Automated phone system for small business: No more fear of missing business calls

Did you know

80% of all business communications take place over an automated phone system for small business.

AND

Roughly 85% of people whose calls are not answered will not call back.

This would mean a huge business loss for those startups and enterprises, who did not bother or did not recognize the importance of a well automated phone system for small business or a Virtual Receptionist.

What is an Automated Phone system for small business?

An automated phone system used for small business is any telephone system that interacts with callers without input from a human other than the recipient.

Automated phone system for small business

It is also called Interactive Voice Response or IVR. More specifically IVR is the technology that automates telephone contact between humans and machines.

Types of Automated Phone System for small business:

Outbound Calls: Automated outbound calls contain a pre-recorded message which plays once the customers pick the call. They are placed either to deliver a recorded message or establish a connection with another human. 

Inbound Calls: These calls trigger an action. Customers can call a certain number to trigger an action – unsubscribe, cancel a booking, balance enquiring, and more.

Hybrid Calls:  These calls combine features from both inbound and outbound systems, allowing them to both make and take calls.

Why should you consider VirtuIVR for Automated Phone System for small business?

1. No phones, only laptops or desktops:

IVR
No more Phones

Confused, that how can you make a business work without a phone. Let us clarify it. With VirtuIVR all you need is your laptop or desktop to place and receive calls. The VirtuIVR dashboard lets you save all your contacts and helps to make calls to them without any phone involved.

In addition, it even helps you to send mass text messages to your clients or potential leads.

2. Don’t miss business calls:

You must have heard the phrase missed business calls = missed the money. You do not want to lose on opportunities due to not being able to answer your calls. VirtuIVR records data of all the incoming calls even the one you missed. Moreover, it will keep on sending you reminders to call back the numbers you missed.

You can also ask your customer to leave a voice message that will be stored in VirtuIVR software, helping you to assess the lead.

3. No need to stick to one place:

Call forwarding for automated phone system for small business

With VirtuIVR you can transfer all your calls to a different number according to your convenience. If you are traveling or are busy with some personal work, all the calls will get transferred to the phone of your choice.

  • All you need to do is log in to you VirtuIVR account
  • Set some instructions like after how many rings you want to forward the call
  • Finally, enter the number where you want to forward the incoming calls

4. Get 10 Toll-free number or Local numbers:

You can get 10 different toll-free numbers and local numbers for you and your team. This makes your company looks more professional and credible. A toll-free number enhances your customer calling experience, builds a better brand image, earns credibility for your business. Hence, it brings more customer calls and business revenue.

5. Email Notifications for Messages

Email notifications for business messages are important because it is very common that you will miss on voicemail messages. Set up your account to send new voicemail messages to a specific email address, select any email address that you want, and get a ping from your email the moment a customer leaves a voicemail for you.

You can even set up multiple mailboxes on your account for different employees and then set each mailbox to route to that person’s email.

6. Call Recording:

VirtuIVR records all incoming calls. This helps to monitor the client calls and in addition, will help you to keep track of your employee’s business call activities. These call recordings are immensely helpful in the training of employees and understanding customer concerns.

It helps you to find the issues and concerns where there is a scope of further improvement.

7. Powered by Twilio:

VirtuIVR Works with Twilio API. Twilio is one of the most trusted cloud communications platform company based in San Francisco, California.

8. All this and much more at just $67 per year:

VirtuIVR

Yes, you heard it right, all the above features and many more will be available for you at just $67 per year.  Think about it, this number is just peanuts when considering the amount of business you can lose if you do not have a proper automated phone system for small business in place.

Don’t believe us; See for yourself the demo of VirtuIVR – An automated phone system for small business.

Demo – VirtuIVR

Conclusion:

To conclude, Automated phone systems for small business is one of the most important things that was ever created for businesses. It saves time, saves labor, gives the caller a better experience, and prevents you from losing sales due to confused or frustrated callers.  Many businesses and other organizations typically use inbound automated phone systems in place of a receptionist. These systems can route callers to the appropriate department, accept input and, when connected to a computer database, even answer basic questions.

Automated phone system for small business: No more fear of missing business calls

Did you know

80% of all business communications take place over the phone.

AND

Roughly 85% of people whose calls are not answered will not call back.

This would mean a huge business loss for those startups and enterprises, who did not bother or did not recognize the importance of a well automated phone system for small business or a Virtual Receptionist.

What is an Automated Phone system for small business?

An automated phone system used for small business is any telephone system that interacts with callers without input from a human other than the recipient.

Automated phone system for small business

It is also called Interactive Voice Response or IVR. More specifically IVR is the technology that automates telephone contact between humans and machines.

