Voice broadcasting is an effective communication medium to reach customers. It is a more personal way of communicating than compared to emails or text messages. Agreed, emails and text messages can reach a wider audience quickly, but these modes can be tiresome and expensive. Voice broadcasting is one solution that can help you in such a situation. Not only is it cost-efficient, but it is also highly effective in this digital-first market.
With voice broadcasting, businesses can have a competitive edge over others as it saves time to a great extent. It’s like having your own telemarketing company. Almost any business, big or small, can benefit from using it significantly.
We have curated this blog to inform you of the top ten reasons why voice broadcasting tools are the best to reach customers.
Table of Contents:
- What is Voice Broadcasting?
- Types of Voice Broadcasting
- How Does Voice Broadcasting Work?
- Features of Voice Broadcasting System
- Benefits of Voice Broadcasting
- How to Leverage Voice Broadcasting Tool?
- Use Cases for Voice Broadcasting System
What is Voice Broadcasting?
Voice broadcasting is a process that uses software to send bulk automated voice simultaneous calls to customers. Also known as automated call broadcasting, it can handle all the calls manually without simple hardware or dedicated staff. It is a cloud-based solution that can deliver messages with absolutely no errors.
Businesses today have a huge customer database, and delivering personalized messages to each customer quickly is very difficult. Voice broadcasting can help businesses reach a wider audience quickly.
Types of Voice Broadcasting
There are five types, and each type has been described in detail below:
Simple Phone Broadcasting
This type involves the delivery of a basic message to the customers after the phone system dials a list of contacts. The message is either delivered to an individual or their answering machine. Customers simply get to listen to a recorded message and can take action. This type of broadcasting is useful for event announcements, reminders, etc.
Custom Phone Broadcast Messaging
This type of broadcasting is similar to the first type but differs in such a way that a customized message is played when phone calls are made to the customers. A customized message means that unique details of customers, like names, addresses, amounts, dates, or times are included for each customer.
Phone Broadcasting and Touchphone Response
This type of broadcasting involves playing the recorded message to customers so that the recipients can choose options like Press 1 for sales, Press 2 for support, etc. This form of broadcasting can also leave a message on the answering machine of customers.
Phone Broadcasting and Call Transfer
This type of broadcasting is a method where the voice call, once sent to customers, can be transferred to agents based on the responses given by the customers. Calls can be transferred to agents who are working remotely. It does not require hardware or equipment since it’s a cloud-based solution. It helps in the fast resolution of customer queries.
“Smart” Phone Broadcasting
This type of broadcasting has smart features like predictive dialing, post-call surveys, and polling usability. A predictive dialing feature ensures that the call is routed to the agents as per their availability. Post-call survey features ensure that customers can give valuable feedback on the call quality, agents, service, etc.
On the other hand, the polling usability of voice broadcasting indicates that you can use this type to take polls amongst customers, especially when a business wants to know how good their product/services are, etc.
How Does Voice Broadcasting Work?
Voice Broadcasting follows a series of steps to be followed, and it’s very simple:
Step 1: Record a Voice Message
Record and save the voice message on your mobile. Listen to the audio message before uploading. Make sure the message has IVR options, including a call-back option.
Step 2: Add Phone Numbers
Keep the list of phone numbers of customers ready on your system. The list could be in a file or CSV format. DND calls can be screened and removed by software.
Step 3: Send a Broadcast
Send the voice message to a large audience by uploading the audio file and the contact list. Schedule the right time and date to send the message.
Features of Voice Broadcasting System
These robust features of voice broadcasting software help quick delivery of pre-recorded voice messages to customers:
Virtual Number
A virtual number is a phone number that does not need any phone lines and works through the Internet. They are available 24/7, help establish a local presence, and reduce the expenditure needed for international calls. There are two types of virtual numbers:
- Shared virtual number: Shared by many businesses as the point of contact.
- Dedicated virtual number: Exclusive to a business and cannot be used by other businesses.
Text-to-Speech and Upload Audio File
Text-to-speech (TTS) is one feature of voice broadcasting software. The technology can convert text messages into speech or a voice that sounds like a human. The software takes and reads the text message from the word file aloud; therefore, this technology is also known as read-aloud technology.
The voice message can be saved and personalized by including the customer’s name and other relevant details. It can send messages to numerous customers. The technology is available in various languages. Alternatively, you can upload an audio file of the recorded message.
Contact Management
With the contact management feature, you can target multiple contact lists to whom you must send voice campaigns.
