Automation Archives - Specialty Answering Service Specialty Answering Service Wed, 08 Apr 2020 18:54:01 +0000 en-US hourly 1 https://wordpress.org/?v=6.8.2 https://www.specialtyansweringservice.net/wp-content/uploads/cropped-favicon-1-32x32.png Automation Archives - Specialty Answering Service 32 32 5 Reasons Why Your Answering Service Line Needs An Auto Attendant https://www.specialtyansweringservice.net/5-reasons-why-your-answering-service-line-needs-an-auto-attendant/ Wed, 20 Feb 2019 12:45:44 +0000 http://www.specialtyansweringservice.net/?p=10664 If you’re using an answering service, it can be challenging to make sure each caller gets as personalized an experience as when they reach your own office. One of the ways answering

The post 5 Reasons Why Your Answering Service Line Needs An Auto Attendant appeared first on Specialty Answering Service.

]]>
If you’re using an answering service, it can be challenging to make sure each caller gets as personalized an experience as when they reach your own office. One of the ways answering services can help maintain continuity is through an upfront, customized recorded greeting. Customized greetings, or auto attendants, can help bridge the gap between a business and their answering service, and can make for a seamless transition from one to the other. Here are 5 reasons why we think custom recorded greetings rock.

#1. They give stellar first impressions.

Unless it’s Groundhogs Day, you only get one chance to make a first impression. Having a customized recorded greeting on your business line will help give callers lasting first impression that you’ve been missing by outsourcing.

Fact: Virtual receptionists answer for hundreds of different businesses each day. When operators answer calls live, it can be hard for them to get your company name 100% correct every single time. While answering the phone for Smith Plumbing may be easy and effortless, they may stumble when answering the phone for Sheila’s Sea Shells. Instead of having the operators say your company name, a custom recorded greeting would completely eliminate the chance of error. The automated greeting announces the company name, and the live operator greeting is kept to a generic ‘Thanks for calling. How can I help you?’

#2. Racking up those minutes? A custom greeting can help!

Unless you’re taking advantage of a free trial, answering services are going to charge a fee to answer your calls. Some bill by the call, some bill by the minute, some bill by the agent – but all do eventually bill for something. If your answering service bills by the minute, you can waste a lot of time and money in just your live greeting alone. Here are some ways a custom recorded greeting can help keep extra cash in your pocket:

  • While answering services will charge you for the time the operator is on the phone, most services won’t charge you extra to add a custom recorded greeting on your line.
  • Having a custom recording that clearly states your company name can help deter wrong number calls, which you could otherwise be charged for.
  • Auto attendant features like IVR can help cut down on the amount of automated phone calls getting through to an operator. Since robots can’t press 1 to be connected, they won’t eat up your bill. Eureka! A solution to a super annoying problem.

#3. They can provide service information.

As long as you provide your answering service with basic FAQs like where you’re located, your business hours, your website, etc, your virtual receptionists can easily help answer callers’ questions. However, an upfront greeting can also do this, which could help cut down on operator time. For example:

  • Greetings are a great tool for providing information that your callers NEED to know.
  • Using your service solely after hours? Use the greeting to state your business hours.
  • Temporarily located somewhere else? Let the recording tell all your callers!
  • Do you have a common question that eats up your minutes? Your greeting can give callers the answer before even getting to an operator.

#4. They can relay different messages.

Sometimes, life happens. You may have to turn on your answering service at a time you wouldn’t normally, and your callers may be surprised to get someone other than Rachel at the front desk. However, you can use a feature like a customized greeting to your advantage in situations just like this. For example, you can have your greeting updated to say something like: “The office is closed due to inclement weather” or “The office is currently experiencing an outage. Please hold for an operator.”

Being able to have your greeting customized and updated whenever you need it can help avoid confusion for the callers and awkward conversations with the operator. Many times callers will know they’ve reached an answering service and ask the operator why the office isn’t answering. Having a statement in your upfront recording can help answer these questions.

Pro tip: Some answering services may even be able to add different custom greetings to your line depending on the day or time. For example, you may want one greeting played during business hours, and another played for after hours. 

#5. They can show your company’s personality

Every business is different, and your personalized greeting can help set you apart from the competition. Let’s say a potential customer calls two restoration companies. The first offers a bland, generic greeting, which is fine, but boring. The second includes a quirky, bubbly introduction that grasps the caller’s attention right from the beginning. From this interaction alone, the caller decides to go with business #2 simply because their greeting made them smile. Other examples include:

  • Use the upfront recording to reflect how your company is run. Are you a fun start up tech company? Are you a suit and tie business? You can easily show your style through your custom greeting alone.
  • Does your company have a motto or slogan that is well known to consumers? Put it in your custom greeting!
  • Many people may want their operators to open the call with “It’s a great day at ___”, but it doesn’t always come off as natural as it would from someone in your own office. You won’t have this problem with a recorded greeting since it is said with the same tone and enthusiasm every time.

