4 min read
Picture this: You’re calling a company to check your account balance or get product information.
Before you speak to a person, you hear an automated voice guiding you through some options.
That’s IVR, or Interactive Voice Response.
It’s often the first thing you interact with when calling customer service.
But what exactly is IVR, and how is it making customer service more efficient? Let’s take a closer look.
What is IVR?
IVR stands for Interactive Voice Response.
It’s the system you hear when you call a company, like, “Press 1 for account info, Press 2 for support.”
IVR uses voice prompts and menu options to help you find what you need without talking to a person.
Let’s break down the term Interactive Voice Response:
- Interactive: This means that the system lets you interact with it. You can make choices and give commands, either by pressing numbers on your phone or by speaking.
- Voice: This refers to the fact that the system uses spoken instructions and prompts. It talks to you, giving you options and information.
- Response: This is about how the system reacts to your input. When you press a number or say something, the system responds by providing the information you need or directing your call to the right place.
But IVR is more than just a menu
IVR is a powerful tool that does more than guide you through options. It can route your call to the right department or let you complete transactions on your own, without talking to an agent.
Today’s IVR systems are even smarter. They can recognize your voice, making the process quicker and easier.
Imagine this: You need to schedule a doctor’s appointment. Instead of going back and forth with the receptionist, you hear a friendly automated voice. It finds an open slot, books your appointment, and sends you a reminder—all in just a few minutes.
That’s the power of IVR at work!
Businesses, like those in healthcare, are using this smart technology to cut costs and make your experience as a patient smoother and more efficient.
How does IVR work?
At its core, IVR relies on a combination of voice prompts, menu options, and primarily touchtone input (pressing numbers on your phone) to interact with callers. Some advanced systems may also use speech recognition.
Here are some core functionalities:
- Call routing: When you call a company, the IVR system answers the call and presents you with a series of menu options. By pressing a number on your keypad, the system routes your call to the appropriate department or provides the information you need.
- Voice prompts and interactive voice menus: The IVR system uses pre-recorded voice prompts to guide you through the process. These prompts might ask you to choose from various options, such as “Press 1 for billing” or “Say ‘balance’ to check your account.” This interactive voice menu makes it easy for you to navigate the system and find the right service.
- Automated attendant and call flow: An auto attendant is an automated system that answers incoming calls and provides a consistent experience. This ensures that each call follows a set path, helping to resolve inquiries step by step.
- Speech recognition: Advanced IVR systems can recognize your voice. Instead of pressing numbers, you can just speak your response. This makes the experience feel more natural, especially when you can’t use your phone’s keypad.
- Conversation analytics: This analyses interactions between customers and the IVR system. Conversation analytics helps businesses spot common issues, find frequently asked questions, and see how well the IVR solves problems.
- Integration with live agents: IVR systems can handle many queries, but sometimes only a human can help. Modern IVRs transfer calls to live agents when necessary. They often share the customer’s information and history with the agent to ensure a smooth transition.
Here are 4 ways IVR can improve your customer service
IVR systems really boost customer service, offering a lot of value for both businesses and their customers:
- IVR improves customer service and saves money
IVR systems are a budget-friendly way for businesses to handle a lot of calls. By automating routine tasks—like checking an account balance or finding out business hours—IVR frees up human agents to focus on more complex issues. This not only saves money but also boosts customer satisfaction. - IVR makes your company available 24/7
One of the best things about IVR is that it’s always available. Unlike live agents with set hours, IVR systems can work around the clock, giving customers the answers they need, whenever they need them. It’s a huge benefit for anyone looking for quick info outside of regular business hours. - IVR creates a personalised experience
Modern IVR systems can connect to customer databases to add a personal touch. For example, when you call your bank, the IVR might recognize your number, greet you by name, and suggest options based on your recent activity. This personalization makes the experience feel more human. - IVR reduces wait times
IVR plays a key role in keeping call centres running smoothly. By efficiently directing calls and handling simple inquiries, IVR helps reduce wait times, ensuring that customers get the service they need, fast.
The evolution of IVR—From frustration to conversation
We’ve all been there—calling a company, hoping to quickly resolve an issue or get some information, only to be met with a robotic voice and an overwhelming list of menu options. It often goes like this:
“Press 1 for sales, 2 for support, 3 for… wait, what was that again?”
You find yourself stuck in a loop of options that never quite seem to match what you need, pressing button after button without getting anywhere. It’s no surprise that many customers dread calling businesses.
But here’s the good news: It doesn’t have to be this way anymore!
Smart call management with IVR
At Enreach, we're proud to offer Embedded Voice. It adds advanced phone capabilities to platforms like MS Dynamics 365 or Salesforce. This integration allows for a more seamless customer service experience.
The IVR feature in Embedded Voice works intelligently behind the scenes:
By integrating with your CRM, it streamlines the traditional IVR process. Without the caller even noticing, it checks for open cases or known preferences, such as language.
This allows the system to efficiently route calls to the right department or case owner, avoiding unnecessary questions and providing a seamless, personalised experience. Callers can quickly navigate options using their phone's keypad, saving time and getting to the right place fast.
Make your IVR an extension of your brand
With Embedded Voice, your IVR can truly reflect your brand’s personality.
You can customise menu options and voice prompts to match your company’s tone and style. This creates a consistent experience for your customers. Plus, it’s easy to update and change as your business grows, without needing a complete overhaul.
Remember, while IVR systems offer numerous benefits, they also come with challenges:
- Potential for customer frustration if poorly designed
- Need for regular updates and maintenance
- Importance of striking a balance between automation and human touch
To maximise the effectiveness of your IVR:
- Regularly test and optimise your IVR flow
- Collect and act on customer feedback
- Ensure easy options to reach a human agent when needed
- Use analytics to continuously improve the system
Get your hands on our updated guide
In customer service, your IVR is often the first point of contact. Make sure it sets the right tone. Download our guide, "The Future of Customer Service," to learn how AI can help you create a great first impression!
