Why your business need an IVR

business-ivrIVR is an interactive voice response that is automated by the computer system and allows people to connect with the computer’s database, that can be via emails, fax etc., usually it is the telephone.

We all are aware of the concept of the call centers… Do we..??
‘Press 1 for sales’,’Press 2 for marketing’… Yeah..?? Remember..?

The IVR service firstly deployed in the 1970s for the use of call centers, but it was too expensive and with the complicated technology.
Now it’s being a decade later that the technology became more affordable, cost effective and able to used with voice recognition.
Voice recognition helps your customer to collect information without wasting their time with prerecorded messages in detail.

For Example: If you call any operator’s (such as airtel, vodafone, BSNL, idea etc.) customer care and want to know about your balance and validity then IVR helps you to reach the particular destination of information and with the help of the computer’s database, and the voice recognition feature, announce your balance details with validity (if applicable).

IVR is of two types, usability depends on the demand:

  • Inbound IVR: use to automate the calling answering process.

For example: ‘Press 1 for DTH’,‘Press 2 for the Internet’,‘Press 3 for other assistance’ etc.

  • Outbound IVR: use to take the feedback from the customer.

For example: After solving the customer’s query, you can make an automated IVR call to the customer and ask ‘Press 1 if you are satisfied or Press 2 if you are not satisfied.’

Why only IVR?

Grab every call

Your every call is an important one as your customer. You may miss a big order call but now you will never miss any call whether your phone is switched off or not with you for some reason. IVR services give you a list of all the customers who called you and whose call was missed.

Intense fight

There are many companies are in hurry to grab the attention of the customers but unfortunately, they fail because of the low budget.

Although the multinational companies don’t give attention to the individual customers but they use large marketing budget and images to grab their attention to them.

But what about the small businesses, what should they do…??
They do not have the high budget and have any image in the market too.
The IVR services are not less than a boon for them. Now they can provide all type of customer service in their low budget.

Enhances company’s image

You undoubtedly want to impress your caller and convey a big company image but you do not want to expense too much like a real receptionist. Through the IVR services, you can handle the calls for multiple departments and project a professional business image by providing the extension for each function.

Location doesn’t matter

No matter where you are, you can manage the call routing to your home, mobile or any other number. Enjoy your convenience and never miss your crucial phone call too.

MIS (Management Information System)

Don’t worry..! If you are out of papers. IVR services come up with call logs, call recordings and notifications features for each call. Now you do not have to remember what details you gave to each of the prospects.

Number ends with your business

Suppose your business grows and you want to move your business. But if you are dealing with your customers by your regular phone numbers, what would you do now..? You may call each and every customer and inform about the relocation…. Don’t you think it’s going to be very hectic and impossible..??
The IVR services give you a solution for this, now your number will never change doesn’t matter what is your office location.

IVR services are all about No Hardware ! No Software ! As Easy as your Email 🙂

Things to be kept in mind while choosing IVR

Things to be kept in mind while choosing IVR

It has become a common practice for the companies irrespective of sizes to rely on IVR systems to handle large volume phone calls and assist customers with their needs. When your business has decided to implement IVR Solutions, there are a number of factors to look for. The IVR will be numerous callers’ first connection with your company. However, a poorly designed system could do a lot toward making it their last!
Choose an IVR That Can Be Personalized

You expect your agents to provide personalized service to your customers, so you should expect the same from your IVR. Creating customized greetings, messages and prompts, your customer service will be kept at an intimate level.

Focus on the Menu Options

One of the important aspects of your IVR system is the menu options. You should avoid overwhelming callers with many options. Meanwhile, present options in the least complicated way.

Keep It Simple

Use short phrases for menu items and prompts to avoid losing your caller’s attention. If your IVR message will be Simple and Short it will grab your Customer’s attention and make your IVR sound good.

Clarity in Voice

While selecting IVR for your Company you should keep in mind that the IVR recorded should be clear and audible . The voice notes should not be too high or too low. Voice should be recorded at same levels.

Know Your Audience

When choosing IVR software, make sure you have a handle on the target market that will be using your system.Taking your customers into consideration when selecting your IVR software – and optimizing its configuration – will help to ensure that they find it helpful and effective.

Test your IVR

Once you have your IVR configured to perfection, it is time to take it for a test drive. Start by testing your entire IVR structure yourself and taking note on any areas of friction, gaps in options, redundant information, or menus that don’t allow the caller to speak with an agent. Once you have any issues set the selected IVR.

