Tips to Leverage IVR Calling System for Your Business

In contrast to older contact center methods, interactive voice response (IVR) systems let businesses provide both live agents and self-service to customers.

Customers may utilize the IVR to get answers to basic questions or fix common difficulties by navigating a set of predefined options or by chatting with a real person. Companies may choose from a number of different on-premises and cloud-based IVR solutions.

1. Reduce the complexity of available choices

When callers are unable to reach the appropriate individual or division, the user experience suffers. Instances like these are when interactive voice response systems really shine. By simplifying your menu selections, you may help callers get the answers, assistance, or information they need without ever interacting with a human.

In the long run, this will lead to greater customer satisfaction, which in turn may boost revenue. If you want to ensure that no caller is confused about which button to hit, simplify your selections.

2. Make sure you’re using a convincing voice

You’ve probably encountered a few IVR calling systems that used synthetic voices and maybe even one or two that sounded fully robotic. The caller probably wasn’t happy with the experience, but I’m willing to bet either way.

Customers are not likely to have a positive first impression of your company if their calls always start with a robotic voice that sounds like it was produced with a dated interactive voice response technology. In light of this, it’s important to ensure that the voices used in your IVR system are of the highest quality and seem completely real to the listener.

The majority of clients, however, see interactions with IVRs as negative.

However, if you keep the conversation with the customer grounded in reality, you’ll find that it goes more smoothly.

Callers are more likely to feel at ease and have their questions answered quickly if they hear a voice that sounds like a genuine customer service agent.

When creating an IVR, you may use either a text-to-speech (TTS) system, a human voice talent, or a combination of the two. Choose the one that fits your business, industry, and clientele the best.

3. The Guidelines Should Be Concise and Straightforward

Users tend to abandon the IVR service if the welcome message is too long and the recordings of the menu options are muddled.

The opening statements at many companies are entirely promotional. However, they can’t keep callers interested for more than 8 seconds in an introductory message.

Likewise, no more than four seconds should be spent explaining each menu option. The greeting and menu descriptions must also be written in everyday language for maximum accessibility.

These suggestions should be made to customers by the developers when they are writing the introduction and menu descriptions.

4. Maximize your time while waiting for promotion by doing promotional work

We’ve shown that your window of opportunity to win over customers is quite narrow before they’re connected with the desired service provider or menu item.

It’s best to avoid making clients wait for lengthy advertising campaigns since this can have the reverse effect on sales, but you may leverage the (very) short wait time to play shorter promotions like:

  • Promotion of an email newsletter
  • The act of announcing the release of a new product or service 
  • Promotional prices and offers
  • Featuring limited-time offers that are only available at certain times of the year
  • Callers’ hold time will no longer be wasted by playing background music; instead, it will be put to better use in furthering the company’s goals.
  • Give patrons the option to go back to the main menu.

The most cutting-edge IVR systems will analyze caller input to route the call to the most suitable division, agent, or queue.

To provide proactive agent-assisted assistance, however, businesses must staff up with enough customer care representatives. If a customer’s call is not answered right away, they often hang up.

Many customers revert to the original menu when their calls are put on hold for an extended period of time. If callers are unable to quickly and easily go back to the first menu, user abandonment is inevitable.

5. Permit clients to communicate with real people working the phones

These days, self-service is preferred by many customers who would rather learn new information or solve basic issues without interacting with a human agent. To solve complex issues, they will still need to talk to a human agent.

Additionally, many customers still choose agent-assisted assistance over self-service alternatives. By pressing zero, customers should be connected to a real person.

The developers must ensure that users may always reach a human agent by pressing 0 when utilizing self-service options or in place of self-service options. Customers will have a better overall experience, and fewer will leave the process thanks to the zero-out.

6. Make sure your website has a frequently asked questions (FAQ) page.

Having a frequently asked questions (FAQ) page on your website is a great way to make your client’s lives easier and enhance their overall experience with your business.

You will be able to not only attract more users to your site but also provide them with valuable information and tools that will allow them to find answers to their issues much more quickly.

There should be a frequently asked questions page on every blog that represents a company or brand. On this FAQ page, we may talk about standard responses that point to related blog entries or other resources for more details.

This is a great strategy for luring potential buyers away from the phone and onto your website.

7. Real-world situations testing for the IVR

Users are interested in IVR products that cater to their unique business communication needs while delivering an exceptional user experience.

Each company has unique needs when it comes to internal communication. In spite of this, every customer has high expectations that the system will be simple and quick to use. Before releasing an IVR calling system too the public, developers should do extensive testing.

By testing the IVR’s performance in realistic user scenarios, they can always arrive at the most accurate analysis possible. The utilization of actual customers in the IVR testing process might also lead to more reliable outcomes. The results of the tests will help designers uncover and fix all the issues that detract from the IVR’s usability.


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