Download 15 Professional Business Voicemail Greetings

While custom greetings are great, we created some generic short voicemail greetings in .MP3 and .WAV format you can download to use in your own business voicemail system.

Greeting: Thank you for calling. We will be with you in just a moment.

Greeting: For quality assurance, this call may be recorded.

Greeting: Thank you for calling, for English Press 1. Para Espanol, oprima dos.

Greeting: Thank you for calling. Please hold for the next available agent.

Greeting: Thank you for calling. Due to the high volume of calls, wait times may vary. You can also check online for updates. Please hold and we’ll be with you in just a moment.

Greeting: Thank you for calling. Press 1 for Sales. Press 2 for Services or Press 0 to be connected to an operator.

Greeting: Thank you for calling. Your call is very important to us. Please stay on the line and an operator will be with you momentarily.

Greeting: Thank you for calling. All of our agents are currently assisting other callers. Please remain on the line to speak with the next available agent.

Greeting: Thank you for calling. Please press 1 to speak to a representative.

Greeting: Thank you for calling. Due to the power outage, response times are delayed. Please hold and the next available representative will be with you shortly.

Greeting: Thank you for calling. If you are calling to schedule an appointment, please press 1. For all other calls, please call back during regular business hours.

Greeting: Due to the extreme weather, we are experiencing a high number of calls. Please hold and an operator will be with you in a moment.

Greeting: Thank you for calling. Please remain on the line to speak to one of our team members.

Greeting: Thank you for calling. We’ll be with you in just a moment. For quality assurance this call may be recorded.

Greeting: You have reached the after hours emergency line. If you are experiencing a true medical emergency, please hang up and dial 911 or go to your nearest emergency room. For all other calls, please stay on the line and someone will be with you momentarily.

The post 5 Reasons Why Your Answering Service Line Needs An Auto Attendant appeared first on Specialty Answering Service.

]]>
5 Reasons Why Fully Automated Customer Service Is A Rotten Idea https://www.specialtyansweringservice.net/5-reasons-why-fully-automated-customer-service-is-a-rotten-idea/ Fri, 07 Dec 2018 13:22:10 +0000 http://www.specialtyansweringservice.net/?p=9677 Over the last decade, technology has evolved at an alarming rate. From face recognition in our smart phones to cars that drive themselves, it’s amazing how much technology is a part of

The post 5 Reasons Why Fully Automated Customer Service Is A Rotten Idea appeared first on Specialty Answering Service.

]]>
Over the last decade, technology has evolved at an alarming rate. From face recognition in our smart phones to cars that drive themselves, it’s amazing how much technology is a part of our everyday lives. While I think we can all agree that robots are awesome, businesses should not be so quick to use robots to replace live people – at least for their customer service. Unless you don’t care about your customers at all, we’ve listed 5 reasons why you should not be replacing your human staff for fully automated customer support.

#1. Users want immediate answers.

Auto-attendants are great at routing calls to the right agent, but they can’t do customer service well. As technology continues to evolve, consumers are becoming more and more accustomed to getting information with just a few clicks or a ‘Hey Alexa’ shout out. Like Veruca Salt, your customers want answers now. The longer your auto-attendant process is and the more options your callers have to press through to reach the end of the maze, the more likely they are to hang up. As an answering service business, we actually dig IVRs, but not as a single solution. We recommend using IVRs as part of a larger whole. If you’re going to use an auto-attendant, consider these tips:

  • Make the greeting short and sweet so that your callers can get through to a live voice as quickly as possible. Limit your options in any menu to no more than 4 options, and ideally 2 or 3.
  • If they’re calling for simple questions like your business hours and address, have an IVR option be a recording that will relay all of that information instead of having your callers sit through the menu options each time they call.
  • Always have a press 0 auto-attendant option route to your answering service to answer simple questions via your FAQs so your callers can get the information they need from a real person. If your callers are asking questions the operators are not able to answer, they can at least take messages or transfer the call, whereas your auto-attendant would simply hang up. Rude!
  • Have a live voice record your auto-attendant messages instead of a computer. The live voice gives your company a personal touch and will be easier for your callers to understand.

#2. Nothing compares to a live voice.

Sometimes auto-attendants are necessary, like when you want your callers to choose 1 to speak with an English representative or 2 to speak with a Spanish representative. However, nothing compares to speaking to an actual human being that can hear their concerns, understand what they are asking for, and ultimately come up with a resolution.

