ivrs

Interactive Voice Response systems (IVR’s) as it is commonly known, is a computerized program that interacts with customers without any need for the intervention of human beings to handle the process. IVR programming assists the callers with pre-recorded message templates stored in the system to help them with menial or monotonous tasks, which reduces the time wasted by the caller while waiting for a customer service representative to answer.

Need for IVR:

An IVR system –

  • Should be able to handle unlimited calls.
  • Have a robust monitoring system which makes processing fast.
  • Should seamlessly work with back-end applications which make it more efficient.
  • Should have the capacity to deploy data extremely

Advantages of IVR:

  1. Decreasing Call Volume

Previously a company with a limited set of employees would have to ultimately limit the volume of calls depending, on their capacity. This would result in smearing the brand value of the company since the customer service section could not answer the queries of the remaining callers. IVR services will allow continuous customer service to all your clients irrespective of any holidays or short staffing problems.

  1. 24×7 Customer Support

Is your live customer service care on hold due to some reason? Well, fear not as IVR will provide a 24×7 service to assist the callers anytime.  Non-stop service is the IVR solution that records and transmits messages during any part of the day or night, irrespective of any conditions.

  1. Better Customer Service

There was some speculation about the transformation of the customer service from live to IVR in the past. This transformation has culminated smoothly into customers enjoying the undivided attention they get through these IVRs. Other than being prompt, these IVRs can be personalized while satisfying the client’s needs. Tweaks can be implemented that allows personalized remarks by tracking the caller id of the caller. Personalized messages like wishing the caller on his birthday can be implemented which ignites the emotion of trust and respect for the company. Language options can be re-configured for every client based on their previous call which enables them to complete their task faster. These is a list of some personalized tweaks which can be incorporated into your customer service through IVR messages.

  1. Lowering Costs

So why do companies invest in technologies? One of their primary objectives is to reduce the costs incurred through the current process. Well, implementing the IVR’s software will definitely reduce your expenditure in the long run. Although you need to invest in the technology at the initial stage, you can reduce the intake of employees for running your live customer care service. Training these employees also takes up additional resources of your company and these costs are reduced too after employing the services of IVR software.

  1. Image of the Company

Maintaining the image of your company is essential and providing undivided attention to your customers is the best way to do so. The personalization concept of the IVR will allow you to interact with your client base seamlessly, which will ultimately help in gaining their trust. IVR’s can be a boost to SMBs. The IVR will allow enterprises to record messages and file them in databases which can be analysed to create patterns of the needs of the clients. For example, if there is a demand by the callers to incorporate a better menu in your IVR, you can update your software to meet the needs of the customers.

IVR

Interactive Voice Response(IVR) is an automated telephony system that connects with the callers, collect the required information and routes the call to the appropriate recipient.

This is a great way through which you can connect to a number of customers in no time and make them feel great. With this system, you can reply your customer through recorded spoken words or generated audio which plays automatically when a caller calls you.

Reasons:-

  1. Never Misses a Call – Business is on the Go

The business is becoming competitive day by day. The day you start to plan a business, you will see thousands of same companies are already established with the same business. Then, how to survive in the competition? What new things to try to face it? What happens if your phone is switched off and an important phone call arrives? Well, all this can be solved if you have a great interaction towards your audience you can survive even the toughest competition.

An IVR phone system helps you in interacting with your customer through a recorded telephone system. And which helps in communicating with the audience even if you are unavailable at the office, or in evening time when the office gets closed.

  1. Provide Better Customer Service

An IVR phone system helps in providing you better customer service. How?? Well, if a fancy recorded voice welcomes your client from the other end of the phone, he will feel that he is being better attended to. In no time the recorded voice gives the reply of the question the customer asks for and making him to build the trust.

The reply from the recorded voice is clear and concise which help caller to just follow the instruction and making it easy for both you and your client.

  1. Enhances Your Company’s Image

Your company’s image needs an upliftment especially if you are a smaller company. An IVR phone system allows your company’s clients listen to a fancy recorded voice which creates a brand image of your company. And also it is not possible for a receptionist to attend all the calls of the caller and making it simpler to attend all the calls.

For bigger companies, it fosters a professional image by maintaining the brand that the businessman has established on the long-run.

  1. Phone Numbers are For Life

The IVR phone number you are using now is your lifetime phone number. You can move your office to any other location but your phone number remains the same irrespective of where you are located. It is just a one-time investment on your number and there you go, all the year, all the life.

Your IVR number will move along your business, no hardware, no software, as easy as your email.

  1. No Error in the Call

A recorded voice does not allow any type of error when your client calls you and makes your client’s call go smooth. Using an IVR makes your call error free when compared to a receptionist.

When a number of calls come and your receptionist picks the call, it is natural that your receptionist might forget some information to tell or may not pick all the calls and make callers wait on the phone line but with an IVR phone system, a virtual receptionist picks the call on which the IVR message is recorded and thus making the call error free and go smooth.

