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

How does an IVR work?

It’s 2020, age of automation and we are sure you must be considering setup an IVR for your business need. So let’s dive more into the technical aspect of how does an IVR work.

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. This means IVR allows computers to interact with the customers before their call can be automatically transferred to the concerned agent or department.

How does IVR work

For example: If you wish to book an air ticket and you call the ABC airline. Firstly an IVR system will greet you with an automated pre-rerecorded message. Next, it will ask some set of questions like:

Press 1 to book a new ticket.
Press 2 to cancel an existing ticket.
Press 3 to upgrade your booking.

In this case, you want to book a new ticket therefore you press 1. And the IVR gets into more details and ask you further in-depth questions:

Press 1 if you wish to book a domestic flight.

Press 2 if you wish to book an international flight.

This way IVR directs you to the agent or department, which specializes in your area of concern. This further means it saves your time by not talking to random agents who cannot be of your help. If you wish to know more about IVR systems, please go through this guide, which will help you clear your basics about IVR.

So let us understand how does an IVR work?

A typical IVR system is based on Computer Telephony Integration or CTI technology. A traditional IVR system consists of telephony equipment, software applications, a database, and the support infrastructure. To start with, the computer should be connected to the company’s telephone line.

IVR software has to be installed onto a computer, and a special piece of hardware called a telephony board, or telephony card, is required to identify the DTMF.

Some details illustrating the requirements:

IVR system
  • TCP/IP network: This is the internet network that serves to provide Internet and intranet connectivity.
  • Databases: real-time information that can be accessed by the IVR applications.
  • Web/application server: this can be viewed as the home of Interactive Voice Response system software. One thing to note is that there are several different applications designed to perform various functions.

How does an IVR work at the Backend in detail:

When a customer calls you or your company, unlike the traditional call the computer will attend this call. The computer will greet the customer with a pre-recorded message set by you or your team. After listening to the options presented by IVR, the caller can choose to use DTMF tones or Speech recognition technology to answer.

IVR call flow

1. DTMF tones:

DTMF tones also called Dual-tone multi-frequency. It is the tone, which is produced when you press a button on your phone keypad. Each number key on a telephone emits two simultaneous tones: one low frequency and one high-frequency. The number one, for example, produces both a 697-Hz and a 1209-Hz tone. A computer needs special hardware known as a telephony card to understand this DTMF response. The system recognizes these tones and navigates the caller accordingly.

2. Speech Recognition:

This is a relatively newer technology as compared to DTMF tones. In this, the caller speaks their option and IVR recognizes the words. It is most useful in native languages.

Now a caller can opt for a self-service option or talk to agent option. If a caller opts for a self-help option, then the answer to the query is retrieved from a database or a pre-recorded script.

However, if the caller opts to talk with the agent then features such as call forwarding or routing help to direct the caller to the desired customer service representative. And with the help of CTI technology, the calls are available on the agent’s desktop.

How does an IVR work for the end-user:

Though it may sound a little cumbersome at the backend but it is super easy and simple for the user, hence highly encouraged to use if you want to increase customer satisfaction. When a customer calls on the business phone number, the IVR system greets the caller by playing an automated greeting message along with a list of menu options. 

These IVR options are customized as per the company’s customer service needs. However, in most of the cases, the IVR options are divided by departments, geography, or the service/product company offers. These options are self-explanatory which makes the navigation and query resolution easier for the caller. The two major kinds of IVR options used by companies are self-help options and connect with a customer service representative option.

Press 1 for Billing Related Queries
Press 2 for Product Enquiries
Press 3 for Sales Related Issues

The above options are an example of a self-service menu. These options help the customers to resolve queries without the intervention of a live agent.

Conclusion:

We really hope that this article gives you a brief understanding of how an IVR works, what all devices it requires, and the technicalities behind it. This will also make it easier for you to choose the right IVR system for you.

VirtuIVR

If you wish to see a demo of our IVR system, please visit VirtuIVR or contact us at sales@virtuivr.com. We will be happy to resolve your queries and give you a trial of our IVR.

7 Reasons you must have an IVR for Small Business

How do you feel when you are calling somebody for the first time and hear these statements on an IVR of small business?

“The number you are trying to call is currently busy. Please try again later.”

OR

“The number you are trying to call is out of coverage area. Please try again later. “

Will you call them again or call somebody who offers you the same service/ product and is easily reachable. We are sure you feel irritated the same way we feel. And chances are you won’t call them again and instead call the other option.

Do you know how much business can you lose with these unanswered calls? According to a survey by High Level Marketing, around 60 percent of your potential clients will move on to your competitors. You can’t change the past but you can make your future more productive by using IVR for all your businesses. 

