Effective communication is the key to success and allows every organization to thrive in the challenging business environment. If you have an effective communication system operational in your organization, then you have a better chance of saving both time and money. As time and money are the most valuable aspects for any business.
In today’s modern world, where technology has transformed the very shape of communication, an automated phone system plays a major role in creating a win-win situation for businesses. With this being said, effective communication via a Free Automated Phone Answering System provides you with a seamless solution to get your business a cutting edge over your competitors.
There are chances that many of you are still unaware of the benefits and the types of an automated phone system. So, let us shed some light on what it is and how it is shaping today’s communications.
The Ultimate How-To: Making the Most of an Automated Phone System
To begin with, what is an Automated calling service? It is a telephone service that allows every business to place thousands of automated calls. Further, there are no human interventions. It is a pre-recorded voice that is listened to by the recipient. Moreover, an Automated Phone System Meaning is a dialing system that places thousands of calls.
It is a technology application that is free from any hardware or software installations. The basic difference between traditional automated phone systems and an automated phone system is that it is a technology application, as previously mentioned.
And with it, you have the option of calling unlimitedly. Even more, you have the option of importing phone numbers through your database, CRM, or even with the help of a spreadsheet. This system operates by playing a pre-recorded message. Moreover, this system comes with some restrictions that you are unable to transfer gambling, soliciting or political messages to anyone.
Small Business Operations With Auto Attendant Phone System
Automated Phone System For Small Business offers simple and easy operations. Whenever a call comes from your customer, the system routes the call through your routing system. The caller can select the options either by using their phone dial pad or by answering the questions. In this way the call is diverted to the concerned department.
It is known to be the best solution for a growing business as the manual work in this system is eliminated. Letting the business adopt the best management system for operations.
H2: Types of Automated Phone Calling Systems and Their Operational Dynamics
There are three main types of the Best Automated Phone System.
· Outbound
· Inbound
· Hybrid
H3: Outbound
The first type of Automated Phone Calling System is called the Outbound telephone system. In this system, the system places the calls to recipients. The form of the call can either be a recorded message or creating a connection with a human.
H3: Inbound
In this Automated Phone Calling System interacts with the callers. Inbound systems take calls and transfer them to interact with incoming callers. Further, these systems are designed to transfer calls to even human operators.
H3: Hybrid
This type of Automated Phone Calling System includes the features of both inbound and outbound calling systems. Thus, in this calling system, the callers can call and connect to human operators.
H2: Demystifying The Evolution Of Automated Phone Systems
The evolution of the automated phone systems consists of three phases, which we have brought for you to have a better perspective.
· The Past
· The Present
· The Future
H3: The Gone Past
In the past, there were early telephone systems, which were invented in 1876 by Graham Bell. The initial phone system was limited to voice communications only. The human intervention in the phone system was high.
H3: The Prevailing Present
There are a lot of options when it comes to the phone system. They are tailor-made to cater to the needs of the users and organizations. They consist of three basic systems that include
· Traditional Phone Systems
· Voice over Internet Protocol (VoIP)
· Unified Communications (UC)
H4: Traditional Phone Systems
The traditional phone systems are known as (PSTN) Public Switched Telephone Networks. They consist of Landlines. Further, this system consists of analogue signals that transmit data, which mainly consists of voice.
H4: Voice over Internet Protocol (VoIP)
These telephone systems are commonly known as Voice over Internet Protocol (VoIP). They are turning out to be the most advanced form of communication prevailing in the market nowadays. The main attribute of this type of system is to transmit the data in the form of data packets. The medium to transmit the data is a stable internet connection.
H4: Unified Communications (UC)
In the last we have Unified Communications (UC). It is a phone system that allows users and businesses to communicate through voice, chat, video, and email. Further, all these types of communication are made on a single platform.
H3: The Unseen Future
The unseen future has started to show their systems that are going to change the communication that we are used to nowadays. This type of communication is going to impact the business in terms of cost-effectiveness, performance, profitability, and security. Some of the emerging technologies are mentioned below.
· Ai & Automation
· Enhanced Security
H4: Ai & Automation
Artificial intelligence (AI) is the talk of the future. It is responsible to single-handedly change the very shape of our lives in the future. The AI will take customer centres by responding to customer queries. Nowadays, you may have seen the AI-Powered chatbots that are being used in companies to address initial issues of customers.
