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ivr system financial company

Set up the Perfect IVR System for Your Finance Company

Improve sales, manage call volume, help customers self-assist by integrating an interactive voice response or IVR system within your office communication system. Enhance customer relations by choosing the right tools …Read More »

Improve sales, manage call volume, help customers self-assist by integrating an interactive voice response or IVR system within your office communication system. Enhance customer relations by choosing the right tools and services for your finance company.

Interactive Voice Response (IVR): A Financial Communication Solution

First, what is an IVR system? Interactive Voice Response is an automated response system that answers incoming calls and directs callers. It does so by presenting callers with pre-recorded menus and options to assist them in completing a task or reaching the right employee.

Most businesses incorporate IVR into their office phone system to maintain a professional image and they use automation to manage call volumes. Customers are always calling businesses to access information or resolve concerns. (Read about important facts regarding business phone calls here.) If used effectively and creatively, this service may fulfill most of the simple and mundane tasks callers may present. This allows agents and employees to focus on more complex calls and interactions.

Cloud-based phone service providers, like Global Call Forwarding, offer this service along with other virtual communication tools like call forwarding, call recording, unlimited extensions, outbound calling, etc. And so, you can easily integrate IVR into your business phone service by choosing a reliable provider.

Setting Up Your Company’s IVR System?

Setting up your IVR system depends on what you want to provide your callers and what your cloud-based phone service provider offers. You can either have a one-level or multi-level IVR system, depending on the different tasks you want your callers to be able to complete. For example, do you want to provide self-service options such as complete payments, review active accounts or credit/debit cards, purchase histories, etc.? Additionally, international finance banks may want to distribute calls based on geographic location.

You can start by distributing calls based on language preferences where the IVR system asks callers to input 1 for English and 2 for Spanish, and so on. Then, you can set up other activities, based on the categories. For example, to:

  • Learn more about our products and services, press 1.
  • To get information about your account (payment history, account balances), press 2.
  • To verify and activate a new account or card, press 3.
  • To register a concern or complaint, press 4.
  • If your call doesn’t fall under any of the previously-mentioned reasons and you want to speak with a representative, press 5.

Then, once callers move to the next level, you can offer more specific options. For instance, if a caller presses 2, then they may encounter a menu as the following:

  • Verify your account by entering the last 5 digits of your account number.
  • Thank you for that information. Now, for account balance information, press 1, for payment history, press 2, etc.

This way, customers move along a map of menus to complete the tasks they called for. And, for the most part, they are able to complete such simple tasks like this without the help of an agent or representative. This frees your employees to take calls that present as more complicated. And furthermore, they provide your clients with refined customer service.

Why Your Finance Company Needs an IVR System

So, what are some different ways you can use IVR for financial services? Your finance company can use such a system to:

  • Greet callers and assist them while an employee is busy
  • Transfer callers to the appropriate department
  • Provide basic information about products and services
  • Help them make payments
  • Verify/authenticate account information
  • Get account balance information
  • Check payment history
  • Activate accounts
  • Allow logging of complaints
  • Offer customer service, etc.

Besides the benefits of automating certain processes and handling call volumes, an IVR system can also boost your finance company’s professional image. It helps establish your company as one that cares about its customers and offers different ways for callers to resolve their concerns or issues.

 Get IVR with Global Call Forwarding

Global Call Forwarding offers IVR with each of its plans. And so, whether you are a small business or an established finance company, you can enjoy the benefits of having an IVR system. To get this service, simply sign up for a plan on our website, globalcallforwarding.com. To learn more, feel free to call us at 1 (888) 908 6171.

businessman and lead generation graphic

7 Best Outbound Calling Strategies: Make Calls That Convert

Is your sales team suffering from a low period and struggling to reach monthly goals? It may be time to rethink your sales techniques and make some improvements. Here are …Read More »

Is your sales team suffering from a low period and struggling to reach monthly goals? It may be time to rethink your sales techniques and make some improvements. Here are some outbound calling strategies to reevaluate your cold-calling tactics and bring your company back on the right track.

Outbound Calling Strategies

There are several reasons why businesses with large outgoing call volumes succeed or fail. A lot of it has to do with how you are conducting your outbound calls, the level of training your agents undergo, and the tools and technology you use. What strategies can you use to refine your outbound calling results?

1. Set (or Re-set) Goals

The first step when creating any strategy is to decide on the end goals. What is everyone on the team hoping to achieve through these tactics? Is the objective to gain straight sales or set appointments or just survey prospects to determine which are valuable? Additionally, how many calls do you intend to make over the course of a week or month? Having these goals established will ensure each team member is on the same page and works towards the same end.

2. Create the Right List

Another important step in attempting to sell your product or service is identifying who your target audience is. If you don’t pay attention to this key factor, you will waste time calling the wrong people and not making the right sales. Start by conducting market research to determine and understand your ideal customer group. Then, create a list and work off of that.

3. Work with the Marketing Department

Working with the marketing department can help you understand when and how the company may be losing prospects. Use that information to fix the problems before they occur. For example, say your marketing team discovers that most failed customers are the ones that result in abandoned carts. Your outbound strategy might then focus on reaching out to these users and helping them complete the process or resolve any existing doubt.

