What is a good IVR system for a small business?

IVR technology, also known as interactive voice response, has likely been used by you if you've ever contacted a large airline or drugstore chain's customer service line and been asked to explain why you're calling.

What Exactly is an IVR System?

It's a method of pre-screening customer care phone calls. Instead of conversing with normal contact center workers, IVR software contains an automated phone system that allows callers to get information through various pre-recorded messages.

Customers first access menu selections via dialing a Dual-Tone Multi-Frequency (DTMF tone) or touch-tone keypad selection or speech recognition. Depending on how you respond to the prompts, an IVR calling system may route your call to the department most suited to handle it or attempt to address your issue in advance.

When you contact a pharmacy regarding a prescription, for example, IVR can inform you when it will be available, so you don't have to wait for a live employee to pick up the phone.

IVR dates back to the 1970s, but it has since grown significantly more complex and effective for both customers and eCommerce firms.

The Most Common Types of IVR Solutions

Here are three common functions for which most firms employ IVR systems.

Voice Assist

Voice systems direct calls to the appropriate department, where the caller interacts with a human being. When callers have issues that cannot be answered by a robot or chatbot, voice support is widely utilized in contact centers or corporations with several divisions.

Now that you understand why and how IVR calling systems are beneficial, let's delve deeper into an essential topic: how to select the best IVR solution for small businesses.

Automated Reminders

Automated reminder services can schedule phone meetings for your employees or clients. They also send voice or text message reminders to lessen the odds of a "no-show." In addition, your company may use this tool to send birthday, renewal, medical exam, and other purpose reminders to your employees, customers, or suppliers.

Payment Processing

An IVR software employs an automated payment approach that allows callers to make ACH, debit- and credit card payments at any time. Customers may now make payments 24 hours a day, seven days a week. It also protects critical data.

Five Things to Think About When Choosing an IVR Solution for a Small Business

When selecting a successful IVR calling system, you must examine some essential KPIs, just like any other investment. While these criteria vary depending on the company industry, a few are universal.

Cloud versus on-premises IVR system for small businesses

Because of the availability of cloud computing, the most popular services, such as IVRs and Tally, are now available on the cloud. A hosted IVR calling system is stored on the cloud. An on-site system is integrated with the current telephony system. This might necessitate the use of a dedicated server.

Reports and Dashboard

Request reports and analytics during your IVR demo at any time. This provides a clear picture of whether the reasons for deploying the system are met. You also understand what adjustments, if any, will be required. This information is critical for scaling your firm and improving its efficiency and effectiveness.

Inbound vs. outbound (or both)

IVR services are classified into two types: inbound and outbound. Inbound IVRs handle incoming calls, whilst outbound IVRs dial numbers on a complete or partial basis. Some firms (such as Office24by7) provide both services. Decide which call types you want an IVR calling system for before you go shopping. (Again, this comes down to objectivity.)

CRM Integration with an IVR System

People may contact an IVR linked with an existing CRM by clicking a button on the website or mobile app. It also has a host of additional features and add-ons. This means unrivaled ease for your staff and, more crucially, your consumers.

Objective

One piece of advice we provide to our clients is to put function ahead of form. Businesses frequently abandon IVRs because they do not take advantage of most system functions. To circumvent this stumbling block, establish three primary reasons for deploying an IVR. Look for a system that consistently meets these requirements.

In conclusion

Your organization's most valuable asset is its time. More time and focus on key activities can boost your organization's productivity.

Before you disregard an IVR calling system as a cost, consider the return on investment. An IVR system automates several processes that consume your workers' time and energy. You'll discover that it's one of the wisest investments you can make to take your company to the next level.