H4: Enhanced Security
Data is the main element that needs to be secured in terms of modern communication. And for that reason, the security of the data is going to play a major role in shaping the communication in the days to come. Encryption and cybersecurity are going to play a pivotal role in the near future.
H2: Breaking Down The Advantages And Disadvantages Of Using Automated Phone Systems
We bring you some of the pros and cons of the Automated Phone System For Auto Attendant.
H3: Advantages
· It provides you with the option of routing a high number of calls.
· You have the option to dial a large number of relevant teams, employees, or prospects.
· It gives you the opportunity to solve customer complaints in a convenient manner.
· This system offers fast, cost-effective, and efficient operations.
· There is no need for a full-time staff to answer calls.
H3: Disadvantages
· There are complaints against these auto attendant phone systems are they are inconvenient.
· Automated Phone Systems Are The Worst systems if you opt for the wrong option.
· Those who prefer to talk to a human do not like these systems.
· The chances of mistakes are higher in automated phone systems.
· The wrong press of a button may start the call from the start.
H2: Are Automated Phone Systems Really Worth The Hassle? Some Key Features
Now that you have got some insight about the Auto Attendant Phone System. Now let us make it easy for you to understand better which features come with these systems. Here is a glimpse of the features that are considered essential for each of the Automated Phone Calls For Business.
· Unified Communications
· Bulk Voice Message
· Integrate Contact Center Services
· Bulk Text Messaging
· Voicemail Drop
· Integrate Text-to-Speech
· Call Routing Options
· Interactive Voice Response (IVR)
· Cheaper
· Time to call
· Running Campaigns
· Real-Time Reporting
· Do-Not-Call List
· Local Caller ID
· Reports And Analytics
· Transferring Calls To Agents & Teams
· CRM Integration
H3: Unified Communications
Unified communications are commonly known as UCaaS services. These services include video, SMS/MMS messaging, and other features apart from phone calls.
H3: Bulk Voice Message
This feature allows the users to leave and make a large number of calls and leave an automated voice message to a large number of clients. Now, you don’t have to call each and every customer, but you can send them bulk voice messages with the help of this system. Thus it reduces the time to reach your clients as well as reduces the overall cost of communication substantionally.
H3: Integrate Contact Center Services
With these automated systems, you have the option to connect your customer support department. Normally, a cloud contact centre is required to handle these types of departmental communication.
Furthermore, these applications are very useful for small businesses. They are easy to operate and cost-effective, with a dashboard that reports each and everything.
H3: Bulk Text Messaging
These systems allow businesses to send bulk text messages. These messages are tailor-made, addressing the needs of the customers and offering a personalized engagement. These Bulk text messaging services from these services are used for sending notifications, sales pitches, and reminders to your prospects.
H3: Voicemail Drop
Coming towards another aspect of these systems is a voicemail drop feature. This feature allows businesses to send a pre-recorded message to the recipients. In case your target customer is not at home or answering the phone call, you can still share your thoughts and messages with your target customer. Above all, this feature is available in bulk options as well.
H3: Integrate Text-to-Speech
This is an all-new advanced feature that has the ability to transform a written message into a speech. This feature allows the marketing or customer support team to not only write the message but the desired message will be delivered to the recipient as it is.
H3: Call Routing Options
Call routing options are the best available features of the automated system. In this system, every business allocates human resources according to the requirements of the prospects. It means if any customer wishes to talk to the sales representatives of the company, the system will directly shift the call towards him, letting the customer have the best experience while calling your business in terms of getting his query settled.
H3: Interactive Voice Response (IVR)
Interactive Voice Response or IVR menus are another splendid option for every business. These automated calling systems allow callers to interact with IVR self-service for inbound call management.
H3: Cheaper
These phone systems are the cheapest phone systems for the business. as they require no hardware or any huge investment that might seem to be a burden for the business. On the above, you get an edge over your competitors in getting access to a large number of prospects for your business.
H3: Time to call:
Now the business has the option to set a time for calling their prospects. These campaigns are scheduled according to the reuquirements of the business. Thus offering a powerful option.
H3: Running Campaigns:
Now every business has the option of running their marketing campaigns on these phone systems. These phone systems offer numerous campaigns with real-time reporting to the business.
H3: Real-Time Reporting
The Automated Phone Call System offers a dashboard that is equipped with a real-time reporting mechanism. This mechanism allows the business to track its performance and feedback from prospective clients.