4. Train Your Agents

Preparing your agents is equally important. Conduct training sessions every couple of months as a refresher to reinforce company standards. Additionally, make sure that reps are familiar with the tools, software, and technology they need to use. This way, no time is wasted on learning in the middle of a call. Provide training materials and opportunities like webinars, textbooks, seminars, etc., that can assist agents in doing their best and increasing their confidence when on-call. Consider using call recording for quality assurance and performance analysis. Reward successful interactions and use failed interactions as lessons.

5. Rethink the Script

To follow the script or not? That is the real question. It is known that customers automatically tap out of a conversation when they hear a monotonous script that they know had been heard by many. But scripts help reps retain key information, stay consistent, and make fewer mistakes. The cold-calling script acts as a safe switch for when they forget or lose track of their speech. The trick to creating a script that is informative but not monotonous is to give reps input. Let them create the script with you through a collaborative and flexible process so that their concerns and issues can be represented as well. And the final product is one that works for everybody.

6. Prospect Comes First

Keeping the prospect engaged and interested has often proven to be a difficult task. If they did not expect your call, it’s less likely that the customer will let you even complete the first sentence of your script. First, you want to grab their attention with an offer that piques their interest. Use persuasive words and phrases. Make customers feel valued and heard. Perhaps you can call them by their name, ask how they are doing, and ease into the script. Let them know how you came across their contact. This way, you don’t come across as creepy or stalker-ish. More importantly, be mindful of their time and let them know that. Offer to set up another call time, if they are busy now. Letting your customers know you care and respect their time will give you a better chance at converting them.

7. Smart Calling

Besides implementing all these strategies, keep in mind that timing matters as well. If you are calling prospects too many times or during odd hours, chances are, you will lose that sale. Additionally, if you call an interested client too late, that too may be a dead end. Using analytics, determine what are the best times of the day and days of the week to reach out or return calls. For example, you can use outbound calling to follow up with an interested customer who dealt with a sales chat rep or interacted with your website or requested a callback. Here, the sooner you connect with them, the better you can capitalize on their interest.

Outbound Calling with Global Call Forwarding

Want to upgrade your company’s outbound calling service? Purchase outbound calling and virtual numbers from Global Call Forwarding. You can then use our Customized Caller ID feature to override the caller ID to display one of the numbers you purchased instead. For example, that way, when calling Mauritius, the caller ID will display a Mauritius number. Additionally, you can also get Outbound Call Recording and record outgoing calls! Sign up today or talk to an expert for more information.

morocco village toll free numbers

Global Call Forwarding Now Offers Morocco Toll Free Numbers

Wondering what to do next with your business? Go global and connect with clients across the world. Global Call Forwarding now offers Morocco toll free numbers to help you create …Read More »

Wondering what to do next with your business? Go global and connect with clients across the world. Global Call Forwarding now offers Morocco toll free numbers to help you create communication channels with potential clients in this North African country.

Why Do Business in Morocco

Morocco, officially known as the Kingdom of Morocco, is a country in North Africa. This country is most popular for its well-preserved medinas such as Fez, Marrakesh, Tetouan, and Essaouira that are recognized UNESCO World Heritage sites. In these medinas, you will find craftsmen, skilled artisans, and markets filled with imperial and maritime-influenced treasures.

Every business’s goal is to grow and expand and to gather more loyal clients. To do this, it is important to build strong connections and portray your company as a reliable and professional one. Besides creating a good product, gaining investors, and hiring skilled labor, as a business owner you need to take steps towards customer satisfaction and relations. And toll free numbers are one way to do this.

How Morocco Toll Free Numbers Work

Morocco toll free numbers from Global Call Forwarding are virtual numbers that route calls over the internet. This makes it cheaper to stay in touch with international customers and conduct business overseas. You don’t want to discourage customers from calling by making them pay extra or jump through hoops to get in touch with a representative. And since a toll free number charges the receiver instead of the caller, customers can call you for free.

Morocco toll free numbers let you enter the Morocco market and become more accessible to locals. Therefore, these numbers bring you closer to potential clients without needing you to physically move to the location. And so, you don’t have to bother with moving costs or the worry of setting up an office in the country. If required, you may hire a remote employee to handle calls from Moroccan customers and have calls forwarded to that number during their daytime hours. This only makes your company more available and visible to people in this area.

Steps to Get a Toll Free Number for Morocco

1: Select your new phone number
Visit the Global Call Forwarding homepage. On the left, under “Select Your New Phone Number,” select the country “Morocco (+212).” Then, choose “Toll Free” for your Morocco toll free number. Next, choose a number from the options available or port/transfer your existing number.

2: Enter a destination number
On the right-hand side, provide a destination phone number under the “Forward Incoming Calls To.” This is the number where you would like to direct incoming calls.

3: Review and select your plan
Select a plan that fits your business. Decide whether you want a free business trial or if you would prefer to pay for a subscription plan.