Even if you’re using an answering service and the agent isn’t able to immediately help the caller, they can still take a message and assure them their call will be returned in a timely fashion. This approach is a lot better than having your customers leave a voicemail, as they won’t be certain when or even if their call will be returned.

#3. Auto-attendants aren’t always right.

Technology is only as smart as it’s creator. If your business or answering service is using an auto-attendant, you’ll want to make sure it’s always relaying the most up to date information. For example, if you have an extension list for callers to choose who they want to speak with, make sure it has the most current employees. Sometimes callers will find that the staff member they wish to speak with no longer works there, but their name still appears as an option. Or, worse yet, if a new hire isn’t included in the dial by name directory.

In addition, businesses often times move locations or add temporary holiday messages but then forget to update their automated greetings. While small, all of these hiccups can give your business a bad look as customers may think you’re not on your game. I love Christmas as much as the next person, but having a business wish me a Merry Christmas in March just isn’t cool.

#4. Your customers don’t feel heard.

While IVR services (interactive voice response) can mean pressing different options on the keypad to get to a specific department or person, the true meaning of IVR means the caller is speaking into the phone to the machine to be directed accordingly. Often times you’ll see this option with telecommunication companies like Comcast or Verizon. While it seems like a more technologically advanced solution, it can be quite annoying if the caller has to keep repeating themselves because the attendant can’t figure what they’re saying, or if the callers’ option isn’t pre-programmed and the IVR is left confused.

When the caller does finally get through to a live agent, IVR hell has them worked up which makes for an unpleasant experience for the support rep on the other line. While CSRs are supposed to remain calm and collected no matter what the situation, no body likes to be yelled at, especially if it can be avoided with live operator love.

#5. Callers want options.

Relatively speaking, many people enjoy helping themselves and may actually prefer using an auto-attendant over having to speak to a real person. However, there are just as many people who still like the personal touch of talking to another human when they need help. You should give your callers the option to choose how they want to be assisted instead of just giving them one option over the other.

It’s helpful if your auto-attendant offers callers a choice on how they’d like to continue. For example, if they’d like to continue with the self service route, they can press 1 to be taken to the directory of options. If they would like to speak to a live person, press 2 or say ‘Operator’. It’s also a good idea to make it known that if they choose the self-service option and change their mind, they can press 0 at any time to either be taken back to the main menu, or be transferred directly to a customer service agent. While auto-attendants are helpful, they should not be the primary means of support for your customers. Ultimately, auto-attendants are the most effective when they are working in tandem with real agents.

The post 5 Reasons Why Fully Automated Customer Service Is A Rotten Idea appeared first on Specialty Answering Service.

]]>
Infographic: Interactive Voice Response – A Call Center’s Best Friend https://www.specialtyansweringservice.net/learn-ivr-systems-technology-infographic/ Wed, 30 Aug 2017 12:30:30 +0000 https://www.specialtyansweringservice.net/?p=8183 When you call your TV service to find out why cable is on the fritz and hear, “For Service, say ‘Service,’ or press 1,” that’s Interactive Voice Response or IVR for short.

The post Infographic: Interactive Voice Response – A Call Center’s Best Friend appeared first on Specialty Answering Service.

]]>
When you call your TV service to find out why cable is on the fritz and hear, “For Service, say ‘Service,’ or press 1,” that’s Interactive Voice Response or IVR for short. Basically, IVR allows a combination of voice and keypad responses to get callers where they want to go. IVR makes it super easy for call centers to filter calls and route them to the appropriate person or department. It can also do a lot on its own so that the caller doesn’t always need to be transferred (think account balances, paying bills, etc.). But outside of the call center environment, it isn’t necessarily well-liked.

Despite the ubiquitous nature of IVR, much like a technological pariah, IVR is shunned by many consumers. But IVR is not going away anytime soon. The goal is to develop IVR in such a way that makes it a plus instead of a minus. Here’s a great infographic giving you a glimpse into the history and evolution of Interactive Voice Response!

Learn IVR Systems and Technology Infographic

Read our extended resource to learn more about how IVR works and how it’s used by call centers.

If you’re writing about IVR systems on your own website, please copy the code below to use this infographic:

[html]
<img title=”Learn IVR Systems and Technology Infographic” alt=”Learn IVR Systems and Technology Infographic” src=”https://www.specialtyansweringservice.net/wp-content/uploads/ivr-systems-technology-infographic.jpg” width=”1024″ height=”6836″ />
<pre><em>Image originally posted on <a href=”https://www.specialtyansweringservice.net/learn-ivr-systems-technology-infographic/”>The SAS Blog</a></em>
[/html]

The post Infographic: Interactive Voice Response – A Call Center’s Best Friend appeared first on Specialty Answering Service.

