Analyze your Counsellors Call for Maximum Conversions

by Priyalshri Chattar | Aug 28, 2023 | ExtraaEdge’s Blog

Evaluating how things work, the people involved, and how well they’re doing is essential for improving the whole system’s outcomes. Whether in business, sports, or making choices, examining data and considering fresh perspectives often brings better outcomes compared to sticking only to old ways or gut feelings.


One famous story that illustrates the importance of analyzing for better results is from the book “Moneyball: The Art of Winning an Unfair Game,” which revolves around the transformation of the Oakland Athletics baseball team’s fortunes through data-driven analysis.

In the early 2000s, the “Oakland Athletics”, a small-market team with limited resources, struggled to compete against wealthier teams in Major League Baseball. However, their general manager, Billy Beane, decided to adopt a new approach to player evaluation and team-building. He turned to sabermetrics: a data-driven approach to analyzing baseball statistics, to identify undervalued players who could contribute significantly to the team’s success.

By relying on data and analysis instead of gut feelings and conventional wisdom, the Athletics were able to build a competitive team on a limited budget. The team’s success highlighted the potential of using data and analytics to make informed decisions that can lead to better outcomes, even in fields as traditional as professional sports. 

Now is the best time to become the Billy Beane of your institute.

We are here to help you ease your journey through this article, where we will talk about how you can analyze your counsellor calls and refine them for maximum conversions. So read the entire piece. 

Why Analyze Counsellor Calls?


Analyzing counsellor calls is not just about listening to conversations; it’s about extracting hidden gems of information that can shape your institute’s success. Much like a coach studying game footage to devise winning strategies, call analysis empowers you to fine-tune your enrollment game plan.

Through this practice, you can uncover crucial information about what works, what resonates, and what needs improvement in your communication with prospective students.

5 Major Advantages of Counsellor Call Analysis


  1. Enhanced Counsellor Training: Analyze strengths and weaknesses in the communication skills of admissions counsellors for targeted coaching.
  2. Real-time Feedback and Monitoring: Assess interaction quality in real-time for immediate improvements.
  3. Data-Backed Reporting: Create reports from call analysis to demonstrate strategy effectiveness to decision-makers.
  4. Benchmarking Performance: Set performance benchmarks through call outcome analysis for ongoing enhancement.
  5. Personalized Student Engagement: Gain insights for tailored follow-ups, addressing concerns, and guiding individual students.

Now, you must be excited to explore how you can effectively analyze each call of your counsellors.

How to Effectively Analyse Counsellor Call?

Effectively analyzing counsellors’ calls involves a systematic approach to gathering insights, identifying trends, and ensuring quality interactions. Here’s a step-by-step guide:

Step 1: Set Clear Objectives- Define what you aim to achieve through call analysis. This could include evaluating counsellor performance, assessing prospect satisfaction, identifying training needs, etc.

Step 2: Select Calls for Analysis- Randomly select a representative sample of calls. This ensures a comprehensive understanding of counsellor performance.

Step 3: Develop Evaluation Criteria-

  • Content: Evaluate the accuracy and appropriateness of the counsellor’s responses to students’ queries or concerns.
  • Communication Skills: Assess the counsellor’s tone, empathy, active listening, and ability to build rapport.
  • Problem-Solving: Determine the counsellor’s capability to address complex situations and provide effective solutions.
  • Adherence to Protocols: Check if counsellors follow established guidelines and protocols.

Step 4: Create a Scoring System- Develop a scoring rubric based on the evaluation criteria. Assign numerical values or ratings to each criterion.

Step 5: Analysis and Feedback-

  • Transcribe Calls: Transcribe recorded calls if not already done. This makes it easier to review and analyze the conversations.
  • Score Calls: Apply the scoring system to each call. This quantifies counsellor performance for objective comparison.
  • Identify Patterns: Look for recurring patterns in conversations. These could be common student concerns, counsellor responses, or communication styles.
  • Strengths and Areas for Improvement: Highlight what counsellors are excelling at and where they need improvement. Provide constructive feedback.
  • Training Needs: Identify specific training or coaching requirements for counsellors based on their performance gaps.

Step 6: Aggregate Data- Summarize the analysis results. Create charts or graphs to illustrate trends and performance metrics.


Step 7: Share Insights-

  • Individual Feedback: Provide individual feedback to counsellors. Highlight their strengths and offer actionable suggestions for improvement.
  • Team Feedback: If applicable, share insights with the counselling team to promote shared learning and best practices.

Step 8: Continuous Improvement-

  • Regular Analysis: Conduct call analysis periodically to monitor progress and identify long-term trends.
  • Feedback Loop: Encourage counsellors to provide feedback on the analysis process and any challenges they face during calls.

By following these steps, you can effectively analyze counsellors’ calls. 

But wait, all this will only be possible when we will address the most crucial aspect: call recording. 

How can you ensure the seamless capture of these calls? How will you efficiently organize and centralize these recordings within a unified system? Moreover, how can you generate diverse reports catering to individual counsellors as well as your entire team?

Which Technology is best suited for Efficient Call Recording and Data Management?

To fulfil your education institute’s needs, an ideal solution would be a tailored technology that excels in both call recording and comprehensive data management. This advanced tool should not only capture counsellor calls but seamlessly integrate all aspects within a unified system. 

It can be a CRM.

Yet, its capabilities extend beyond mere recording and management; it should empower you with insightful reports that significantly enhance your analytical endeavours.

What truly sets the system apart will be its bespoke design, meticulously crafted to align with your unique requirements. It should possess an innate comprehension of your processes, thereby ensuring a seamless fit and optimal functionality.

Or it can be an Education CRM.

This seems too good to be true, but trust us, we know about that one ideal solution for you that comprises everything and even much more.

It is surely the ExtraaEdge Education CRM. 


A Gist of ExtraaEdge Education CRM’s Offering


  • Click-to-Call: Enable direct calls from CRM, saving time and avoiding errors.
  • Call Recording: Capture and store calls for future reference and quality assurance.
  • Counsellor Dashboard: Equip counsellors with an intuitive interface for task management.
  • Reporting and Analytics: Gain insights into counsellor performance for informed decision-making.


ExtraaEdge has a wealth of resources to enhance your call analysis and, to be more specific, your entire admissions journey. To discover the full range of possibilities, we invite you to schedule a demo with one of our admissions experts. They’ll be delighted to show you how we can make a difference.