How Artificial Intelligence Can Improve Customer Service Quality
Eleonora Sydiuk
— 10 minutes — July 8, 2025
The first people your customers will meet and by whom they'll judge your company are sales department employees. That's why it's crucial to maintain maximum control over communication quality and promptly identify problems. Even if your entire department consists of experienced sales reps, you shouldn't relax. They can also make mistakes due to overload during peak hours or when working with new processes. But what do you do if you receive many customer inquiries daily and don't have the opportunity to dedicate your entire day to analyzing them? AI comes to the rescue. And we'll discuss how artificial intelligence can improve customer service quality further in this article.
Call recording analysis helps determine whether employees follow company scripts and regulations when communicating with customers. If sales reps handle a couple of calls per day, you can still analyze conversations manually. But if there are dozens or hundreds of calls, a manager would have to spend their entire working time on them. Therefore, in practice, selective checking is done, and some problems remain in the “blind spot.”
Ringostat Supervisor AI allows you to analyze 100% of conversations. It instantly converts audio recordings to text, provides a brief conversation summary, and highlights critical moments that require primary attention. The manager will immediately see problems that need their intervention. Ringostat AI also understands over 50 languages and can translate into English.
“Sales Bureau” provides consulting services, top management recruitment, sales department automation, and sales team training. Before closing a deal, multiple communications occur, as they most often seek help improving an existing sales department or building a new one “from scratch.” Initially, the “Sales Bureau” sales rep needs to get acquainted with the client and their current sales department, if one exists, hear requirements and wishes. Based on this, a strategy is formed that the company can offer to the client.
The company pays great attention to analyzing communications with clients to ensure a professional approach from specialists. But the desire to maximize improvement in customer communication became a problem that the company brought to Ringostat.
With Ringostat Supervisor AI, the manager saves 8 hours per week and can dedicate more time to other important tasks.
Time is one of the key factors in quality customer service. If an employee takes too long to respond to a customer's inquiry, they will likely pay competitors in the future. According to PwC Future of Customer Experience research, 32% of customers will leave a company after one negative interaction experience.
Ringostat AI helps quickly understand or recall details from previous conversations with customers. The tool analyzes the entire dialogue completely and automatically highlights essential moments. For example, if the Ringostat Smart Phone app was discussed, AI might highlight the following key points:
The employee will be able to quickly prepare for the next communication with the customer without spending time listening to call recordings or questioning colleagues.
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If a company sees customers only as faceless revenue and doesn't consider their interests and needs, it loses to competitors. According to DemandSage statistics, 71% of consumers want an individual approach when making purchases. Therefore, service personalization is no longer a bonus but a necessity for increasing potential customer loyalty.
Ringostat AI Supervisor helps create a customer profile based on their remarks and responses to questions. This is needed, so the sales rep can select relevant products and services, choose the right arguments in their favor, and anticipate possible doubts.
The ability to distinguish customer emotions is one of the important skills in service. It helps understand potential customers and establish trusting relationships with them. For example, if there's uncertainty in a customer's voice, the sales rep needs to provide more arguments in favor of the product or service. But the employee's emotional state is equally significant. Ringostat research, conducted based on 50,000 calls using AI, showed a direct connection between the sales rep's mood and the user's.
Unprofessional sales rep behavior causes customer irritation. And when employees rush or communicate uncertainly, users feel confused. Customers will either immediately refuse the company's products and services, or in the future will turn to competitors when they need something again.
When employees are active, friendly, and try to help unobtrusively, this positively affects customers. They feel trust toward sales reps and are interested in receiving the product or service.
The research also made quite unexpected discoveries. Team actions that seem logical don't always positively impact conversation flow. For example, employee neutrality can cause customer indifference toward the purchase. And excessive persistence when the customer feels uncertain leads to communication tension. When an employee uses aggressive marketing, the customer thinks someone is trying to make the choice for them. The customer may also decide that they're being “pushed” a non-liquid product or expensive service they don't actually need.