]]>
Infographic: Agent assisted automation. https://www.specialtyansweringservice.net/agent-assisted-automation-infographic/ Wed, 19 Oct 2016 12:25:32 +0000 https://www.specialtyansweringservice.net/?p=8142 The job of a virtual assistant is never easy. Imagine dealing with hundreds of calls a day, often for similar issues, and having to repeat yourself over and over. It would be

The post Infographic: Agent assisted automation. appeared first on Specialty Answering Service.

]]>
The job of a virtual assistant is never easy. Imagine dealing with hundreds of calls a day, often for similar issues, and having to repeat yourself over and over. It would be maddening. That’s where Agent Assisted Automation comes in – using pre-recorded audio, desktop integrations and tools to make an operator’s life easier. The infographic below will give you the scoop!

Agent Assisted Automation Infographic

Technology is great – but no matter how advanced, an answering service is only as good as the people manning the phones. Agent Assisted Automation gives agents every opportunity for successful call handling by putting all of the necessary resources at their fingertips. Transactions are smoother, agents have less to stress about, and callers are happier – which means a healthier bottom line for your business!

If you run your own call center, love call centers, or are just a telecommunications nerd and are interested in learning more than what our infographic can offer, please check out our extended resource on agent assisted automation.

Copy the code below to use this infographic on your own website:

[html]
<img title=”Agent Assisted Automation Infographic” alt=”Agent Assisted Automation Infographic” src=”https://www.specialtyansweringservice.net/wp-content/uploads/agent_assisted_automation_infographic.png” width=”1023″ height=”6842″ />
<pre><em>Image originally posted on <a href=”https://www.specialtyansweringservice.net/agent-assisted-automation-infographic/”>The SAS Blog</a></em>
[/html]

The post Infographic: Agent assisted automation. appeared first on Specialty Answering Service.

]]>
Infographic: Learn about IVR and compare the best providers. https://www.specialtyansweringservice.net/infographic-learn-about-ivr-compare-top-providers/ Thu, 12 Feb 2015 18:54:50 +0000 https://www.specialtyansweringservice.net/?p=6609 Love the simplicity of calling your bank whenever you want and getting your account information from an automated teller rather than having to wait for assistance from a live operator? The ease

The post Infographic: Learn about IVR and compare the best providers. appeared first on Specialty Answering Service.

]]>
Love the simplicity of calling your bank whenever you want and getting your account information from an automated teller rather than having to wait for assistance from a live operator? The ease of automation is brought to you by Interactive Voice Response, or IVR, which allows computers to interact with the human voice.

IVR has a slew of benefits for callers as well as the call center, such as reduced hold times and the ability for customers to manage their own transactions 24 hours a day. In addition, it can reduce the number of live operators necessary at any given time, leading to a decrease in an answering services overall operating expenses.

If you are considering investing in an IVR system for your own small business, we’ve done a side-by-side comparison in this infographic. Our pros and cons guide can get you started. For extended information, please see our full comparison of IVR providers in our telecommunications library.

IVR Providers Infographic

[html]
<img title=”Compare The Best IVR Providers Infographic” alt=”Compare The Best IVR Providers Infographic” src=”https://www.specialtyansweringservice.net/wp-content/uploads/infographic-learn-about-ivr-compare-top-providers/ivr-providers-infographic.jpg” width=”710″ />
<pre><em>Image originally posted on <a href=”https://www.specialtyansweringservice.net/infographic-learn-about-ivr-compare-top-providers/”>The SAS Blog</a></em>
[/html]

The post Infographic: Learn about IVR and compare the best providers. appeared first on Specialty Answering Service.

]]>
10 benefits of using IVR systems. https://www.specialtyansweringservice.net/10-benefits-using-ivr-systems/ Tue, 13 Jan 2015 16:35:46 +0000 https://www.specialtyansweringservice.net/?p=7862 If you like robots, Interactive Voice Response (IVR) is the most affordable business receptionist. Take a look below at the top 10 ways IVR can strengthen your customer care and save you

The post 10 benefits of using IVR systems. appeared first on Specialty Answering Service.

]]>
If you like robots, Interactive Voice Response (IVR) is the most affordable business receptionist. Take a look below at the top 10 ways IVR can strengthen your customer care and save you money. If done right, implementing an IVR keeps everyone happy: robot people get robots, people people get live answering service love.

