| Customer satisfaction with Oftel's complaint handling - Wave 3, April 2003 - 19 June 2003 | |||||||||||||||||||||||||
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Reasons given for dissatisfaction |
% |
|
Have no teeth to act/ disappointed they can do nothing |
17% |
|
Never got back to me |
15% |
|
Weren’t able to resolve my complaint |
14% |
|
Did nothing except pass on the message to phone company |
12% |
|
Criticism of staff dealing with complaint |
7% |
|
Said they weren’t able to help |
5% |
|
Wasn’t satisfied with outcome |
4% |
|
Took too long to resolve enquiry/ complaint |
3% |
|
Not kept sufficiently informed |
2% |
|
Other |
11% |
|
Don’t know |
29% |
5.6 A quarter of contacts not satisfied mentioned dissatisfaction with something that Oftel is able to control, a significant fall from 35% last wave. The main reason given was consumers claiming that Oftel had never got back to them (15% of those dissatisfied) – this is consistent with last wave. Other reasons were criticism with staff dealing with complaint, not kept sufficiently informed, took too long to resolve enquiry/complaint. 17% of Oftel handled contacts were dissatisfied with the handling of their complaint/ enquiry. Of these, about a third stated reasons within Oftel’s control, such as ‘never got back to me’, ‘criticism of staff dealing with complaint’ or ‘not kept sufficiently informed’. Further analysis of these 15 contacts reveals that the majority were actually referred to someone else and not dealt with by Oftel, suggesting some confusion amongst contacts with regard to the handling of their complaint or enquiry.
Satisfaction with various aspects of process
Contacting Oftel
5.7 9 out of 10 (91%) consumers were satisfied with the ease of getting hold of someone to deal with their complaint/enquiry, as shown in figure 5c. This is consistent with previous findings.
Advisors
5.8 The following section explores satisfaction with advisors being polite and paying attention and whether they were interested and keen to assist. Written contacts, when asked about satisfaction with these aspects, were more likely to say ‘don’t know’, unsurprising as it would be difficult to gauge this from written correspondence. Therefore the following section relating to satisfaction with Oftel’s advisors is based on the responses of all consumers contacting Oftel by phone.
5.9 This wave’s findings confirm previous findings, suggesting that one of Oftel’s strengths is that telephone advisors are polite and pay attention to callers, 94% of contacts were satisfied with this aspect of their complaint/enquiry. 82% of consumers contacting Oftel by phone were satisfied that the advisor was interested and keen to assist.
Process
5.10 In relation to the actual complaint handling process, 8 out of 10 (83%) were satisfied with the length of time taken to deal with their complaint/enquiry while slightly less, (74%) were satisfied that Oftel had done what they said they were going to. Nearly 8 in 10 (76%) were satisfied that they had been told what action would be taken, sustaining the significant rise since Wave 1, reported in November ‘02. Satisfaction with all of these measures rose amongst contacts handled in-house, as shown in figure 5c.
5.11 Consumers were still least satisfied that they had been kept informed of progress throughout their contact, however the significant rise in satisfaction with this aspect reported last wave has been sustained, at 53%.
5.12 This low level of satisfaction in comparison to other aspects remains consistent with the ‘top suggestion’ for improving the service – ‘call me back, keep me informed of progress’ – mentioned by 11% of consumers and that 4 in 10 remain unaware that their contact has been resolved. As shown in figure 5c satisfaction with this aspect rises to 63% amongst those handled in-house where the responsibility for keeping the consumer informed still lies with Oftel. Amongst Oftel-handled cases where the contact is aware that their contact has been resolved, satisfaction stands at 76%.
5.13 Phone contacts were more likely to be satisfied that Oftel had ‘explained what action they would take’, (79%) than written contacts (65%). This difference is perhaps unsurprising due to the limitation of written correspondence compared to a phone call.
Figure 5c:
% satisfied with aspects of complaint handling process
Base: All consumers contacting Oftel, Nov ’02-Apr’03 (Base:
519, ‘don’t knows’ have been excluded)

5.14 As observed in the last waves, unsurprisingly, resolved complaints/enquiries gained much higher levels of satisfaction for each aspect than those still being dealt with.
