time period within the filters.

What is the most important KPI to track? ›

The Most Important KPIs to Track
  • Sales Growth. ...
  • Leads. ...
  • Return on Investment (ROI) ...
  • Lifetime Value of a Customer (LTV) ...
  • Customer Acquisition Cost (CAC) ...
  • Conversion Rate. ...
  • Open Rate. ...
  • Click-Through-Rate.
20 Oct 2022

What are the top 3 KPIs support and top 3 KPIs for customer success? ›

The 7 essential customer success KPIs that will help you retain loyal customers, regardless of your industry/product are: customer health score, customer satisfaction rate, churn rate, customer lifetime value, retention cost, Net Promoter Score, and expansion revenue.

What is a KPI checklist? ›

Key Performance Indicators are performance measurements that help you know if your business is reaching its goals and operating optimally. Use a KPI checklist to help you measure, detect and respond to dips in sales and margins and other strategic facets of your business.

What are the top 3 5 priorities in customer success? ›

Customer Success Empower and enable your CSMs. Product Create elegant product experiences. Customer Experience Identify trends across the customer journey. Revenue and Sales Drive a high performing renewals process.

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