4: Add features
Next, choose from a variety of add-ons available for your number such as:
Inbound SMS plans ‒ to receive instant messages from customers in your inbox
Call Recording ‒ to record calls for quality assurance and to avoid liabilities
Outbound Calling ‒ to make international calls with caller ID override making your virtual number appear on the receiver’s caller ID.

5: Enter the necessary information
Choose your account type: Business or Personal. Enter contact and payment information. Accept the Terms and Conditions and submit your purchase.

Purchase Morocco Toll Free Numbers from Global Call Forwarding

If you want to start doing business with Moroccan contacts and clients, getting a toll free number can positively impact your business correspondence. Setting up a toll free number with Global Call Forwarding is quick and easy. You can sign up for one today or contact us for more information about communication solutions for your company.

Best business phones for Outbound Calling

Best Home and Business Phones for Outbound Calling

Have you been in the market for the best home and business phones for outbound calling? If so, it is rather simple to find a great one. When you purchase …Read More »

Have you been in the market for the best home and business phones for outbound calling? If so, it is rather simple to find a great one. When you purchase a virtual phone number with the outbound calling feature, you can make calls from your mobile phone or a landline. The virtual number of your choice is what will appear on the call recipient’s caller ID. This allows you to streamline when it comes to equipment, allowing you to use your number at your convenience.

Professional Communication for Businesses

Business owners are commonly on-the-go. Calling business-related contacts from one’s personal cell phone isn’t the most desirable option. Not only does this appear unprofessional, but it also leaves the business owner’s personal number on business contacts’ caller IDs. With a virtual phone number, a business owner can make calls from their mobile device and have their designated business number show up on the recipient’s caller ID. This is much more professional than having a personal mobile phone number used for communication.

Flexibility with Outbound Calling

Life is busy. Whether you are looking for the best home phone option or the best business phone option, virtual numbers allow for the highest level of flexibility. Entrepreneurs often use their cell phones to call clients using one virtual number and then have another virtual number for home use. This offers significant cost savings and eliminates the need to have more than one physical phone. A virtual number owner can use a customized ringtone feature, like those offered by Global Call Forwarding, to distinguish between calls coming into the same device for home and business phones.

Customized Greetings

When using virtual phone numbers for home and business phones, not only can you set up customized ringtones for incoming calls, but you can also set up customized greetings in case you miss a call. This allows you to set up a professional greeting for calls coming in through your business number. You can also then set up a personal greeting for calls coming in through the home phone number.

Boost Professionalism

When you know a business-related phone call is coming in, you can appropriately answer the call. Whether it is in the choice of words you use to answer the call or the tone, the details translate the same way. Above all, it is necessary that you sound professional. Being able to make outgoing calls and receive calls on a single number allows you to be mobile, while staying connected to your business. A business owner selects features such as extensions to get calls routed to individual departments more quickly. All of these things add up to boost professionalism and positively impact the growth of the business.

How Do I Purchase a Virtual Number?

Getting virtual numbers set up with the best home and business phones for outbound calling is easy and quick. There is no need for hardware installation. Virtual numbers are cloud-based. A user manages the communication system via an online control panel. With Global Call Forwarding, the process is seamless and the steps for signup are simple. Simply head to the website at www.GlobalCallForwarding.com, view the drop-down boxes at the center of the home page, and enter the relevant information for purchase. After purchase, activation will occur shortly.

In Closing

Making outbound calls using one device with multiple virtual phone numbers beats making calls from business landline devices and home landline devices. Virtual phone numbers help a business owner maintain a professional image while managing other things outside of the office. Virtual phone numbers can be local or toll free, offering telecommunication solutions for all types of needs, worldwide. Contact Global Call Forwarding today for the best home and business phones for outbound calling.

Phone screen displaying a recording icon

How To Record a Phone Call

No matter which end of business you are on, you may need to learn how to record a phone call. This is significant when you need to remember important information …Read More »

No matter which end of business you are on, you may need to learn how to record a phone call. This is significant when you need to remember important information or store important information that can be referred to later. It is not always possible or convenient to type out notes from a phone call. But a recording of that call gives you more time with the material. It also gives you time to review and learn from the quality of that conversation. And so, call recording is becoming an increasingly necessary tool for business communications, even more for companies looking to improve their customer service efforts.

How To Record A Phone Call for Business

You can choose how to record a phone call from a few different methods. But it depends on what type of phone system you have and what type of calls you want to record. For instance, do you want to record incoming calls only or outgoing calls, as well? Additionally, if the quality of the recording is important for your purposes, then you may want a call recording software that is designed specifically for good recordings.

It is important to note that there are federal and state laws regarding recording phone calls. To be careful, always ensure both parties verbally consent to being recorded, so that you don’t run into any trouble. Read the Federal Communications Commission’s (FCC) rules for information about call recording laws.

Call Recording to Boost Customer Care

Many companies, such as call centers and customer service businesses, use call recording to keep track of customer interaction. Recording calls and then reviewing them later can help to identify successes and areas of improvement. For instance, you can use recorded calls to train or monitor employees on what to do and not to do when on a call. Or, you can use recordings to establish customer profiles and preferences. They can be a way to survey your target audience and understand how they are interacting with your product and business.