Types of Automated Phone System for small business:

Outbound Calls: Automated outbound calls contain a pre-recorded message which plays once the customers pick the call. They are placed either to deliver a recorded message or establish a connection with another human. 

Inbound Calls: These calls trigger an action. Customers can call a certain number to trigger an action – unsubscribe, cancel a booking, balance enquiring, and more.

Hybrid Calls:  These calls combine features from both inbound and outbound systems, allowing them to both make and take calls.

Why should you consider VirtuIVR for Automated Phone System for small business?

1. No phones, only laptops or desktops:

IVR
No more Phones

Confused, that how can you make a business work without a phone. Let us clarify it. With VirtuIVR all you need is your laptop or desktop to place and receive calls. The VirtuIVR dashboard lets you save all your contacts and helps to make calls to them without any phone involved.

In addition, it even helps you to send mass text messages to your clients or potential leads.

2. Don’t miss business calls:

You must have heard the phrase missed business calls = missed the money. You do not want to lose on opportunities due to not being able to answer your calls. VirtuIVR records data of all the incoming calls even the one you missed. Moreover, it will keep on sending you reminders to call back the numbers you missed.

You can also ask your customer to leave a voice message that will be stored in VirtuIVR software, helping you to assess the lead.

3. No need to stick to one place:

Call forwarding

With VirtuIVR you can transfer all your calls to a different number according to your convenience. If you are traveling or are busy with some personal work, all the calls will get transferred to the phone of your choice.

  • All you need to do is log in to you VirtuIVR account
  • Set some instructions like after how many rings you want to forward the call
  • Finally, enter the number where you want to forward the incoming calls

4. Get 10 Toll-free number or Local numbers:

You can get 10 different toll-free numbers and local numbers for you and your team. This makes your company looks more professional and credible. A toll-free number enhances your customer calling experience, builds a better brand image, earns credibility for your business. Hence, it brings more customer calls and business revenue.

5. Email Notifications for Messages

Email notifications for business messages are important because it is very common that you will miss on voicemail messages. Set up your account to send new voicemail messages to a specific email address, select any email address that you want, and get a ping from your email the moment a customer leaves a voicemail for you.

You can even set up multiple mailboxes on your account for different employees and then set each mailbox to route to that person’s email.

6. Call Recording:

VirtuIVR records all incoming calls. This helps to monitor the client calls and in addition, will help you to keep track of your employee’s business call activities. These call recordings are immensely helpful in the training of employees and understanding customer concerns.

It helps you to find the issues and concerns where there is a scope of further improvement.

7. Powered by Twilio:

VirtuIVR Works with Twilio API. Twilio is one of the most trusted cloud communications platform company based in San Francisco, California.

8. All this and much more at just $67 per year:

VirtuIVR

Yes, you heard it right, all the above features and many more will be available for you at just $67 per year.  Think about it, this number is just peanuts when considering the amount of business you can lose if you do not have a proper automated phone system for small business in place.

Don’t believe us; See for yourself the demo of VirtuIVR – An automated phone system for small business.

Demo – VirtuIVR

Conclusion:

To conclude, Automated phone systems for small business is one of the most important things that was ever created for businesses. It saves time, saves labor, gives the caller a better experience, and prevents you from losing sales due to confused or frustrated callers.  Many businesses and other organizations typically use inbound automated phone systems in place of a receptionist. These systems can route callers to the appropriate department, accept input and, when connected to a computer database, even answer basic questions.

To get your business an automated phone system, click below and experience all the benefits of the system.VirtuIVR @ $67/year

10 IVR Design Tips: You don’t want to upset your customers

. We all know that businesses, startups, multinational companies, and freelancers have one thing in common. And that one thing is, they all cannot survive without customers. This makes customer service and satisfaction, their utmost priority. And this is where the IVR design tips to an efficient and simple way of designing the IVR or Interactive Virtual Response System plays a crucial role, since you don’t want your customers to be mad or upset with bad call experience. 

“ A study conducted by Purdue University suggests that bad IVR experience will make 63% of consumers stop using the company’s products or services.”

The main reason companies use an IVR menu is to automate their calling process and make it more efficient. The IVR menu helps to direct callers to operators, different departments, and employee extensions. It is imperative for the IVR menu to have an optimized design, or else it could lead to a lot of frustration among the customers. Nobody wants to lose their potential or loyal customers because of one bad IVR experience. 

IVR design

Let’s understand a scenario of bad IVR design setup:

An existing customer who needs some technical assistance immediately tries to call the customer care hoping to sort his problem over the call. After the call connects, the IVR professionally greets him.

But, then he finds himself stuck in a long list of options for almost 15 minutes. Adding to this, he did not even get the option to connect with an agent. Nor could he get any information through self-service options. In this case IVR proved to be insufficient to handle his query. Infuriated by this experience, he finally gave up, left negative reviews on social media platforms, and move on to a competitor.