How to make a perfect IVR Script

How to make a perfect IVR Script

If you are running a business and your company has an IVR system that means first impression is of your Company on most of the Customers or Clients will be from your IVR script and the way that script is presented. Aside from having a professional voice over artist a perfect IVR script is very important so that your caller have a good experience. Your IVR System is like the front door of your business  it’s the first thing people see and the first impression callers get. It’s also a crucial part of your customer communication. When coupled with well written voice prompts the IVR system helps callers navigate your phone system and reach an agent efficiently.

Here are some steps you can follow while writing IVR scripts…

Greet Your Clients

The first thing to be kept in mind while writing a perfect IVR script is that the start should be from greeting your Customer and your IVR script’s opening line should be as pleasant and professional as if you were shaking hands with a new client or business partner for the first time yourself.

Keep It Short and Sweet

The most important thing to be kept in mind while writing a IVR script is Keep It Simple and Short .The time your caller spends navigating your menu is not just their time, but the time you could be more directly engaging them in a more meaningful way. We can all get frustrated with IVR prompts that seem long so in order to keep your callers focused on the menu options you are offering, try and keep your prompts economical.

Simple and Catchy Words

While writing IVR scripts we should keep this thing in mind that the words should be Simple and catchy so it grabs customer’s attraction at once. Such as Company’s name, Department’s name and Operator Extension.

I am sharing a sample Of IVR Script so that it is easy for you design a perfect IVR

Script for your Company

“Hello and thank you for calling *Your Company Name*. If you know the extension of the person or party you wish to reach, please enter it now.  For sales, press 1. For technical support, press 2. For billing and payment inquiries, press 3. For more information on our company, press 4.To speak with a live representative, press 0 at any time. To repeat this message, please press 9.”

According to your need you can change the Script accordingly. They don’t just offer a service by routing callers to the right department or person efficiently. As these IVR scripts give your business a professional image. That’s why it’s really important that you know how to write an effective IVR script.


Things not to be done with your IVR messages

Things not to be done with your IVR messages

Interactive Voice Response(IVR) is a technology that allows a computer to interact with humans through the use of voice and touch-tone telephone keypad inputs.

IVR technology do not require human interaction over the telephone there is a pre recorded message which do act as Virtual receptionist and when somebody calls the call is attended by the customer. The prerecorded message is known as IVR.

IVRs allow your customers to solve their own problems and obtain the information they are searching for without speaking with an agent. Automated customer service made simple.

IVR systems allow companies to easily handle high call volumes. Callers will automatically be directed to the agent or department that is most capable of meeting their needs or will wait in a queue when all agents are busy. Some IVR systems allow the caller the option of having an agent return their call rather than wait in a queue.But there are some points which has to be taken care of before selecting IVR messages.

It Should Not Be Lengthy

IVR should be kept short and to the point so that Customers don’t waste their time and if the IVR is lengthy Customers don’t even want to listen for long. You shouldn’t overload the caller with lengthy pre-queue introductions and lists of things they should have to hand. The best thing is keeping the IVR short and simple.

Don’t Provide Unnecessary Menu Option

It is very important not to provide unnecessary menu option. If several options lead to the same place, dispense with them and your callers will be a little happier when they do talk to you.

Clarity in The Voice

The IVR recorded should be clear so that Customers should understand what exactly is being played . If there will be any problem with the recording in terms of clarity it will spoil your Brand Image and obviously.

Speaking Too Fast Or Too Slowly

Don’t speak too fast or too slowly. Make sure you keep your messages at a pace that everyone can understand.

If you speak too quickly in your messages, customers may not get all the information they need, and they will get frustrated if they have to listen to the message lots of times as they haven’t heard the information correctly.

This is particularly important if you are giving a phone number. At the same time, don’t speak slowly, as customers could lose interest.

Forgetting to provide an exit route

You shouldn’t forget to give customers an exit route. It can be easy to select the wrong option or go through and find you’ve just not selected the most relevant, at which point it’s too late and real frustration can set in.

There has been innovation in the IVR market, and there is good technology available from on-premise and cloud-based vendors. But companies that want to succeed with voice self-service today must continuously invest in their application to ensure that it’s meeting customers’ ever-changing needs. Always you should keep these point in mind if you are thinking about selecting IVR services for your Company.


Reasons why IVR is important for your business

Reasons why IVR is important for your business

Interactive voice Response (IVR) is a technology that allows humans to interact with the computers using recorded voice . IVR allows customers to find answers to their own inquiries by speaking (using the company’s speech recognition software) or giving inputs via a telephone keypad. Customer calls in your company. Call is answered, not by conventional receptionist but by an electronic receptionist, an automatic attendant. The answer your customer gets is, “Welcome to ABC Company. Dial the extension number of the department or person you want to reach” by a recorded voice. And thus it goes on giving you options.