Manually sending voice broadcast campaigns to your contacts is tiring. Office24by7 contact management is the most efficient way to keep up with your contacts. This feature lets you store multiple contact details such as name, company, phone, email, etc.
With it, you can upload or download your contacts list simultaneously without manually typing each one. Since it’s an automated process, you can easily send voice broadcasts to thousands and more contacts. You also save time and money with contact management.
Easy DND List Management
DND, or Do Not Disturb list, is the phone number of customers who do not want to receive voice broadcast calls. It is useful for compliance with legal obligations. Businesses must ensure that call broadcasting is made to the phone numbers on the DND list while running voice or telemarketing campaigns.
Otherwise, it can result in a penalty. Voice broadcasting software handles this by automatically filtering and removing the DNC contacts from the contact list. Moreover, you can also import a do-not-call list.
IVR with Opt-out Message
IVR feature in the voice broadcasting system ensures voice broadcasting messages are interactive. It bridges the gap between the business and the customers effectively. It also reduces customer waiting time by giving self-service options to callers and improves customer satisfaction.
Moreover, an IVR feature saves time and money. Further, an IVR feature is available round the clock; hence, customer queries can be answered anytime.
Read our latest blog on 18 Ways to Improve Call Center Performance here.
Scheduling Control
A scheduling control feature in a voice broadcasting system allows you to schedule your campaigns according to the time and date needed. This is done following the availability of customers’ time and date. It ensures the success of campaigns as none of the calls is left unanswered.
Live Call Transfer
This feature allows calls to be transferred to agents on a live call. It allows a positive customer experience for the caller. Voice broadcasting campaigns allow live call transfer to customers.
Auto Retry
Auto retry is a new feature that lets you send voice broadcasts to customers who haven’t responded to the first attempt. Generally, customers might be away from their phones or busy on another call. With this feature, you can retry sending the broadcasts again.
This is especially helpful when voice broadcast calls don’t go through. With auto-retry, your message will get delivered to your customers again.
Retry Delay
Retry delay is a feature in voice broadcasting that allows you to optimize the time after which it can send the next campaign to customers in the case of unanswered responses.
API Support
A Voice broadcasting system with API support ensures that information or reports of customer responses to the campaigns are integrated within the software for visibility.
Benefits of Voice Broadcasting
Now that we have an understanding of voice broadcasting tool, let us look at the ten reasons that make it the best tool to reach out to customers:
Easy To Set Up and Maintain
Voice broadcasting is an easy setup. You won’t need additional hardware; you will receive just what you need to boost your sales. All you have to do is log onto your web-based platform and broadcast your recorded message in various modes and formats, depending on your needs.
Another key feature that distinguishes this service is the ability to schedule messages. A recorded message can be an easy and simple setup during any time of the day or any day of the week/month. Customers easily get the option of listening to a recorded message and acting on it. This form of broadcasting is beneficial for various purposes, including event announcements, reminders, etc.
Lead Generation
Voice Broadcasting is a powerful technique for delivering timely product messages and information. With real-time report generation, several key entry options, and the ability to send millions of calls in a few minutes, your company appears strong, swift, and dependable.
To generate voice broadcasting leads, reach out to the target audience. All you need is a little imagination to use it to generate a steady stream of potential leads. That’s why it’s also the simplest way to reach the largest number of customers for the least amount.
Voice broadcasting has recently gained recognition as a viable economic channel for all businesses looking to boost sales. B2B voice broadcasting facility helps businesses that offer products for other businesses. Additionally, it saves time, improves client satisfaction, and increases revenue.
It motivates customers to respond daily, filling the sales funnel with voice broadcasting leads. Its high response rate will help you generate more leads for your organization.
Wider Reach
Voice broadcasting can simultaneously convey voice messages to thousands of receivers. Retry options are available with it, allowing companies to increase their reach by resending the broadcast message to people who missed the first call, creating more voice broadcasting leads.
Surveys and information confirmation are two of its most prevalent uses of it. Many large corporations employ it to maintain their brand presence, ensuring customers know their products and ongoing programs.
Using it is the most effective approach to contacting your target audience. In today’s world, everyone has a mobile phone. You may easily widen your reach without the hassle of expansion by leveraging this and utilizing the local language.
Foster Brand Presence
With voice broadcasting or automated voice broadcast, you can broadcast information to millions of people in seconds. You need a simple and powerful solution when you need to contact hundreds, thousands, or even crores of individuals as rapidly as possible.