IVR or Interactive Virtual Response system serves as an e-receptionist by greeting the caller and then directing the calls to the appropriate departments without any delay and error. If you wish to know more about IVR and how it works, please go through our article on the Interactive Voice Response System (IVR) Guide.

Let’s understand the reasons why you cannot miss to get an IVR for your small business

1. Better Customer Support

ACD benefits

When you call a business with an IVR system, you will automatically be routed to the correct person or department that can address your issue. IVR uses the Automatic Call Distribution feature, which directs the incoming call to the appropriate destination.

This whole automated call process reduces the hold time for a customer. As a result customer satisfaction increases and who doesn’t want a happy customer.

2. By having IVR for small business in place, your greetings won’t be affected if you are having a rough day

IVR for small business
Always greet your customer with a happy message!

Being a human means we have emotions, hence it is understandable you are going through a rough day. But how will your customer feel if they hear a sad or rude greeting? They also have emotions and they too won’t like the harsh voice.

Luckily IVR can take care of this. It is a machine, not affected by emotions. It will greet your customers with customized and personalized welcome messages creating a positive impact on them.

3. Never miss a call again even if you have only one phone

Yes you heard it right, if you are a freelancer or a solo entrepreneur chance are that you have one phone for your personal as well as business use. It’s only normal that your phone is busy most of the time. And clients don’t like to be ignored or to be asked to call back again. As the truth is you need them, they don’t need you.

IVR for small businesses

With IVR you don’t need more phones, you just need a laptop/desktop to manage calls. IVR system provides you with custom or toll-free numbers, which can be assigned to various support agents. In addition to that, in case all your support agents are busy IVR also stores the information of the caller and their voice message for follow-up. 

4. Reduces cost of operation and 24*7 service by having an IVR for all your business

Benefits of IVR
Attend multiple calls simultaneously

The IVR system these days is very easy on the pocket to install. They don’t require an extensive setup. And with single IVR you can handle 10 calls simultaneously. Which otherwise would have required at least 5 operators increasing your budget by a large amount. Therefore it helps you in saving a lot of your manpower expenses. IVR eliminates the cost of hiring new people for attending customer calls and helps you save your resources for a better investment option

Virtu IVR

VirtulVR is one such IVR system that has services starting from only $67 per year.

Not only that IVR will also handle calls beyond your normal operation hours without any need of an operator. This again helps you in retaining more customers by giving them timely resolutions.

5. Enhance your Professional Image

Clients are impressed by businesses, startups, freelancers who sound professional and value their customers time. A client won’t be impressed if they call your phone and nobody answers. If the phone simply rings, it does come off as a little too casual.

In fact if you have had an IVR system in place, your business will have a toll free number or a customized number which lools more professional. And with a call menu in place, your caller will consider your business more credible and reliable. 

In addition to that you can keep your caller engaged when on hold with nice music or a message aligning with your brand.

According to Call Source

“In a study, 72% of people correctly recalled vanity numbers after hearing a 30-second advertisement. The same advertisement with a numeric number resulted in a recall rate of just 5%!”

Still unsure if your consumers will want to dial a toll-free phone number to reach your business? Think again: 90% of Americans say they use toll-free numbers.

6. Stores all the queries and call data for future reference and call monitoring

It is very difficult to remember all the call details or make a note of the calls if you are working alone or have a small team. But it also very important to have all this data stored for future reference and to avoid any misunderstandings among you and your client. To maintain a transparent process, it is essential to store all the call data. IVR helps us to store this data and makes it easily accessible when required.

The second advantage of recording calls is in monitoring calls your support agents. It helps in training the agents and making them more prepared to answer calls more effectively. 

7. Gives more freedom for mobility

If you are a freelancer or starting a new business, which means you have to run around or travel to take care of many other issues is it professional or personal.

So no matter how big or small your team is or how near or far part your team members are, you can stay connected. IVR turns your cell phone into your office phone – no matter where you go or where you work from, the world is your virtual office.

Conclusion:

The above benefits should make you realize how important it is to have an IVR system for your business. Business can be small or big, but ultimately we all want to grow. Therefore we should think big to achieve big. It does not matter if you are a freelancer or solo entrepreneur, everyone deserves to put their best foot forward to make a long-lasting impression on your clients.

And when the investment is so little compared to its benefits, one cannot ignore to take advantage of the system.  

Want IVR for yourself or your company, check out VirtulVR. They offer quality service at a very competitive price and are built on the Twilio platform, one of the most trusted in the industry.