5.15 In November ’02 it was reported that residential consumers were generally more satisfied than business consumers. Consistent with the small rise in overall satisfaction amongst business consumers there are now few differences in satisfaction between business and residential consumers. The only significant difference between businesses and residential consumers this wave is in satisfaction with ‘explained what action would be taken’ where businesses were more likely to be satisfied (86%) than residential consumers (74%).
5.16 Satisfaction with each element amongst businesses has risen this wave. The rises were significant in ‘explained what action would be taken’ – a rise from 68% in November ’02 to 86% in April ’03 and in satisfaction that the complaint had been ‘dealt with in a reasonable amount of time’, rising from 73% to 85% over the same period. Oftel have emphasised to staff the areas identified by last wave’s research where there was room for improvement. Last wave’s findings showed that overall satisfaction among residential consumers was higher than amongst businesses. The rises in satisfaction amongst businesses this wave may be due to Oftel staff’s response to this information, resulting in improved service for businesses.
Benchmarking and general comparisons
6.1 This wave sees findings broadly similar previous waves. 8 in 10 (82%) consumers who had previously made a complaint to another organisation thought that Oftel had dealt with their complaint/enquiry on a par with or better than the other organisation they had contacted, as shown in figure 6a below.
Figure 6a:
Oftel’s complaint handling compared to other organisations
Base:
All consumers contacting Oftel and ever contacted another company/organisation,
Nov ’02 - Apr ‘03 (Base: 253)

6.2 14% of consumers thought Oftel had handled their contact worse than other organisations. There were no significant differences according to method of contact, Last wave, consumers who were referred to another source were significantly more likely to say that Oftel’s handling was worse than their other experiences. This wave the difference is less marked, due to a lower proportion of referred cases saying Oftel’s handling was worse. The difference is no longer significant – 14% in comparison to those handled in-house (8%). Amongst those who said that Oftel’s handling was worse than other organisations, the top suggestion for improving contact handling procedure was ‘keep me informed of progress’, mentioned by a quarter of this group.
6.3 Residential consumers were more likely this wave to say that Oftel’s handling was better or at least on a par with other organisations they had contacted – 83% compared to 67% of business consumers.
Benchmarking
6.4 Oftel submitted responses to key questions from wave 2 to an externally run benchmarking group. Results are collected and compared on a 6 monthly basis. Each organisation receives a report stating their position in relation to the group, various average benchmarks and the named ‘top performer’ for each aspect. Currently 92 private/public sector or government organisations submit data.
6.5 The following chart shows Oftel’s position in relation to the government department average and the ‘top performer’ for each aspect.
Figure 6b: Oftel’s satisfaction results benchmarked against the average for government departments and ‘top performer’

6.6 As last wave on the whole Oftel compares well to the average benchmark for government departments. As precise sample sizes for each organisation’s survey are not published, we are unable to accurately establish whether these differences are significant, however, they give an indication of areas of strength and weakness in comparison to other organisations.
6.7 Overall satisfaction (80%) remains broadly similar to the government average (83%) but based on estimations of base sizes is likely to be significantly lower than the top performer/s.
6.8 On the other hand, Oftel’s overall satisfaction figure relating to complaints handling (67%) is not significantly different to the 78% submitted by the top performer.
6.9 Oftel continues to compare well to the ‘top performer’ on ease of contact, and the courtesy of staff.
6.10. The only aspect where Oftel is likely to be significant lower than the top-performer is for satisfaction that staff are keen and interested to assist. In this instance Oftel is compared to a bank. Financial companies and organisations are renowned for high levels of customer service – however, this is not to say that Oftel should not be striving to reach such a level!
Consumer suggestions
7.1 Most consumers who contacted Oftel thought that in their experience Oftel handled their contact on a par with, if not better than, other organisations and 83% of those contacts dealt with by Oftel were satisfied with the overall handling of their complaint/enquiry. In light of these findings – did consumers have any suggestions for further improving the service?
7.2 An encouraging 2 in 5 (39%) said they were satisfied with the service they had received and had no suggestions for improvement. A further 14% did not know how the service could be improved – either suggesting that it couldn’t be, or that there was nothing immediately obvious to them.
Figure 7a:
Suggestions for improving Oftel’s complaint handling procedure
Base: All consumers contacting Oftel, Nov ’02-Apr ‘03 (Base: 519)

Totals add to more than 100% as some consumers made more than one suggestion
7.3 The remainder (47%) suggested various ways for improvement, detailed in figure 7a. The most popular were to keep the consumer informed of progress throughout the complaint handling (mentioned by 11% of complainants), and to investigate the complaint and not refer it back to company, mentioned by 6%. A similar proportion (5%) suggested Oftel should be more interested/customer friendly.