For example, banks and credit card companies use IVR systems so that their customers can receive up-to-date account information instantly and easily without having to speak directly to a person.

Service is available 24*7

While it may be cost-prohibitive for many organizations to staff phone lines outside of regular business hours, an IVR can take messages or provide automated information so that the caller might be able to self-service. For example, if a caller simply wants to know about the package was shipped, the shipping information could easily be delivered through the IVR, even at 4:00 in the morning, and the caller would never need to speak to an agent nor call back during business hours.

Cost Reduction

Through IVR you can control your expenses and that money can be utilized in some other service or product. Company can save a large amount of money by not requiring to pay employee to take calls.

Call Recording

One of the greatest benefit of IVR is that it gives recorded call to the management with all the details. It helps the management to understand the customer reactions and their needs. It will help to understand why most of the customer call your organization. It will give an idea of most preferred product or service by the customers. Accordingly you can devise strategies to market your less preferred products.

Personal Branding

When a Customer calls you the call will automatically be answered with an introduction of your Company. For Example “Welcome to ABC Company we are happy to help you”. They will experience your brand voice and that will be followed by a customer friendly option to connect to their desired department. So through Toll Free Numbers you can give a good branding to your business.

The goal of most IVR systems is to allow customers to serve themselves by automating the calling process. The technology uses either touch-tone or speech-recognition technology to answer customer questions, handle their requests or point them in the right direction, all without having an employee speak with them directly. A successful businessman is the one who reaches out to the audience, leaves a lasting impression and continues to engage customers and as your business is different why not present it in a different way to the audience.

Use IVR and give your business a unique identity.

6 Things You Should Keep in Mind To Reap The Maximum Benefit of IVR

Despite the fact that it has been proved to be a cost-effective solution, time-saver and a great tool to improve efficiency, IVR has been used so poorly by the businesses that reaping even half of its benefits would not be possible for them. Given here are the six best practices that give you the optimum benefit of it.


Keep it Simple, Easy and Clear to Use:

Put yourself into the shoes of your customers and just come to think of this! Would you like to press a lot of buttons and spend a long time on your phone? Obviously no. so, make your IVR as simple as possible and useful to the customers. The more simpler you make it, the better it would be.

Keeping the Decision Tree Shallow Helps:

The thumb rule of keeping IVR system works but you should make very sure that the options you keep on the branch should be less than 3 or less. More options as well as the customers both have to wait and they can get overwhelmed which in turn may lead to their forgetting the earlier options. Making trees deeper than the 3 branches can make the callers feel trapped and the whole system will prove to be futile.

Keep it Refreshed:

Like any other thing you use, your IVR also needs periodic attention so that it can stay optimal and you reap its optimum benefits. If you do not refresh the IVR system periodically, it would not be updated as per the needs of your callers. So, make a plan to review periodically and keep on updating IVR every 3-6 months.

Keep the Option of Reaching the Live Agent Open:

Being trapped in an IVR system as a caller is very disgusting. So, there are many companies that have to give callers the option of reaching live agents when they require. If the IVR system you have installed addresses the concerns of the callers properly then an agent would not be needed. However, if any caller needs a live agent he should have the option to do so.

Use the Words Rationally:

Directing callers to the company’s website to get their problems resolved is stupid because in all the probability, they have visited your site before reaching to you. So, suggesting them to go back to the site is stupid.

Avoid Giving Marketing Information During a Call:

Do not give up to the temptation of marketing during phone calls. Callers dial the number to make queries and selling at that time is going to nag them. So, better avoid it. Most of your customers view it as a complete waste of time.

IVR can prove to be one of the most powerful branding tools only if it is used wisely. If you want to create a positive impression of your company in the minds of your customers, start following the above given six practices and get the optimum benefit of it.

5 Common Business Problems Solved by IVR


Gone are the days when pre-recorded prompts are used, today smarter companies are cashing on technology and using IVR to improve customers’ relationships. Let us have a quick look at how this interactive voice response solves 5 commonly faced business problems.

Problem 1: Your Customers Are Going Unheard:

Since IVR is the interaction of humans with machines, so whenever customers call you,they can reach you irrespective of time and then the calls are forwarded on the cellphone numbers of your sought after departments. This means you are available 24X7 for your customers and they can reach you any time of the day.

