How do you encourage end users to fill out trouble tickets?

Question

So, I work in a fairly small IT section. We have a trouble ticketing system that about half of our end users use. Some of my coworkers don't really do much to encourage our end users to use the system we have in place. The end result? Constant interruptions because end users will get us by IM or come to our offices directly for trivial things. This can obviously make it difficult to do a good job of writing code.

Now, I suppose I could just say "hey, would you mind filling out a trouble ticket next time?", but then I'd come off as the bad guy because others won't do that. I also don't want end users to feel that I'm unapproachable. I just want them to understand that there's a proper way to ask for help.

So what's the best thing for me to do in a situation like this?

Answer 1

Make it appealing to do so.

Mention to the user that issues with trouble tickets are viewed by the entire development team and have been found to get fixed significantly faster. Say that anything without a ticket has the potential to get lost in the shuffle. Provide them outward facing links so they can view the progress and developer/support comments on their ticket. Provide email alerts so they feel like they are part of the process and have instant information about their issue.

Make it as frictionless as possible.

Make the user entry part of the system as easy to use and as intuitive as possible. No one likes filling out tickets and I'm certainly not going to jump through any hoops to do so. No logins, no sign-ins, just type out my issue and contact information and go.

Talk with your team.

Ultimately, no amount of hard work on the above systems is going to matter unless your team and you are on the same page. Call for a team meeting and talk with them about the issue. With your boss present, try and put it in terms he can understand. Mention valuable time lost, issues tracking customer problems which aren't in the system, etc, etc.

Answer 2

Sounds like your manager is letting you down by not forcing users to submit a ticket before getting help. The problem starts there and only continues to your co-workers allowing such behavior. We use redmine at work for application support and have made good progress in telling users "submit a ticket and we will look in to it" but it has to be a consistent voice from all people involved.