H3: Do-Not-Call List
Now, every business has the option to manage a do-not-call list for the system. These numbers include DNS numbers that are not to be called.
H3: Local Caller ID
The most important aspect of these automated phone systems is that they offer multiple virtual numbers to the business. This is due to the fact that normally people hesitate to attend unknown number calls. In the past, it was an issue that every business faced. And the phone system companies started to offer virtual phone numbers that consist of local caller IDs.
H3: Reports And Analytics
Reports and analytics are the main aspects of these applications. The dashboard of each and every automated calling system provides minute details for incoming and outgoing calls. Furthermore, there are also details for the calls and messages delivered to the prospects and what are their feedback about the product or services.
H3: Transferring Calls To Agents & Teams
Here is yet another feature that allows the business to enjoy an increase in overall performance. This way the prospective clients are more inclined towards the humans to talk and address their issues.
H3: CRM Integration
Automated calling software comes with a built-in feature of being integrated with Customer Relationship Management (CRM) systems. With this feature, the data synchronization of the business remains constant and increases the productivity of the company.
H2: Benefits of Automated Call Systems: Optimize Your Communication Channels
We tried our best to bring down all the benefits that are attached to an automated system. Here are some of them.
· Spam Calls
· Call Flow Management
· Call Queue Wait
· Scalability
· Cost Efficiency
· Advanced Features
· Database Integration
· Time Zone Awareness
· Automatic Synchronization
· Ease Of Use
H3: Spam Calls
These auto attendant systems come with a built-in spam calls filter. Every business has to face them during their business hours. They are hectic to answer and time-consuming; along with that, your resources get drained with them.
Furthermore, some systems are equipped with filters that can eliminate telemarketing calls before they start ringing. Thus letting your management run the business operations smoothly.
H3: Call Flow Management
Call flow management system is another splendid feature of these systems. They allow direct calls from prospects to the concerned department or the person who is looking after those affairs. Meanwhile, these systems eliminate the human efforts in between.
H3: Call Queue Wait
Call queue wait is a perfect option to reduce customer dissatisfaction in terms of holding the call so that the representative is free from their current calls. The system automatically directs the call to the person who is not having any calls, letting the customer enjoy a minimal time waiting for their query to get settled by the representative.
H3: Scalability
Scalability is another feature that allows businesses to adopt VoIP phone systems. A perfect match for small or medium-sized businesses to scale as per their needs and requirements.
H3: Cost Efficiency
This is one of the most anticipated features of the VoIP phone systems. They are highly competitive and come with a minimum budget. The businesses can easily manage them according to within their budget requiremetns.
H3: Advanced Features
VoIP and UC systems come with some of the most advanced features. Now you get voice-to-email, call forwarding, call conferencing, and auto attendant in the package.
H3: Database Integration
These systems offer highly flexible integration tools that can be integrated with any of the databases.
H3: Time Zone Awareness
These systems offer a time zone awareness feature. Now, your outbound calls start and end according to the time zone that you have selected in the dashboard automatically.
H3: Automatic Synchronization
These systems offer a seamless solution for businesses by merging their existing contact lists into the system. This operation is done without manual or human intervention.
H3: Ease of Use
The ease of use feature of these phone systems makes them a perfect match for every business. The auto attendant phone system should be simple to understand and easy to operate. In this way, it will take less time for the management staff to understand and operate it.
H2: Top 6 Small Business Phone Systems: Choosing The Best Solution
Answering calls and directing the calls to the respective person with the help of an auto-attendant phone system is a basic necessity for customer support. And for this reason we bring you the top 6 business phone systems that allow you to choose from.
· RingCentral MVP Automated Phone System
· Vonage Automated Phone System
· Dialpad Automated Phone System
· Nextiva Automated Phone System
· Grasshopper Automated Phone System
· Ooma Office Automated Phone System
H3: RingCentral MVP Automated Phone System
RingCentral is a cloud-based communications company which offers VoIP phone services. It offers a lot of features, such as Caller ID control, call screening, text messages, video conferencing, call logs, and missed call notifications. In addition, RingCentral’s business plan offers a 15-day trial. Moreover, RingCentral is currently serving in more than 100 countries. In addition, it allows its users to call free of cost in the U.S. & Canada.