  1. Wider Reach Of Customers

An IVR phone system makes your customers call easy by making it available to a wider range of audience and reaching out to every single person. If you have your customer worldwide and you talk to them on a daily basis, then an IVR is a great option for you. Use of an IVR can enhance your customer experience by reaching to each one of them.

An IVR phone system is definitely a boon to your business leading to growth. It is helpful in enhancing your customer experience when they make a call and also build trust in your company.

Make the right move, when choosing IVR phone system !!

IVR

Interactive Voice Response (IVR) can be a lifesaver in such cases. Interactive voice response (IVR), which is IVR delivered via the cloud, by subscription, now makes a lot more sense for business from a cost perspective. Unfortunately, calling a business and being greeted with a recorded prompt can put some existing and prospective customers off. In this post, we’ll outline how you can make #IVR work for your business.

Here are few tips for a successful, hosted Interactive voice response (IVR) deployment:

  • Always give your callers a way to get to a real person: At the end of each menu, you should always give the option of pressing “0” to speak to a live human being (or to record a message if someone calls after business hours). Leading hosted #IVR systems will allow you to do this easily through a web-based management portal.
  • Put important information in your greeting: You’ll probably find that most callers need basic information, such as your hours, your address, or your website. Consider putting those details in your greeting, so most callers will be satisfied without having to push any buttons.
  • Choose your menu options carefully: You want to present callers with the most popular option first. This means monitoring how many people are selecting each option. For example, you might find the majority of callers press “0” to talk to a person asking for the customer service department. In this case, you should give that a “1” or “2.” The goal is to make sure that the main menu gives callers the most useful options and the option of going straight to customer service without requiring a human attendant.
  • Keep your menu options short and simple:Do NOT have more than five options—people won’t be able to remember them all. Worse, they’ll just hang up if confronted with too much complexity. For example, you might want to have a main menu with just two items, such as “new customer” or “current customer,” then give them more options from there.
  • Make sure calls are going to the right place or person: It’s a good idea to thoroughly test all the touch-tone or voice-recognition options on your IVR regularly. Make sure if customers press “2” for finance, their calls get routed correctly to finance. Most leading hosted #IVR systems provide a web portal with a friendly graphical user interface that allows you to quickly and easily change how your calls are routed.
  • Don’t frustrate callers with a long, cumbersome menu tree:Once a caller selects an option from an introductory menu, don’t lead them to another long list of menus to find the information they’re looking for. As a general rule of thumb, don’t make callers go through more than three menus before they find what they need—whether that’s a live operator, general information, or a transaction.

Are you missing your important business calls? Your leads are getting slipped by your hand? Don’t panic! Your virtual receptionist will help you in guiding your clients or get connected with you when you are busy in some other important work. Hiring a Virtual Receptionist or using an IVR technology will help you in saving your money, your resources and your time and I hope those are the real things needed to make a successful Business man.

Here are 5 reasons why we should go for a Virtual Receptionist.

1. Why to lose Business Leads – After all every client is important!!

The competitive attitude of Business is increasing day by day. What if your client which could be proved as the most important or beneficial client for your business is missed just because he found that your number is powered off or may be you are not reachable when he tried to contact you. Yes, these things appear as silly for your Business as they are sounding. From Virtual receptionist service you will get the list of all the clients who tried to call you and even whose call is missed.

2. Be a Brand yourself

If you’re a starter in the Business lane then let me inform you that you are going to face a lot of competition with MNC’s and if you have notice then you must have seen that Big Companies are unable to provide attention to individual customers but use large marketing strategies and Brand image to grab their customers.

Virtual receptionist will help you in impressing your customer by creating a Brand image of your company and that too with avoiding the expense of a real receptionist. You can project a profession image of your company by providing the appearance of different department of your company.

3. Manage Information System of your company

If you are a Business person and running your Business to grow it then it’s obvious that you have to handle a lot of clients at the same time. In this scenario, it usually happens that we don’t remember that with which client we have discussed what and when. Now it’ll no more appear like you have to run for the Notepad and write all the details of your clients. It’s just like get the call logs, check call recordings with notifications and all done.

4. Grow your Business Without Changing Your Identity

No doubt, if you are starting your Business some or the other day you will try to grow it as more as you can. Growing business can refer anything, may be expanding your office or transferring your branches to other parts of the country as well.

But will it be beneficial to maintain different contact numbers for your different branches or hiring as number of receptionist as number of branches you do have.

Obviously not you would not like that you have changed your number and your customers keep trying to contact you on that old number. NO changes, no hardware, no software. As easy as email -The most professional and personal medium.

5. Save Your Money- “Saving Is The Best Investment”

In a business saving even small amount of money is not only saving it’s an investment. Virtual Receptionist is the receptionist of your company which don’t demand salary every month, will be available to welcome your customers 24 X 7 and most important, never takes leaves. There no holiday planning of it.

Virtual receptionist will help you in growing your business avoiding the investment done over the receptionist of your company.