7.4 The proportion of consumers suggesting that Oftel should keep the consumer informed of progress has fallen significantly from the first wave of the research in October 2001 – March 2002, when it was suggested by 17%. This suggests that Oftel may be performing better in this aspect, perhaps in response to it being identified as the top suggestion for improvement (within Oftel’s power) in previous waves.
7.5 Similarly to the reasons for dissatisfaction, around half of those who offered a suggestion for improving the service gave a suggestion that was out of Oftel’s control, such as having more power to resolve complaints. The main suggestion for improving the service, within Oftel’s power, was to keep the consumer informed of progress.
ASK ALL
Q1. When you
contacted Oftel was this to make a complaint or enquiry? If you have
contacted Oftel more than once recently over different issues, please
could you just concentrate on the most recent reason for contacting
them.
Complaint
Enquiry
ASK ALL
Q2. And in
what month did you make that enquiry/complaint?
ASK ALL
Q3. And how
did you initially contact Oftel?
Phone
Letter
Email/website
Fax
ASK ALL
Q4. Was Oftel
able to handle your enquiry/complaint, or did they refer you to your
telephone company or to someone else?
Oftel handled
Referred me
to my telephone company
Referred me
to someone else
None of these
ASK ALL
Q5. And has
your enquiry/complaint now been resolved or is it still being dealt
with?
Resolved
Still being
dealt with
ASK ALL
Q6. Overall,
how satisfied were you with the way in which Oftel handled your enquiry/complaint?
Very satisfied
Fairly satisfied
Not very satisfied
Not at all
satisfied
ASK ALL DISSATISFIED
Q7. Why weren’t
you satisfied?
ASK ALL
Q8. And how
satisfied were you with the following aspects of your enquiry/complaint?
Very satisfied
Fairly satisfied
Not very satisfied
Not at all
satisfied
* a) Ease of getting
hold of someone
* b) They
were polite and paid attention
* c) They
sounded interested and keen to assist
d) They explained
what action they would take
e) They kept
me informed of progress
f) They kept
their promises, eg contacted me when they said they would
* g) They
dealt with my enquiry/complaint in a reasonable amount of time
ASK ALL EMAIL CONTACTS
Q9. When you
contacted Oftel by email, did you receive a response within two working
days?
Yes
No
ASK ALL LETTER CONTACTS
Q10. When
you wrote to Oftel, did you receive a FULL reply within seven working
days?
Yes
No
ASK ALL PHONE CONTACTS
Q11. When
you phoned Oftel, was your complaint/ enquiry resolved or referred to
another company or organisation that same day?
Yes
No
ASK ALL PHONE CONTACTS
Q12. And if
your call was placed in a queue, were you told what position you were
in the queue?
Was in queue and
told which position
Was in queue
but not told which position
Not in queue
– got through to person immediately
Don’t know
ASK ALL IN QUEUE
Q13. Did you
hold in the queue or did you hang up?
Held on until got
through to a person
Held on for a bit then hung up
Hung up immediately
Don’t know
ASK ALL PHONE CONTACTS
Q14. How many
times did you ring before you got through to a person?
Once
Twice
Three times
Four times
Five times or more
Don’t know
ASK AL
Q15. Were
you given a contact name or reference number for your enquiry/complaint?
Yes
No
ASK ALL
Q16. Have
you ever contacted any other company or organisation to make an enquiry/a
complaint?
Yes
No
ASK ALL CONTACTED
ANY OTHER COMPANY OR ORGANISATION
Q17. Thinking
about the most recent time you contacted another company or organisation
to make an enquiry/a complaint, would you say that Oftel’s overall handling
of your enquiry/complaint was better, worse or about the same as the
way in which the other company or organisation handled your enquiry/complaint?
Is that a lot or
slightly…
Oftel a lot
better
Oftel slightly
better
About the
same
Oftel slightly
worse
Oftel a lot
worse
Don’t know/can’t
remember
ASK ALL
Q18. What
could Oftel have done to improve the way in which they handled your
enquiry/complaint?
* questions submitted for benchmarking group