H4: Features
· VoIP Phone
· Toll-Free Number
· Customer Support
· Unlimited Calls
· Voicemail-To-Text
· Team Messaging
· Mobile Apps
H4: Pricing
The basic package from RingCentral MVP Automated Phone System starts from $30 per user per month. The advanced package starts from $35 per user per month. And the ultra package starts from $45 per user per month.
H3: Vonage Automated Phone System
Vonage is a phone system provider which specializes in small businesses. This phone system company offers local and long-distance calls. Further, the company offers a desktop app and a mobile app for users. The features that come with Vonage are multi-level auto attendant, call recording, and voicemail transcription.
H4: Features
· iOS & Android Mobile App
· Desktop App
· Unlimited Calls And SMS
· Unlimited Team Messaging
· 20+ Third-Party Integrations
H4: Pricing
The basic package from Vonage Automated Phone System starts from $19.99 per user per month. The premium package starts from $29.99, and the advanced package starts from $39.99.
H3: Dialpad Automated Phone System
Dialpad is the perfect combination of features and pricing. It offers a user-friendly auto attendant feature. Users are allowed to make and receive calls from any location. The customer support for the system offers a seamless solution. It can support a 1,000-person video meeting. In addition, the features include call forwarding, call transfer, call hold, voicemail greeting, real-time conference calls and video meetings.
H4: Features
· Set up a business phone number
· Host up to 1,000 people in video meetings
· Quick to configure and deploy
· Unlimited calls, messages, and meetings
· Available on smartphones, desktops, and tablets via the app
· Scalable
· 14-day free trial
H4: Pricing
The pricing plan for Dialpad Automated Phone System offers a single package that starts at $15 per user per month.
H3: Nextiva Automated Phone System
Nextiva is a UCaaS service provider for small businesses. It offers a single platform for video messaging, group chat rooms and unlimited internet faxing and phone calls. Further, it offers free calls to the U.S. and Canada. The users of the company can utilize their local and toll-free numbers. This company offers 1,500 toll-free numbers per month to businesses.
H4: Features
· Basic call management features
· Team messaging
· Toll-free phone number support
· 24/7 customer support
· Integrations with Outlook and Google Contacts
· Mobile and desktop app
H4: Pricing
The pricing plans for Nextiva Automated Phone System include an essential plan, which statrs from $18.95 per user per month. Then comes the professional plan, which starts from $22.95 per user per month and in the end, they have an enterprise plan, which starts from $32.95 per user per month. In the end, they offer an ultimate plan which starts from $57.95 per user per month.
H3: Grasshopper Automated Phone System
Grasshopper offers easy-to-use business solutions to small business owners. It offers the faciltiy of auto attendant phone system which is integrated with its phone line. The features being offered to clients include SMS, caller IDs, extensions, destination numbers and IVR. The users are allowed to send and receive calls from any location. In addition, the company is not capable of providing advanced features that include video conferencing.
H4: Features
· A mobile app
· Virtual receptionist
· Local or toll-free numbers
· Easy to set up and use
· Affordable pricing plans
· Text messaging and voicemail transcription
· Call forwarding and transfer
H4: Pricing
The price for the Grasshopper Automated Phone System Solo package starts from $26 per user per month, the partner package starts from $44 per user per month, and the Small Business package starts from $80 per user per month.
H3: Ooma Office Automated Phone System
Ooma is a perfect choice for small businesses. It offers auto attendant to users who are opting for their Office Base package. They also offer free calls in the U.S. and Canada. For their customers, they have their mobile apps for both iOS and Android users. They offer offers a 30-day money-back guarantee.
The features of this VoIP phone service include voicemail to email, video conferencing, screen sharing, SMS, voicemail transcription, call recording, messaging, multi-device ringing, virtual fax, unlimited domestic phone calls, advanced call routing, call recording, voicemail transcription, and call filtering.
H4: Features
· Virtual receptionist
· Local Caller IDs
· Local Extension
· Call park
· Call transfer and forwarding
· One conference bridge per user
· One virtual fax per user
H4: Pricing
The basic package from Ooma Office Automated Phone System is called Office Base which starts from $19.95 per user per month. And the advanced package is named Office Pro which starts from $24.95 per user per month.
H2: A Step-By-Step Guide: Unlock The Power Of Auto Attendant Phone System
Setting up these auto-attendant phone systems in your organization is quite simple and consists of a few steps. Follow these following steps and you are all set to go with your phone system.
