An AI operator’s first month: how to measure the results and what to compare them with
Sado AI team · · 4 min read
In short
You can judge the first month only against a “before” number. Before launch, write down how many calls you get a day, how many go unanswered and how many requests come in a week. Then each week check the 7-day numbers on the portal home page: answered calls, new requests, good leads, bookings, transfers to staff and callbacks waiting. At the end of the month work out three things: out-of-hours calls the operator answered, cost per request, and how many requests became sales.
First write down the “before” number
You need a starting point. For the 2–4 weeks before launch, write down:
- How many calls arrive a day on average and how many go unanswered. Your provider’s report or the phone’s call history shows this.
- How many requests are written down a week.
- How many requests turn into a sale, an appointment or an order.
- What happens to calls after hours and at weekends.
How to count what unanswered calls cost you: missed calls.
The numbers on the portal home page
| Number | What it counts | What to look at |
|---|---|---|
| Answered calls | Incoming and outgoing phone calls | The share in evenings and at weekends |
| New requests | From calls, the website or a file | How it changes week to week |
| Good leads | Callers who said they’re ready to buy | How fast they were called back |
| Booked | Who the operator put in the calendar | How many actually came: you count that |
| Transferred to staff | Callers who wanted a person | If many, see what the operator doesn’t know |
| Waiting for a callback | Today’s and overdue callbacks | Zero by the end of the day |
You choose the period: today, 7 days or 30 days. Under each number it says what it counts.
A four-week plan
- Week 1 is the setup week. Read the transcripts daily, fix wrong answers, and ask Yordamchi “Which questions couldn’t it answer?”.
- Week 2: look at empty fields and the reasons for transfers to staff. Adjust the questions and the transfer rule.
- Week 3: check how fast good leads were called back. Consider handing the busy daytime hours to the operator too.
- Week 4: compare the month with the “before” number and decide: keep going as is, expand, or change the settings.
The end-of-month sums: an example
Ziyo education centre launched the operator for after-hours and weekend calls. In a month it answered 620 calls, 2 minutes each on average: 1,240 minutes × 800 = 992,000 so‘m. There were 180 new requests, so one request cost about 5,500 so‘m. 45 people booked a trial lesson, 30 came and 12 paid for a course. Before, nobody answered calls at those hours. These numbers are only an example.
- Cost per request = cost of minutes ÷ number of requests.
- Extra answered calls = calls in the hours when nobody used to answer.
- Conversion to sales = sales ÷ requests. Staff mark the sales, or they come from the CRM.
Compare the operator with staff salaries in the calculator.
Reading the result correctly
- Week one isn’t a measurement, it’s setup. Draw conclusions from weeks 2–4.
- When your advertising changes, the number of calls changes too. Allow for that when comparing.
- Don’t just count calls: requests and sales matter more.
- Download the results to Excel and put them next to the previous month.
Where to find it in Sado
The numbers are on the portal home page, each request is under Requests, and every conversation, with its recording and transcript, is under Calls. You can ask Yordamchi in plain words: “How many good leads this week?” or “How many minutes did we use this month?”.
You pay only for talked minutes, with no monthly fee: Sado pricing. About incoming calls: AI call center for incoming calls. Try it live.
Questions
What should I measure in an AI operator’s first month?
Three things: answered calls (especially after hours), new requests, and how many of them became sales. Compare all of it with your numbers from before the operator.
How much will a month cost?
Only the talked minutes, at 800 so‘m a minute. The month’s minutes and the approximate total are shown in the portal.
What if the result is lower than expected?
Look for the cause: questions the operator couldn’t answer, empty fields, overdue callbacks. They show what to fix in the facts, the questions or your staff’s work. More answers: Sado FAQ.