When individuals hear your brand name, it creates a mental image and a reference for you. With voice broadcasting, you can continue sending out informational calls to customers about your new launch, new upgrades, all services you offer, and how you can help them become brands.
Furthermore, enterprises must retain their market presence. With the use of its services, they can effortlessly accomplish this. It significantly boosts your brand’s visibility. Also, the capacity to communicate with multiple consumers at the same time automatically broadens the scope of your business and establishes a hold on your brand. The wider population becomes aware of your product, brand, and company.
Increased Sales
Voice broadcasting saves businesses time since it eliminates the need for employees to call clients individually. It speeds up the process by allowing you to simultaneously upload contact lists, record a message, and send it to everyone.
What used to require hours and multiple resources now takes a few minutes and a single button click. You don’t have to press a button if you schedule your messages on a specific day and time.
Automated voice broadcasting eliminates the need for human resources. A single person or a small team can create the required messages and apply them to create voice broadcasting leads. Message scheduling tools make it simple to prepare messages ahead of time and blast them at the right time.
Error-free Message Delivery
Voice broadcasting provides a constant message without error. Automation is currently one of the most significant booms of the digital era. That happened because the aspect of fatigue and inaccuracy set in when the human being feels exhausted.
On the other hand, with machines and systems, this is not a concern. The automated service serves the same strength. It is a computerized cold-calling system. As a result, the margin of human error is removed completely. You can design a broadcasting system without making mistakes if you use an appropriately modulated speech pattern or even a professional voice actor.
Convenient and Scalable
Voice broadcasting allows you to send your message quickly and accurately without an agent. Unlike emails, it allows you to communicate with illiterate people who do not have internet access or are visually impaired.
Regardless of mail, many people prefer to interact verbally. It is the most effective way to communicate with all these people. You can plan calls based on large amounts of data and send them rapidly.
Furthermore, it is a convenient tool for government agencies that must notify millions of people immediately about emergency alerts such as floods, earthquakes, medical assistance, etc. The same is true for business people who must notify their clients about specific upgrades, unavailable services, and so on as soon as possible.
Automation
Voice broadcasting software automatically redials consumers who do not answer the automated call. The best aspect is monitoring your contacts’ time limit and the number of redial attempts.
Furthermore, using a centralized system and phone number, you can pre-record and transmit automated voice calls to phone numbers using it. The call recipient can listen to and engage with the recorded message by hitting keys on their phone’s keypad.
Personalization
Another perk of employing voice messages is that you can easily modify campaigns while they are still running. The user can change the parameters for the way of sending the message based on their needs, target audience, and the nature of the message that has to be sent.
Furthermore, the traditional approach of mass SMS lacks the personalized touch that voice broadcasting provides. It allows you to customize the message as needed and enhances the likelihood that customers will listen to a message. This gives you a competitive advantage and makes your brand stand out.
In addition, unlike written communication, a voice message gives the customer a sense of familiarity rather than the impression of words. It provides customers with a relaxing experience. Furthermore, the software can customize messages according to each customer’s preferences.
Cost Effective
For a business to survive and develop, it must manage its finances effectively. Voice broadcasting comes to the rescue since it can deliver services at extremely low costs. It accomplishes both objectives of reaching out to clients and not spending too much money.
Voice broadcast service also provides methods for tracking the efficacy of your campaign. As a result, you may utilize the insights to evaluate your campaign, including the subject, scheduling, and audience segments. With this tool, you may launch a trial campaign for a limited time to determine which campaign is more effective and when to deliver your message.
As a result, you can use the message receiving the most attention from your target demographic for the campaign duration. Furthermore, it is one of the most cost-effective ways to reach a large audience because you don’t have to call your audience individually, saving your team time and effort while lowering operational costs.
How to Leverage Voice Broadcasting Tool?
When used effectively, the voice broadcasting tool has many advantages to businesses, small or big. You need to have a good strategy in place. You also need to give more attention to the campaigns. Below are the most effective ways to use voice broadcasting tools.
Target your Audience Accurately
The first important step for achieving your goal is identifying your target. You can connect with people likely to show interest in your service. Make sure you analyze the target audience accurately.
This is important because it forms the base for your voice message and helps you get the best results. Further, an effective and personalized message will help you grow your business more.
Automated Alert Message with Live Agent Help
Voice broadcasting software sends out unlimited pre-recorded audio messages/voicemails. It is a mass communication approach that allows you to quickly deliver infinite notifications, educational or promotional messages, and alerts to your target audience.