H3: Step 1
The first thing that you need to consider is that your VoIP phone system offers an auto-attendant feature with it. There are a number of service providers that are not offering this feature with their VoIP phones. It would be best if you made sure that this feature comes with the package.
H3: Step 2
Once you have an automated phone system from your VoIP service provider, accessing your automated phone system is quite easy. All you have to do is check your online dashboard. Further, you will see the options of setting the time range for your auto attendant to be online.
In addition, to the mentioend above, you need to record the greetings message on your system so that your system starts its functions with a greeting message.
H3: Step 3
In the next step, you need to set up your IVR menu. Then, in the next step, you need to set up your call flow.
H3: Step 4
In the end, the first and foremost thing that every business must focus on in the beginning is to train their management staff to run the system. For this purpose, obtain training from the service providers so that your management staff gets familiar with the system and starts running the system smoothly and efficiently.
H2: FAQs
1. When did automated phone systems start?
The first automated phone system was invented in the year 1891 by Strowger Automatic Telephone Exchange.
2. How does automated calling software work?
Each automated phone system works seamlessly and conveniently. The users need to follow a set pattern of operations. They need to log on to the system. Login to their respective account, check and set the settings according to their needs, and that’s it. The complete system is ready and operational for daily usage.
3. What is automated voice service called?
The automated voice service is based on the Interactive voice response (IVR) technology.
4. What to avoid when using automated call systems?
There are a few don’ts when using an automated voice call system. The users or callers need to avoid greetings or feature a complex menu for users to get confused. And all the above avoid funny voices and music that annoys customers and users.
5. What is an automated phone system?
An automation phone system is a system that monitors, controls, and provides performance reporting to businesses.
6. What happens if a prospect doesn’t answer a call?
The system will automatically shift the number into the re-dialing list if, for some reason, the recipient does not receive the call.
7. How much do automated call systems cost?
There are no definitive answers to this question. Every company that is offering the services of an automated call system offers other features and functions. They come in a package that varies from company to company. Normally, the estimated cost for such kind of phone system ranges from $20 – $60 per user per month.
8. How can I track if my campaigns are successful?
Tracking your campaign outcomes is quite easy with these automated systems. Each and every system comes with a dashboard that is equipped with detailed reporting about each and every campaign you are currently running. Further, these systems report the number of calls made and received from the prospects. Thus improving the overall performance of the company.
9. Why do companies use automated phone systems?
Companies prefer to opt an automated phone systems because these systems allow them to handle large volumes of incoming and outgoing calls. This not only adds more value to the efficiency of the company but also provides a cost-efficient communication system to handle inquiries.
10. Why do I need an auto-attendant phone system?
The need for an auto-attendant phone system is to answer and receive calls and send pre-recorded messages. And route the calls to the relevant department.
11. What are the 4 types of automation systems?
The names of the four automation systems are
· Fixed
· Programmable
· Flexible
· Integrated
12. What are some key features to look for in an auto attendant phone system?
The main feature of these phone systems is that they allow automatic inbound call services. You have the option to hold the call and transfer a pre-recorded message to the recipient, and in the end, they allow users to send tailor-made messages to your desired group of clients. Above all, you can choose the time on these systems to send or transmit your message.
13. Can I send messages to just part of my group?
Sending any message to a group of recipients is possible in automated phone systems. All you have to do is create a list of the recipients, and the system will automatically send those messages to the senders. Further, this system allows the users to do anything that they require from the system.
14. What number is displayed in the Caller ID when using Voiptime Cloud?
The number to be displayed on the caller ID is the number that is provided to every business. These are the virtual phone numbers designed to be displayed as the caller IDs. They can be local numbers or even universal access numbers.
H2: Our Verdict
We are living in an era where the phone system is getting ready to serve the needs of tomorrow. The phone system has played a pivotal role in determining the shape of communication. And with these phone systems, we have been able to enhance our business to newer heights.
Automated phone systems are among the few advancements that are prevailing in the market for us to grab. These phone systems offer cost-effective, secure, and scaleable business opportunities for us. Further, the advanced features with which they are equipped significantly enhance the operations of your business.
Moreover, the emerging AI or Artificial Intelligence is a promising future technology that is in its initial stages. With this technology, the human input will come up to the minimum level, thus letting the business grow and expand more exponentioally.