And so, customer service agencies and large corporations seek call recording software to manage their needs. Sometimes, they opt to work with a phone service provider that lets you record inbound and outbound calls. But the question remains, how to record a phone call without it interrupting your communication experience?

Recording on Your Smartphone

Sometimes, you need to record a call on your Android or iPhone to store important information, especially when you are unable to write down info during the call. For example, certain professions like journalism or reporting would require the interviewer to record the on-going call. And then, refer to it later for exact quotes. Other times, you need the person on the other end to provide verbal consent for a service, and the recording acts as evidence. Either way, recording the call can save you time that would otherwise be spent looking for that information.

Keep in mind, however, Androids and iPhones don’t come with built-in call recording abilities. Although, you can get a recorder app on your smartphone and start recording when you dial a number. Or, you can get a calling app with a built-in recorder. These can record calls and help you manage, share, and store them, as well. Another option is to buy cheap hardware or a recording gadget and plug it into your phone.

However, there are some shortcomings in recording apps that may impede your business’ communications. For example, apps may be able to record either incoming or outgoing calls, but not both. Or, they may be able to record calls made to your personal phone only, making it difficult to access all recordings in one consolidated space. For these purposes, you may want to consider a call recording software or a phone service provider that offers recording capabilities.

Record Calls with Global Call Forwarding

Imagine this: a phone service that lets you record inbound and outbound calls, record calls from anywhere, and on any device. When you purchase a virtual telephone number from Global Call Forwarding, you can also make use of its call recording feature. This feature lets you record calls from all virtual lines associated with your account. It also stores recordings as MP3 files in the control panel. This makes it easy to access all recordings in one place and play them back as needed.

And, now, with Global Call Forwarding’s new feature Outbound Call Recording, businesses can record outgoing calls as well. And then use these recordings to monitor performance, avoid liabilities, and more. But more importantly, you do not need any additional equipment or set up for this to work efficiently. All you need to do is access your control panel on your device and make or answer calls.

Improve Customer Interaction and Build Better Relations

Now that you know how to record a phone call, it is just a matter of choosing which way, app, or software to go ahead with. You can improve the way you correspond with important clients and keep records of conversations that may be needed later. And, you can increase employee productivity by rewarding desired behaviors and training ones that need improvement. Recording phone calls can be beneficial to the overall functioning of a business. Call Global Call Forwarding today to see how we can help you with your call recording needs.

15 Persuasive Words and Phrases - Feature Image.jpg

15 Persuasive Words and Phrases to Use for Business Calls

Every writer, marketing specialist, and a salesperson will tell you: words are important. Most of the time, you are not consciously paying attention to what draws you to certain products …Read More »

Every writer, marketing specialist, and a salesperson will tell you: words are important. Most of the time, you are not consciously paying attention to what draws you to certain products over others. The correct use of words or keywords can bring you closer to the product you need. And specific words can also make random products attractive and suddenly necessary. So, how can you use this power of words to your advantage as a business? Here’s a list of 15 persuasive words and phrases that will transform your sales pitch and convert customer interaction into purchases.

Persuasive Words and Phrases: 15 Ways to Attract Customer Attention

It is necessary to pay attention to how you are interacting with your potential customers. And even more, to the words and key phrases used. Here are some persuasive words and phrases that can help roll the ball in your direction in business:

1. Free

Free is one of the most used and common persuasive words and phrases associated with marketing and sales. However, companies still use it because it works, and it works well. People love free stuff. And more importantly, they appreciate free trials, where they can test something before needing to purchase more. This word still turns heads and so it should definitely be included in your marketing strategy.

2. Easy!

Easy catches attention, big-time. We, almost always, have at least 50 different things to do. Whether it is at work or at home, we are constantly getting things done. And so, when taking a new product or service on, consumers will walk away from a process that seems time-consuming and difficult. And if your product falls in that category, you may want to consider ways to make it less daunting. Advertising your service as easy and convenient will make it more desirable for customers. Most product surveys come back with one standard complaint asking to make it “easy to use” and more “user-friendly.” And so, these phrases can boost your company’s image as a convenient solution to your target customers’ problems.

3. Limited Time, Limited Availability

Another one of the persuasive words and phrases that can make a huge difference is “limited.” Customers don’t want to miss out on stuff that they perceive they will use someday. And so items that are limited or available in small quantities are higher in demand. Think: limited edition comics or a limited number of signed author books. Or advertisements at a flea market that says: “First 150 people get a coupon booklet for discounts at stores inside.” This motivates users to act fast and act in your favor.

4. Exclusive

Nothing entices faster than making something seem rare or unattainable to most. Make your customers or prospects feel special with “members only” or “invitations only” discounts. Offer special products or rewards “exclusive” to certain customers or customer groups and you will find that more want to join to receive those benefits.

5. Guaranteed

Customers are looking for products they can trust. Scammers and hackers have been targeting users world over. And so, authenticity is desired. Giving your customers reassurance with “guaranteed” and then living up to it will definitely impact sales and trust in your business, which is an excellent long-term sales tactic.

