IVR Benefits and how to setup Your IVR System in India

Understanding IVR

IVR is abbreviated for Interactive Voice Response also Known as Phone Tree, The IVR system is commonly referred to as For Maintaining a Business Phone System. It provides Dual dual-tone multilingual Frequency (DTMF) which is the front end of an IVR system it greets the client with Pre-recorded voice messages &  helps in navigating the users or clients in selecting their menus. It acts as an auto-receptionist or a virtual receptionist to interact as a contact center agent these robust features are already installed within the software so that it helps in taking a glance at the analytics by collecting & gathering the data.

Advantages of implementing an IVR System:

Seamless routing that optimizes resources:

With the help of the IVR system, you can improve your services to your clients by routing the call to the best agent according to the customer's preference and customer data. By giving options to the clients for choosing the best agent according to their queries it boosts overall customer satisfaction and optimizes resources by using the software with its greatest output in achieving the organizational goals and desires.

Automated Outbound calls:

IVR best practices is used by different working sectors including Call centers, Hospitality services, E-commerce, Real estate dealers, Transport services, Healthcare & any professional service providers for various reasons updating the client for any transaction status change or upcoming appointments so that if the client is unaware of these things they can also maintain their precious time if there are any issues regarding their postponed delays.

Brand connection:

A newly established company that deals in providing services & offering their goods to consumers firstly needs to make sure the consumer of their product & service category so that they can improve their brand awareness in between people to increase their after sales. So to do the same the company needs to connect with people to enhance its brand connection and the cloud IVR system can automatically call the client under their niche to achieve the desires of the company.

Lower Cost per Call

In a call center or any receptionist, there is a required manpower which means expense for a company in the form of salary towards its employees but with the integration of an IVR it can reduce the cost per call as it has built-in features and it primarily requires the IVR system upfront cost and it also provides the data and analytics as it records the collected data and if there is any requirement for changing the existing Process the company can look for in the future decisions.

How To Set Up Your IVR:

Before Setting up your IVR you need to understand your requirements and the upfront cost while implementing the IVR system for your call centers after analyzing every single aspect you should know the process of setting up an IVR and the rules to follow:

·        Define objectives and requirements: Every business has separate goals and desires so before setting up an IVR system the company must know its objectives and why is there a requirement to implement the IVR so that it becomes easy to collect the right data with no errors and omissions.

·        Choose the Right IVR Software/Provider: Choosing the right provider is also an essential part of setting up an IVR as there are so many providers of  IVR System and every provider has their own cost according to their services. So it is mandatory to find your niche and choose the provider wisely Asfera is also the leading provider of IVR systems with a fair price you can check their page by visiting asfera.in.

·        Design the Call Flow: Designing the call flow includes mapping how the calls will be placed and who will receive the different queries. After mapping it next make it user-friendly so that it doesn’t make it complex for the user to use DTMF.

·        Record IVR Prompts: It includes writing and drafting a clear and concise script for each menu option and message selecting a professional voice actor and recording the voice in a clear environment or you can use a text-to-speech function for translations.

·        Set Up the IVR System: Now login to your IVR software upload the recorded message to the software and set up the call flow as you need and you find that it shouldn’t feel complex to your users.

·        Integrate with Other Systems: Setting up an IVR to your Phone and your Customer Relationship Management (CRM) system to manage and access the data to get quick access from your mobile phones.

·        Configure Call Routing: Configure the IVR system call routing according to the time input and routing the call according to the right department and the agent so that the consumer can feel fully satisfied with the service.

·        Test the IVR System: after integrating it with your phone now you need to make a set of groups to test the IVR system, and IVR System then take feedback from those you have tested your IVR system and if required change the data.

·        Launch and Monitor: At very last after setting and testing IVR solutions now you just need to launch your IVR system and monitor the data that is gathered with the help of IVR and change it as the business dimension and your competitors change their strategy for increasing the business sales and services.

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