The software transfers live-connected calls to the agents. Live call transfer will undoubtedly result in more voice broadcasting leads and sales. Increase your sales chances by making as many live calls as possible. You can use the agent’s time and efforts on prospective live calls.
Plan Your Approach
Examining your objectives is the next stage in launching a voice broadcasting campaign. Setting up your campaign to match these requirements should assist you in reaching them as soon as possible. Determine the number of voice broadcasting leads you want to create.
It can also help you keep track of every step you take during a campaign so you can make more informed judgments. Creating a design and plan for each campaign will likely differ depending on your company’s needs. Making decisions based on previous goals may make it easier to generate new ones.
Automated Voicemail for Mass Notifications
Alerts, notices, reminders, promotions, surveys, and more can be sent via automated voice messaging and broadcasts. It is a quick and inexpensive approach to contacting the subscriber. You can send pre-recorded audio messages delivered to the receiver as a conventional phone call. The automated voice messaging solution from Office24by7 is completely configurable.
Create Concise/Precise Messages with a Call to Action
Make a public announcement. The broadcasting option allows users to simultaneously send a single message to several users from different user groups or locations. Broadcasting is not the same as having a conversation with other people. Recipients are unaware whether or not other users have received the same message.
Use Cases for Voice Broadcasting System
The voice broadcasting system has a myriad of applications. Let’s have a look at some of them.
Polls and Surveys
A voice broadcasting tool can perform large-scale market research and surveys; the DTMF input function allows your audience to give feedback using their phone’s keypad (press 1, press 2). This mode of the poll received more responses than email or SMS. This can be accomplished through polls or by allowing recipients to speak with a real agent.
Reminder calls
Customers can be notified of impending reservations, payments, appointments, and other events regularly via an automated call in the most effective way possible.
Automated reminder calls are a terrific approach to touching or interacting with people. The sender can remind a client or customer about a service appointment they have made, ensuring that no one forgets and everyone saves time.
Emergency Alerts
During an emergency, systems that send out mass phone calls are an excellent way to reach out to many individuals simultaneously. For example, a school could employ a voice broadcast service to notify parents of a weather-related cancellation. A utility provider could notify all the customers of a service interruption.
Notification Calls
Voice broadcasting can send notification calls, especially when a new product is released, or a discount or deal is announced. Customers may receive this information via SMS and email but ignore it daily. As a result, people are concerned about missing out on special offers or not being able to use loyalty points before they expire.
Receiving notifications about these details via voice broadcasting serves as a reminder to clients, increasing happiness and spending with your company.
Event Invitations
Events are a powerful way to attract customers’ attention. They are powerful lead-generation tools with high conversion rates. About 40-50% of the people who register for events can be targeted as voice broadcasting leads for your business. The higher the number, the more likely leads will be converted.
You may enhance event attendance and total lead conversion rate by employing voice broadcasting to inform registered individuals about the event.
Product Launch Announcement
Multiple voice broadcast marketing initiatives can be launched, managed, and monitored efficiently with voice broadcasting technologies. Customers are advised of new product launches via automated alerts and notifications. Businesses can use voice broadcasting to gather customer feedback on new product launches.
Service Release Information
Inform and reach out to a wide target audience whenever you have job vacancies, sales promotions, new product launches or new feature additions, and so on, using the power of a phone call that can be planned and automated. So, customers get information about service releases and new updates with voice broadcasting services.
Corporate Announcements
Why should voice broadcasting’s potential usage be limited to your company’s clients rather than being used to engage with your employees? You can use this tool to send messages to your employees, combining them with text messages, emails, company memos, and other forms of communication. This strategy allows you to disseminate information to all employees simultaneously.
Conclusion
Voice Broadcasting is a method of communicating with hundreds or thousands of people. It has multiple robust features, and the reasons listed above are just a few to make you aware that it is the best tool to reach customers. While selecting a voice broadcasting service provider, choose a reliable and affordable solution.
Office24by7 is the best voice broadcasting service provider whose service allows you to send digitally recorded messages to a huge customer base. Many different clients from a variety of industries have benefited from using our services.
Our speech broadcasting frameworks can help you convey critical notifications, key updates, and relevant information. Join forces with us to keep your stakeholders, customers, business partners, and workers up to date. Get your message to as many people as possible in the quickest amount of time without having to wait in phone lines! Call us at +91 7097171717 or drop an email at sales@office24by7.com today to learn more about our solutions.