6. Best

Think about these titles: “How to Groom Your Dog at Home?” or “The Best Way to Groom Your Dog at Home.” Which article will you choose to read? Both serve the same function: to teach you how to groom your dog. But one has the advantage of being the “best way” versus just a regular way to do the task. Pay attention to the economy of words with business phrases that can make or break your sale. Consider this: “10 Practical Parenting Tips: Be The Best Mom You Can Be.” Here too, the target is mothers who want to be the best and so you can use the word to target specific groups as well.

7. Avoid

As a salesperson, you not only want prospects to consider your product or service but also to help them resolve an issue or achieve their goals. And sometimes this means protecting them from something that may slow them down. One of the most persuasive words and phrases is simply “avoid.” Think: “Avoid a high phone bill by purchasing virtual phone numbers.” Or, “Avoid forgetting and losing your passwords, use our password manager to keep track of all important login information.”

8. Fix

Similar to “avoid,” “fix” indicates a way to identify and resolve a problem. While “avoid” is protective and preventative, “fix” is action and solution-focused. And so, for someone going through a problem, your “We can fix that for you” sign will be a sight for sore eyes. Remember that customers are very loyal to companies that can help them fulfill their basic needs.

9. Because

Another factor to consider when working in sales: customers love to understand and learn. This could be regarding the backend, how and why a product works a certain way, or why they should choose your company over a competitor. And so, providing reasons can go a long way. “Choose us because we have a 98% success rate and guarantee that you will be satisfied.” Or, “Because your cat doesn’t know how expensive carpeting is, buy her a scratching post with imbued with organic catnip leaf that she can’t resist.”

10. You

Using the second person — you, yours, yourself — can really pull your client in. Writing in the second person makes your writing conversational as if you were talking directly to the reader. Consider: “Let us help you” versus “Let us help.”

11. We

Like “you,” using “we” again speaks to your clients on a personal. It shows that you are involved and invested in this as well. You and your customers are a team, together drifting through turbulent waters of commerce. And so, their problem is your problem. Additionally, words like “our” and “us” can also speak to the volume and mission of your company. They demonstrate that your business thrives on teamwork and it’s their collective mission to provide you with the best service possible.

12. Now

This word works similarly to “limited” in that it tells your customers that now is the time. Waiting is pointless and this may not exist tomorrow. Carpe diem, and all that. “Now” places emphasis on the present. It gives you the ability to acquire something or get to the bottom of a nagging problem almost immediately. And so, this word works as a good motivator.

13. I Don’t Know

Honesty: another business tactic that is highly appreciated. If you do not know the answer to a question, be honest and say you don’t know. But ensure that you follow up with the correct response. Customers prefer this over responses that are inaccurate or not confident.

14. Let’s Make A Change

You could use the word “change” with a customer that is not satisfied with your service. Change represents a different, new experience that may or may not be better. But it is something different, which is what most users are looking for when they are in the market for a product or service. You can use this to promote change: “Tired of dropped calls? Change your service provider and get 25% off your first four months with our service.”

15. Save

“Sign up today and save 25% on your first purchase” or “Save budgeting headaches by downloading our budget app.” These statements present an opportunity that is a clear win for customers. Anything that saves time, trouble, and money is a gift you give your customers, and they will show their appreciation for it.

Some Other Phrases To Try

Here are some other persuasive words and phrases to consider or experiment with on business calls:

  • Advantage
  • Amazing
  • Always
  • Change
  • Compare
  • First
  • Free download
  • Get started today
  • Imagine
  • Install now
  • While the offer lasts

Ensure you use the right phrases to attract customer attention and effectively market your product. Some of the instances will also mean changing your marketing tactics to make room for strategies that include keyword research and marketing. And before you know it, you will have clients interested in your products. And when you live up to the expectation, these customers will form a loyal fanbase, further promoting and recommending your services.

creating a phone tree

Creating The Perfect Phone Tree Template For Your Business

Want to ensure that your customers have a pleasant experience when contacting you? Your customers should think of your company as approachable and, therefore, feel comfortable reaching out when they …Read More »

Want to ensure that your customers have a pleasant experience when contacting you? Your customers should think of your company as approachable and, therefore, feel comfortable reaching out when they need help. One way to ensure good customer interaction is timely responses and resolution of conflicts. A well-planned phone tree template will achieve this.

Phone trees are becoming increasingly popular with business, big and small. They allow businesses to customize user experience when customers contact them for more information or to complete an action. The system recognizes tone presses or phrases and routes callers based on the rules programmed by the business. Automated voice prompts guide callers and, when unable to complete a request, forward the call to an employee. This way, businesses ensure responsiveness as well as productivity, with less time spent answering or making calls.

What is a Phone Tree?

A phone tree is an automated system that helps callers navigate menu options depending on their response and reach a solution. They are also used to contact large groups of people, where one person contacts two people, who each contact two more, and so on. Crisis phone trees are a great resource to quickly notify others during an emergency. With such systems, information is distributed quickly without the burden falling on one person.