With Ringostat AI, you can notice in time when your employees behave unprofessionally during communication with customers. Or use techniques that repel potential customers.
The phone remains a popular communication method as it allows quick problem resolution and getting answers to questions. But customers don't always have the opportunity and desire to use it, so they expect alternative communication channels from the company. For example, messengers and website chat. Ringostat AI Supervisor processes not only call recordings but also text messages in correspondence.
If your sales reps use not only computers but also phones in their work, connect Ringostat Smart Phone. The app has versions for Windows, macOS, iOS, and Android. It allows processing calls and messages in a unified interface and has access to real-time analytics. These communications won't remain outside Ringostat AI's field of view, and it will be able to analyze them.
Increase the productivity of sales team and monitor managers to close the most deals
Ringostat AI can recognize keywords and phrases in phone conversations. You can specify what sales reps should say during conversations. If mandatory words and phrases aren't spoken during the conversation, artificial intelligence will highlight this in analytics.
This function also helps identify where you're losing to other companies. You can add direct competitor names to the keyword list. If a customer mentions them during an inquiry, Ringostat AI will highlight this conversation. And you can see how to expand your assortment, list of additional services, etc.
For example, a customer sent the following message: “My laptop that I bought a year ago broke. I want to take it to the service center under warranty. But if I give it to you, will you provide a temporary replacement? Last time I bought a laptop at X, and they immediately gave me replacement equipment for the warranty repair period. How does this work with you? I can't sit without a laptop for long.”
If company X was added to the keyword list, Ringostat AI will automatically recognize the competitor mention and point to this conversation. Then you can track how often they ask for replacement equipment instead of what was taken to the service center. For example, by adding keywords: “backup,” “temporary,” etc. If this service is popular, then perhaps it's worth considering including it.
If Ringostat AI integration with CRM is configured, data obtained by artificial intelligence will be automatically attached to the customer or deal card. This gives the business several advantages, and here are a few of them.
Artificial intelligence has many advantages, but like any tool, it's not perfect. Here are some risks and limitations you might encounter when using AI.
Although artificial intelligence still has growth points, its benefit for business significantly outweighs possible difficulties.
The future of artificial intelligence in customer service looks promising. Not long ago, it struggled to recognize speech due to background noise and accents. But now this is no longer an obstacle for AI for quick and quality call transcription. Servion Global Solutions predicted that in 2025, 95% of all customer interactions will be conducted using artificial intelligence.
At Ringostat, we constantly work on expanding our AI functionality to offer you new opportunities for improving customer service.
Our solution is no longer just a tool for transcription and phone conversation analysis, but an indispensable assistant for sales reps. After each conversation, Ringostat AI suggests specific steps that will bring successful deal closure closer. Here's an example of actions that artificial intelligence might recommend if a customer hesitates before placing an order:
Now you don't have to worry about losing customers due to new employees' inexperience. And don't miss out on a great deal because the manager forgot to send payment details due to numerous requests.
AI helps effectively control 100% of customer communications. The manager can quickly notice when employees behave unprofessionally. Or don't voice mandatory phrases and words. Ringostat AI also suggests specific steps for closing deals.
Thanks to personalization, business can immediately offer customers products or services that will interest them. This increases loyalty and brings successful deal closure closer. The customer feels that the business perceives them as an individual personality, not one of thousands of calls. Also, the customer doesn't want to spend time listening to information about products that don't interest them.
Workflow automation helps free up time for more critical tasks. For example, without Ringostat AI, a manager needs to spend their entire day analyzing calls. Or check selectively and miss some problems. With artificial intelligence, the manager can quickly familiarize themselves with analysis of all calls and spend most of their working time on strategic tasks.
Content marketer at Ringostat. Author of articles about IP telephony and its business opportunities. Studied accounting, analysis and audit at Odesa National Polytechnic University. Found her calling in internet marketing and continue to develop in this area.
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