How voice messaging systems work together

Voice messaging software solutions provide remarkable time saving solutions for remote sales professionals.

A voice broadcast system is one voice messaging tool that vastly increases the speed at which a sales rep can reach a large audience. With voice broadcasting a prerecorded message is automatically sent out to those on the call list. This frees the agent from making each of those calls individually.

One criticism of voice messaging systems, like broadcast systems, is that they lack the personal feeling that customers like to experience. IVR call routing is one solution for those contacts that are interested in a businesses product or service, but do not want to deal solely with a computer voice message.

IVR stands for Interactive Voice Response. An interactive voice response system provides all of the functions traditional reserved for touch tone menus. These include the users response to a recorded menu or survey. When the contact desired to respond to what was said over the telephone, a push on one of the number pads conveyed the message. Instead, an IVR listens for the responses a contact will give vocally, and reacts accordingly, including transferring the lead to a live sales agent. Other options that the listener may choose would be to have a fax or email message automatically sent to them, or to be removed from the call list.

An interactive voice response system is not only beneficial when broadcasting voice messages, but can also be helpful when used for inbound calls. Specifically inbound toll free numbers can be set up to transfer callers to the IVR system. Automated responses to common questions can be prerecorded, freeing up sales agents from needing to respond to the same inquiries time and again. Alternatively an IVR may be set up to direct the caller to whichever department they need to reach. This option eliminates a good portion of the work a secretary or telephone operator may need to do in a large organization.

Voice broadcasting and IVR systems both become more efficient when coupled with an ACD call routing system. The ACD (Automatic Call Distributor) routes whatever call is received to the best available sales agent. As contacts opt to talk to a live agent as opposed to working with the recorded messaging system, the ACD will connect them to the best sales rep for their call. All of these options serve to increase productivity without decreasing any of the personal aspect of sales that lead to conversions.