A phone tree works as an interactive voice response system (IVR) to reduce a company’s cost and productivity. Customers dial into the system and choose from a menu list of options to complete their tasks. A well-built phone tree answers a variety of potential customer questions or concerns. Each option could lead them to another set of options, a voice recording with information, or a representative. IVR systems are beneficial for outbound calls as well. These phone trees can make calls to selected clients. They can also contact several customers at once to offer surveys or provide information updates. Phone trees can also work as a Private Branch Exchange (PBX) system. A PBX system is a private telephone network connects incoming calls to specific extensions.

Benefits of Utilizing IVR

IVR systems replace only the regular, mundane calls. This way, your company can focus on more complicated and high-value transactions. Companies in various industries and different services utilize this feature. For example, for customer service and feedback, browsing through healthcare or pharmacy queries, selecting plans and making payments, etc.

A phone tree has a variety of features to help your customers tackle their requirements or concerns. For instance, a clear voice prompt will let them know what options are available. The voice prompt can also spread mass information: inform customers of time changes, new company updates, or send them service reminders. Schedule calls to meet your customers’ and employees’ preferences. The IVR system will forward calls to a representative when it is unable to handle a request.

Pay Attention to Phone Tree Templates

It is, therefore, important to consider different options and features required to make the most of your phone tree. Does your business need an IVR to contact large groups of customers at a time? Would you like your customers to be able to resolve their issues automatically and quickly, saving everyone’s time?

A comprehensive phone tree template will focus on the features and menu options you require. It will also map out how you want your customers to interact with your IVR to make their experience comfortable. When creating your template, focus on developing a simple map instead of a list of complicated instructions. Customers appreciate an easier flow of information and instructions.

For example, the voice prompt for an insurance company can ask customers to indicate their enrollment status before proceeding. “Press 1, if you are an existing user. Press 2, if you wish to hear about available plans.” Depending on what users press, they will be directed to another set of menus or voice recording.

Therefore, when considering a phone tree, one needs to carefully plan:

  • What steps and actions will be made available to callers.
  • How the IVR system will collect and confirm information.
  • What should happen if there is an issue with one of the steps or the customer selects the wrong option
  • When the call should be forwarded to an agent or representative

Create Your Phone Tree Today

IVR systems not only make your employees’ jobs easier but also provide your customers with options to solve their issues. Creating a strong template with simple instructions and options goes a long way in increasing productivity. Global Call Forwarding provides you with a fully customizable phone tree system for your business. Sign up for a virtual phone number and use their Advanced IVR and PBX feature to customize your phone tree. Increase productivity, customer satisfaction, and reduce time consumption.

what is the meaning of an outbound call?

What Is Meant By Inbound And Outbound Calls

What Is The Meaning Of An Inbound Call? Inbound calls are types of calls that a customer makes in order to connect with a contact center or a call center. …Read More »

What Is The Meaning Of An Inbound Call?

Inbound calls are types of calls that a customer makes in order to connect with a contact center or a call center. The help desk also responds to inbound calls just like a contact center, but calls initiated to a help desk will usually come from employees and less likely from a customer.

Inbound and outbound calls can be attended to exclusively or in a combination of both by the call center.

Customers who initiate an inbound call to a call center will usually be doing so to make inquiries about products and services, as well as to make complaints. The information gathered by the call center agent is then used to find a resolution to the complaint or to provide information that the customer has inquired upon.

There are several metrics that are used to measure the performance of an inbound call agent, these include: average handle time (AHT), time in the queue, and first call resolution (FCR). Inbound call centers occasionally enumerate the service goals that the call center will aim for in a service-level agreement (SLA).

Due to advancement in communication technology, inbound call agents now communicate with customers via other means such as chat and through emails, which allows customers’ needs to be met from a variety of methods.

What Is The Meaning Of An Outbound Call?

Unlike an inbound call that is initiated by the customer, an outbound call is a call to a customer from the call center or on behalf of a business. Have you ever received a call from a strange number with a voice which could be that of a man or a lady asking for or giving information about a product or service? That is what an outbound call is.

Outbound calls are part of a series of activities that businesses engage in by utilizing call centers to reach out to their customers and prospects.

Are Outbound Calls Effective?

Modern technology has improved the features of outbound calls that assist call centers in doing a better and effective job. New features such as auto-dialing and predictive dialing are tools that help call center agents maximize their time more efficiently.

Another great tool that helps in making outbound calls more efficient is the automatic call-back tool. Other features such as call scheduling, as well as customer relationship management tools all help to enhance the quality of outbound calls. Call center agents who have information about customer behavior are equipped to make better quality outbound calls.

Generally, outbound calls have improved in efficiency over the last decade with improvements made to enterprise software, which are readily available and are at the disposal of the call center.

The typical nature of an outbound can include:

  • Fundraising calls
  • Sales calls
  • Telemarketing
  • Calls for contact list updating purposes
  • Surveys
  • Verification services

What Is An Inbound Call Center?

An inbound call center is company that responds to calls initiated by customers.

Inbound call centers are designed to provide customer support or service. In many cases, inbound call centers have been found to be a part of the sales division by taking sales orders and also to serve as an internal help desk for organization and businesses.