To avoid the above kind of scenario, please make sure that you strictly abide by the following tips while designing an IVR set up for your business or yourself.

10 Tips to design IVR for your business:

1. Always have the IVR designed to have the option to speak to an agent: 

One of the main IVR design tips is to have an IVR system in place, it is mandatory to give customers the freedom to choose to talk to an agent or even skipping the whole IVR process. It is also rude to hang up on a customer when they are not able to provide any input. Instead, his call should be automatically transferred to an agent.

2. Understand your customer issues and put the most popular option first in your IVR design:

Ivr design tips

Analyze your existing customer data. And figure out the most common issue for which the customers call your IVR frequently. Make sure to include these options in the starting of your IVR menu.

In general, your first two options should be related to a new customer query and second to an existing customer. In addition you may have an option for potential customers.

3. Keep the introduction under 8 seconds and menu under 4 seconds in your IVR design:

Everybody has a busy schedule and none of us would like to waste time listening to some never-ending meaningless sentences. As a rule of thumb, keep your introductory message under 8 seconds, and each option announcement under 4 seconds. 

Also, keep in mind to not include any recent marketing or promotion materials in the call. Customers call with a sense of completing a task. So please don’t irritate them by delivering information that is redundant to them.

4. Keep menu options to minimum preferably limit to 5: 

ivr menu
Minimal menu option

Simplicity is the key while designing an IVR. Studies show that callers begin to get irritated after hearing three or more prompts. It also causes frustration if they have to navigate more than three levels of menu options. To prevent this, keep your menu options to minimum preferably limit to 5.  

Use analytics and call reports to monitor and improve your IVR menu. Improvising is an ongoing process. Hence keep trying different options and menu until you figure out what works best for you.

5. Make your IVR sound like human and a female:

IVR design tips
Give a human voice to IVR and have options for multiple languages

Another IVR design tips is to make customers feel at ease and assured when they are talking or listen to a human voice rather than a mechanical voice. To increase the level of ease of communication, make sure your IVR uses a human voice and most preferably female voice. You can even add extra customer experience ethos by incorporating updates about wait times. Additionally mentioning statements like “Sorry, this is taking longer than expected!” can put customers at ease.

6. Always call back and don’t make the customer wait:

Call queue
Don’t make the customer wait for a long time. Ask their details and call them back.

Never make a customer wait for an agent to talk to them. If an agent is unable to take a customer call, the IVR should be set up in such a way that it saves the customer number. This information should be later used by the agent to call back.

The IVR should also mention something like: “Sorry all our agents are busy at the moment. Please leave your number and we will return your call.” 

7. Store and transfer the data to the concerned agent:

It’s a shame if the customer has to give his details again such as customer ID, phone number, or account number. It makes sense for the IVR to store all such information and directly transfer this data to the live agent. Doing this would eliminate a lot of frustration and gives customers better user experience.

8. Touchpad option is a must:

Call menu
CaHave both touch-pad and speech recognition option

There have been situations when the voice recognition does not interpret the input accurately. This can be due to language or accent differences. Therefore it is must to always have the touchpad option in your IVR. This further reduces any chances of errors and miscommunications.

9. Send follow up message every time a customer makes a request through self-service: 

 It is primitive to make the customer know that we have been receiving your requests or messages. And make them aware that the concerned team is working on it and will be contacting you shortly.

It sends a wrong message if your customer leaves without having an idea, whether their requests or messages are being taken into consideration. Thus it is essential to send a follow-up text message to the caller as a confirmation that the request has been received. 

10. Continue to monitor and improvise your IVR menu:

 As mentioned earlier improvising is a continuous process, no one can reach the perfect solution in one go. It will be helpful to utilize analytics and call reports to monitor and improve your IVR menu.

Review your system regularly, remove options that might confuse customers, and make adjustments as required.

Conclusion:

IVR should have a simple design that makes customer navigation, and issue resolution easy and quick. IVR’s main objective is to increase satisfaction and add value to the customer lifecycle. But if your IVR is not optimized and designed as per your customer needs, it can lead to huge business losses. Further, it can create mistrust among the existing and potential customers. In order to ease and make customers experience great service, the IVR should be set up in a user-friendly manner.

If you follow the above ten points to design the IVR system, you can save yourself and your company from all adversities. And VirtuIVR can help you design one of the most effective IVR systems according to the needs and demands of your business and customer.

IVR

Let VirtuIVR make IVR an asset for your company and not a liability. 

Interactive Voice Response System (IVR) Guide

We are sure that you have heard the following message on calling an office.

“Hello. Thank you for calling. Please press 1 to schedule an appointment. Press 2 to speak with a representative.”