Problem 2: You Lack Adequate Manpower:

You do not need any for handling calls! With IVR, you do not real receptionist. IVR can handle a huge number of calls efficiently. So, checking account balances, enquiring about the business locations  or checking about available products become easy. Moreover, real manpower is error prone and cannot work as efficiently when there is a huge call flow.

Problem 3: People do not Know You:

You are new to business or virtual and hence you face a difficult time because people do not know you. IVR creates a positive impact on the minds of callers and give them the impression of your being a big company having multiple departments.

Problem 4: You can not maintain good customer relations.

IVR solutions can be personalized to please your customers. It is good to be addressed by your name. This lets your customers feel valued and helps you build a bond with your customers. The companies with customer centric approach make sure to use IVR.

Problem 5: Your products or services lag behind in the market:

Know why this happens? This happens because you are grossly unable to collect feedback. The IVR surveys are conducted on a large scale to provide customers with just the kind of products/services they need.


4 Ways Vanity Toll Free Numbers Help Your Business Grow


Let Your Toll free numbers speak your identity…

What is your way to promote a brand? Would you do it effectively or just putting your resources into a drain? For large scale exposure you splurge in print/television advertisements and fail to get so. A memorable vanity number makes things easier for you. Thanks to alpha-numeric Smart phones, these numbers have gained immense popularity. Let us have a quick look at a few ways vanity toll free numbers build your brand without efforts and give you the best value for your money.

Boost Your Advertising Efforts:

A catchy toll free number in commercials, in print or in the Internet can boost your advertising efforts immensely. For instance, think of a TV jingle of any fast food joint when you are hungry flashing a toll free number. You are at once tempted to call on that number. This is what actually happens. People love to connect with your service when they find it easy and free to reach.

A Number That Spells Your Brand:

Tell the people what you do through your vanity toll free number even before they reach you. For instance, if your toll free number spells 1-800-HOT-BURGERS, you are letting people know that you are dealing in selling burgers even before they contact you. This way, more and more people looking for product/service reach you.

Connect You With Customers Directly:

It is simple enough! when your phone number spells your brand (whatever business you may be in from flowers to home insurance.) People tend to contact you on the first priority basis. Also, if your number can spell the mission you are on, they will connect with you emotionally also.

Easy To Remember:

People often complaint of toll free numbers being long. Vanity toll free numbers are memorable and hence take this tension off from minds of the owners.

Why Vanity Toll Free Numbers are More Than Just A Number?

Smart companies are aware of this fact. Vanity toll free numbers are the numbers which are actually meant for building your brand and giving you a large-scale exposure. So, let your number speak your identity.


5 Compelling Reasons to Use A Virtual Receptionist


Do you miss important business calls, when your leads begin to slip, you are likely to hit the panic button. In a tech era, if you are still attending thousands of incoming calls manually your business is likely to suffer. With the help of a virtual receptionist, you can save money, your resources and yes your valuable time also. Given here are the 5 compelling reasons to go for a virtual receptionist.

Why to Miss Even a Single Lead?

Competition in the market is increasing with each passing day. Just come to think of this! What would happen if your client tries to reach you and found your number powered off. If you are unavailable, you tend to lose business. With the help of Virtual Receptionist, you can get the list of all clients that try to call you, when you are unavailable.

Be a Brand Yourself:

Building a brand is a hard nut to crack, especially if you are a start up. With the help of a virtual receptionist, you can project a big and professional image of your company. Callers bound to think that you are a big company having different departments.

Manages Information of Your Company:

If you are a busy professional running from pillar to post and handling a lot of clients then you tend to forget what you have discussed and when. Call logs and check call recording features with notifications are available with IVR and hence it helps in managing information system of your company efficiently.

Expanding Business With Any Identity Change:

If you expand your business and branch out you do not need to invest on hiring separate receptionist for all branches. When you have IVR, wherever you go you can carry the same number and do not need to invest in any hardware or software installation.

Save Money and Get More Efficiency:

Needless to say, unlike real receptionist, virtual receptionist is available 24X7X365 days and therefore you can expect more efficiency and that too with no extra investment on it.

What Makes an IVR System Indispensable for Your Business?


So, yours is a small business unit and you have constrained resources? Do you run short of manpower and want to save money? If yes, then IVR is the right solution. Answering phone calls requires a lot of time and not all calls deserve a trained worker. Then why should you invest in hiring manpower for the purpose? Smart companies are switching to IVR these days. Have you done the same?Read on to find why IVR is more like a necessity for your business.