Inbound call centers provide the following services:

  • Reservations, scheduling appointments, registrations
  • Customer service – respond to complaints, take inquiries, and requests
  • Order entry and processing, along with taking sales orders
  • Support for customers, as well as internally for certain businesses

In most cases, many organizations do not directly handle inbound calls. They usually contract that aspect to external inbound call centers. Businesses rely on external call centers to receive inbound calls because it is typically cheaper to purchase the service, rather than paying the cost of employing several call center agents, along with implementing an actual call center into their business.

Most businesses take advantage of incurring the cost of inbound calls on a “per minute” charging basis compared to incurring the financial burden of acquiring calling equipment and staff that the task needs.

What Is An Outbound Call Center?

An outbound call center is a type of business activity center that consists of a collection of call center agents who make calls to existing and prospective customers on behalf of clients and businesses.

Outbound calls are often facilitated with the use of modern technology in order for them to be efficient. With the help of tools like a predictive dialer, a large volume of calls can be made within a shorter time.

These are some of the uses of outbound call centers:

  • Great for proactive customer service – delivery arrangements, informing customers about delays in delivery or other services
  • Sales calls to prospective customers
  • For booking appointments/ appointment setting
  • A method used for acquiring market research
  • Consumer satisfaction surveys
  • Sales calls to existing customers – upselling or cross-selling
  • Sales calls to existing customers – renewals

What Are The Differences Between Inbound And Outbound Call Centers?

The type of calls that take place at a call center ultimately determines whether that call center is an inbound call center or an outbound call center. This is the main factor that can differentiate between one or the other.

If over 50% of calls that take place at a call center are inbound, that call center is considered an inbound call center. The same criterion applies to outbound call centers.

If you operate a call center, determining the type of call center that you are operating or planning to operate is key to implementing the protocols and systems you want to run in your call center.

For example, if your call center handles primarily inbound calls, there may not be a need for technology devices like a predictive dialer. Your focus will be more on tools that are more suited to inbound calls.

For call centers that are engaged in outbound calls activities, more resources should be put into software programs that will help make them more efficient. Tools such as call scheduling, predictive dialing, and automatic callback are some of the essentials for an outbound calling center. Calling features such as call monitoring, which is great for listening in on outgoing calls should also be utilized for those interested in maximizing the services offered.

Appointment Setter Mistakes and How To Fix Them

Appointment Setter Mistakes and How To Fix Them

The job of an appointment setter or call center agent is to call leads and make appointments or sales. Call center agents make multiple calls a day, promote the product, …Read More »

The job of an appointment setter or call center agent is to call leads and make appointments or sales. Call center agents make multiple calls a day, promote the product, and work hard to generate a sale or appointment. But getting a customer to answer the phone and then stay on the line is a rather difficult job.

Common Mistakes and Solutions to Fix Them

Appointment setters and agents experience great pressure to make sales, as their commissions depend on it. However, you can prepare in advance to decrease the pressure and become a more efficient agent. It is, therefore, essential to be aware of common errors and solutions to fix them. Here are some of the most common ways to perform at the highest level, to achieve the most of your efforts as an appointment setter.

Calling Unqualified Leads

Call center agents and appointment setters may frequently call people that do not match the target audience or ideal customer. These leads are unqualified and they are less-influential prospects.

Fix: Identifying good potential leads helps with time-saving measures. One way to ensure you are calling the right leads is to conduct call center quality assurance (QA). Call center QA will help you identify customer data and create a precise buyer persona. This way, you can focus on contacting the most viable customers.

Straying Away from the Script

Customer service agents may slip away from the script when trying to connect and empathize with a customer. This may lead to a longer and less productive call.

Fix: Sticking to the script and promptly answering queries will demonstrate your qualifications to sell this product or service. It will also demonstrate that you are respectful of your customer’s time.

Ignoring Customer Concerns

Every once in awhile, a customer may ask a question that you’re not qualified to answer. Ignoring the query and moving on with the script will put your customer off, making them less likely to consider your product.

Fix: When this happens, do not ignore the query and move on with your script. Instead, let the customer know that you will find the appropriate response for them and follow up. It will also allow you to answer any other queries or concerns causing hesitancy. Adopt active listening, maintain clear communication, answer any doubts, and deliver unwavering courtesy and respect. If you want to learn more, check out these practical tips we wrote on how to be a good customer service agent.

Disregarding Customer Feedback

Customer feedback is very important. This is where you can identify where you are gaining and losing customers, while also identifying their preferences. This helps when incorporating changes and makes your company more approachable to your target consumer. Not providing customer feedback tools such as surveys or forms, or ignoring feedback received can negatively affect your business.

Fix: Adopt good customer relationship management (CRM) to enable healthy customer interaction. An appointment setter or agent needs to update CRM records. Make notes after a call that can be used as a reference later. Coordinate with marketing teams for information about prospective clients or customers who have previously interacted with your brand.

Mishandling Objections and Rejections

Consumers are often busy and do not have time to answer or indulge in your call. Not being prepared with the right rebuttal may result in the loss of a potential lead.