Did you ever wonder who is the voice behind this meticulous message? Is it a person or a machine? Well the technical term of this message is called Interactive Voice Response or IVR.

And this article is going to prove to be a guide to all those who wish to know more about the Interactive Voice Response system (IVR). Simultaneously are confused if their business or startup requires such a setup.

Firstly let’s start with the basics:

Interactive Voice Response system

What is Interactive Voice Response System/ IVR?

In technical terms, IVR is a technology that allows a computer to interact with humans through the use of voice and Dual Tone Multi-Frequency (DTMF) tones input via a keypad.

Interactive Voice Response system

In simpler terms, when you call a bank, hospital, or any other business, you hear a pre-recorded message asking you to press or say a specific number to get connected to the concerned department or individual. This voice is called Interactive Voice Response or IVR. It basically serves as an e-receptionist by greeting the caller and then directing the calls to the appropriate departments without any delay and error.

Further lets delve into some technical stuff and understand how it works.

How does Interactive Voice Response System Work?

A typical IVR system consists of a computer attached to a phone line through a telephony board and an IVR software. The software stores the pre-recorded message which you hear as part of the greetings and informing you of the menu. The customer can then, speak or push the button on the dial pad matching to its choice. The software identifies the response and route the customer to his selected path.

Let us take an example to elucidate it further. When you call a business, you hear a greeting message followed by the below options:

Press 1 if you want to continue in English.
Press 2 for Spanish.

Suppose the customer presses 1, the IVR will continue to speak in English and further ask you:

Press 1 to connect to the sales team.
Press 2 to connect to the HR team.
Press 3 to connect to the PR team.

At this time the customer will choose the option based on his preference. And will be automatically directed to the specific team. Therefore IVR acts like a virtual receptionist, only more accurate, quick, and affordable.

IVR are broadly of two types single level and multi level.

Single Level Interactive Voice Response:

In single-level the IVR provides you with only one option and then directs you to an agent. Thus this comes in handy for small organizations and solo entrepreneurs.

Multi Level Interactive Voice Response:

The above example is a multi-level IVR system. It has various levels where the IVR filters the queries based on language and department. Hence bigger organizations, banks, hospitals use multi-level IVR.

Now that we are familiar with what is IVR and how it works, let’s go through a more important topic that why IVR is the need of the hour for your business.

Why does your business need an Interactive Voice Response System?

  • More efficient and error free process:

As we have already mentioned, IVR imitates the work of a receptionist and makes the entire call process more refined and less prone to error. In addition to that it helps to easily filter and prioritize calls, hence reducing the wait time.

  • Handles more volume of calls:

Since it is an automatic process that streamlines the entire call process, it helps in reducing the queue time, making it able to handle more calls.

  • Budget Friendly:
IVR system

Setting up an IVR system is way cheaper than hiring an operator. Moreover, it requires a nominal amount of charges for IVR software.

  • 24*7 Customer Service:
IVR - 24/7 customer service

The biggest advantage is that a machine never gets weary and does not require to work in shifts. A machine can work 24*7 and make sure that you are not missing any new leads or are disappointing your existing customers.

  • Record calls for monitoring and store data:

IVR records the call, making the whole call process transparent. These recorded calls help to monitor the calls and make sure the customer handling was proper. It also assists in the training of the agent.

  • Increase first call resolution:

In every business retaining a customer is the biggest challenge, which means customer satisfaction is the utmost priority of a business. With IVR the inquiries are handled effectively and escalated to the most appropriate agent. As a result, the issues of customers get resolved more speedily.

  • Increases Professionalism:

You don’t need to be a big company or an organization to be professional. It is equally important for the startups, solo entrepreneurs, and freelancers to put a professional face in front of a prospective client. And IVR helps you and your company give a formal and professional feel.

  • More Personalized Messages:

Advanced IVR systems can help you set up more personalized messages. This means you can create messages or personalized greetings for repeat customers. Using personalized messages creates a sense of belonging among the customers and helps customer retention in the long run.

Conclusion:

We are sure after reading the benefits of an IVR system, you have understood how important it is to have an IVR system in place for you to succeed. Whether you work for a multinational company, a startup, or are a freelancer, you need an IVR system to make you more efficient and professional.

Eventually, we all know that “the customer is god” in any business. If a customer is happy, your business will flourish. The customer will be satisfied if you are professional, efficient, and make them feel important. Interactive Virtual Response System helps you in all these areas.

VirtulVR IVR

If you are looking for a cost-effective IVR system for your business or a startup, VirtulVR is your solution. VirtulVr works with Twilio API, one of the best in the industry.

Don’t wait for others to tell you to get a IVR system, go get your IVR now!