An IVR (interactive voice response) system is very familiar to all of us and it is very helpful in most situations. This system is used by various companies in order to automate various responses and increase workflow while interacting with many customers. However, in some cases, IVR systems are not that efficient and they don’t work for various companies. Why is this happening?

Well, if you want your IVR system to work properly and be as efficient as possible, you need to know how to set it up correctly. The best thing of IVR systems is that they can be tailored according to your company’s needs but if you don’t know how to make the most of it, you can actually lose money. Read on and find out some interesting tips and tricks about this subject.

Keep it simple!

You definitely know that the patience of customers is limited. When you are designing your IVR system, make sure that you provide simple, crystal-clear instructions that can easily be understood by your clients. For example, you can offer just a few instructions at a time, automate responses for simple tasks and avoid offering answers which are too complicated. A great IVR system should sound like: “Press 1 for sales”, “Press 2 for Products”, etc. for the following menus, use a simple, friendly approach and your clients will love it! Your customers will be satisfied and so will you.

A clear and attractive voice is always appealing

The person who offers the instructions should have a very pleasant voice. In most cases, the voice of a woman is mostly preferred and you should take this very seriously. If the words are pronounced correctly, elegantly and without any effort, the client will like this and will be less likely to become bored or annoyed. On the other hand, if the person who offers the instructions sounds unpleasant or speaks too fast, the customers will eventually get frustrated and end the call.

Test your IVR system again and again

You will never get it right from the first attempt. However, if you tweak the IVR system and you modify it in order to be perfect, it will eventually be successful. Listen to it again and again, remove any unnecessary messages, introduce or eliminate menus and instructions and so on. Quite frankly, if you like it, odds are the customers will like it too; if you don’t like it, there is a very big chance that your clients will dislike it as well.

Setting up a great IVR system is not that difficult but you must pay attention to these simple aspects and small details. Think about keeping your clients satisfied, by doing so you will be viewed as a professional and your business will become much more profitable. Make sure that you speak with a professional company that offers such services and get more insight from them. They can help by providing you with an intelligent IVR software, instructions, tailored services and much more useful resources. Good luck!