Fix: Prepare yourself ahead of time with rebuttals. Let your customers know that you are aware that their time is valuable. Tell them that you would like to make an appointment when they are available. They should know that their convenience is a priority. If a customer declines or rejects your service, politely request why or how you could do better. This information is very valuable for CRM records.

Reaching Out During Business Hours Only

Calls during business hours, when a potential customer is neck-deep in their responsibilities, are more likely to go unanswered. As an appointment setter, you need your lead to do more than just answer the phone. It is ideal if they are truly paying attention to what you have to offer. For this reason, calling during business-hours-only is not always productive.

Fix: Call during off-hours as well. This includes early morning or late evening calls, and because they are acutely-timed, they are more successful. Communicating via different media channels can also have a higher response rate. Sending emails and texts gives your clients more time to respond with well-thought-out answers.

Closing: Make Customer Interaction a Priority

Calling customers and leads may prove an exhausting and disappointing job when customer interaction is awkward or error-filled. Keeping just a few things in mind and maintaining a good attitude can go a long way. Global Call Forwarding provides virtual call center solutions to help you maximize your outreach efforts. One option is to have a virtual office, which will allow you to have agents available online at all times of the day. This way, your company is reachable to international customers as well. Sign up for outbound calling for your call center today.

Measure Website Traffic with Virtual Numbers 5 Simple Steps

Measure Website Traffic with Virtual Numbers: 5 Simple Steps

For any company, online or in a physical location, tracking website traffic is a must. With this, you can gain insights into how your business is doing and how it …Read More »

For any company, online or in a physical location, tracking website traffic is a must. With this, you can gain insights into how your business is doing and how it can improve. There are a number of different ways to measure website traffic. Let’s have a look at how you can measure website traffic with virtual numbers.

Why You Should Measure Website Traffic

One of the most effective ways to introduce customers to your brand, product, or service is through a well-developed website. However, how do you know if you have developed your website well enough to get customer calls and leads? Website tracking is one way to find out how many people are visiting your website and, in turn, calling your business to make a purchase or gather more information. Google Analytics is a common tool used for this purpose. However, there are other ways to determine how well your website is functioning. So, how can you measure website traffic with the help of virtual numbers?

Step 1: Select a Phone Service Provider That Offers Call Analytics

Research and identify the right phone service provider for your needs. A provider like Global Call Forwarding offers call logs and activity reports. The most important step in call tracking or to measure website traffic is to use a phone service provider with call analytics. Call analytics give you access to the different areas of call tracking. You can gather information about the duration of your calls, where your calls are coming from, keep records of your leads, and more. Some providers offer integrations with companies that specialize in customer relationship management (CRM) systems. These tools help you organize customer data and information while tracking call efficiency. With such data, you can identify which marketing strategies are working and how you can improve the others.

Step 2: Purchase Different Toll Free and Local Virtual Numbers

To identify which of your marketing efforts is most successful, you would first need to create different platforms. And so, focus efforts on developing your website, social media accounts, and email lists. Then, purchase different virtual phone numbers for each location. For instance, you can have a toll free number for your website and a vanity number to draw attention to your social media accounts. Vanity numbers are numbers that you customize with letters or patterns. For example, 800-554-5544 or 1-800-DRINKSS. These make your number recognizable and memorable, attracting customer attention.

Step 3: Place Numbers in Various Marketing Spaces: Website, Print Ads, Billboards, Google Ads

Now that you have your numbers ready, place select numbers on certain platforms. Have your main business number on the website and business cards. And promote vanity or secondary numbers through social media and email marketing. Distributing the numbers will let you keep a record of who is coming from where. Another option is call-only advertising. Google’s call-only ads encourage customers looking for your company to call it. These are ads that are located at the top of the search result, highlighting your business number and website, enabling the call to occur directly from the link. You are charged on a cost-per-click (CPC) basis.

Step 4: Analyze and Track Incoming Calls

Now, use your call tracking software to pull numbers and statistics of your incoming calls. Identify how many calls are coming through the website. A caller may have either visited the website and saw your number there. Or, if you are using call-only advertising, they may have called you through the paid ad in the search results. Or, from Google’s mobile search results that offer users a business profile with the website, location, phone number, hours, and more.

Step 5: Measure Website Visitors and Improve

Watch where your calls are coming from. If your website visitors are low, then your calls are probably coming from other social media platforms like Facebook and Instagram. This means that it is time to optimize your website more effectively. Utilize effective strategies such as search engine optimization (SEO) to increase your rankings in Google search results. Add educational and informative content to draw attention from prospective customers. Gradually, your website will move higher in search results and that will drive website traffic.

Develop Your Website as a Way of Gaining New Customers

Company websites need to be well-developed and updated continuously to maintain their rankings in search results. The more website visitors you have, the more attention and clients your company gets. It is, therefore, necessary to do everything you can to support the growth and engagement of your website.

Purchase virtual toll free, local, and international numbers from Global Call Forwarding or call us at 1 (888) 908 6171 for more information. Get your business numbers today and improve your website traffic!

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