  1. It’s personalized. Just because your callers are hearing a recording and not a live operator, doesn’t mean it can’t be personal. Record any sort of personalized greeting you want, and include the appropriate prompts to transfer callers to the corresponding department.
  2. It’s error-free. If you have a receptionist answering your calls, there’s a good chance that in the hundreds of calls received daily, a couple of them will wind up in the wrong place. With an IVR auto attendant, the customer is responsible for where they are going.
  3. Not everyone wants to talk to a real person. Some customers would prefer to get the answers they need by interacting with a recording rather than speaking to a live person. Giving customers what they want keeps them happy!
  4. It increases productivity. Routing callers to the perfect department or staff member to address their issues means that less time is spent conferring with colleagues to find the right answer or transfer the caller around until they get what they need. The less time you spend trying to figure stuff out, the more people you can help.
  5. Calls are resolved on the first attempt. When a caller is routed to the best employee to service their needs, questions are often answered and problems are resolved on the first try. That equates to satisfied customers and a more efficient customer service department.
  6. It increases inbound call capacity. If your business uses IVR to direct callers, then more calls can be answered simultaneously. With traditional reception, there would be a flurry of please holds or funky hold music while customers awaited transfer. IVR allows for a higher call volume because customers transfer themselves!
  7. Some people want to talk to a real person. While some customers aren’t interested in talking, others insist on it. Using IVR places callers in queue until the specified agent or department is free. It also gives callers the option to have their call returned rather than wait on hold. This small convenience has a big impact.
  8. It can make your company look bigger than it is. IVR creates the illusion that your company is so huge, one receptionist couldn’t possibly manage your call volume. It contributes to a professional image, especially if you are working in a 3 person office!
  9. It cuts down on answering service talk time. If you are using frontend IVR with your answering service, then giving callers the opportunity to service their own needs or promptly transfer themselves to the right person reduces the cost of operator talk time.
  10. It’s affordable. IVR eliminates the need for additional reception staff, and its low cost means a higher ROI. That’s something every business owner will love!

Want to know more about pairing frontend IVR with SAS’ live receptionist services? Give our Sales team a call at 1-888-532-4794, or send us an email!

Want to know more about IVR? Check out our infographic on The Voder, the first electronic voice synthesizer. Without which, IVR wouldn’t be possible.

The post 10 benefits of using IVR systems. appeared first on Specialty Answering Service.

]]>
Infographic demystifying auto-dialer technology. https://www.specialtyansweringservice.net/infographic-demystifying-auto-dialer-technology/ Wed, 03 Dec 2014 16:19:35 +0000 https://www.specialtyansweringservice.net/?p=5263 You know how when election time rolls around, you get those pre-recorded calls from candidates with a message about a bunch of campaign promises that they almost never keep following being voted

The post Infographic demystifying auto-dialer technology. appeared first on Specialty Answering Service.

]]>
You know how when election time rolls around, you get those pre-recorded calls from candidates with a message about a bunch of campaign promises that they almost never keep following being voted in? Those calls are made by an invention called the Auto Dialer. An auto dialer can automatically make calls from programmed lists of phone numbers. This comes in especially handy for emergency notifications, appointment reminders, prescription refill reminders, telemarketing, reactivating dead leads, and more.

The Auto Dialer works in one of two ways. It can play pre-recorded messages that the recipient will hear upon pickup, or it can connect a live operator to the call once a respondent has answered. Sometimes, it’s even combined with IVR (Interactive Voice Response) for survey calls or more personalized interaction with the consumer.

Check out the infographic below for a quick overview (including information on installation requirements, types of autodialing, and a service provider assessment). If you want even more information on the technical side of the technology, check out our Auto Dialer research paper.

Infographic comparing autodialers

Copy the code below to use this infographic:

[html]
<img title=”Auto Dialer Technology Infographic” alt=”Auto Dialer Technology Infographic” src=”https://www.specialtyansweringservice.net/wp-content/uploads/infographic-demystifying-auto-dialer-technology/autodialer-comparison-infographic.jpg” width=”710″ />
<pre><em>Image originally posted on <a href=”https://www.specialtyansweringservice.net/infographic-demystifying-auto-dialer-technology”>The SAS Blog</a></em>
[/html]

The post Infographic demystifying auto-dialer technology. appeared first on Specialty Answering Service.

]]>
Infographic explaining speech synthesis technology. https://www.specialtyansweringservice.net/infographic-explaining-speech-synthesis-technology/ https://www.specialtyansweringservice.net/infographic-explaining-speech-synthesis-technology/?noamp=mobile#comments Wed, 24 Sep 2014 13:00:27 +0000 https://www.specialtyansweringservice.net/?p=5379 H.A.L. 9000 from 2001: A Space Odyssey. Lost in Space’s B-9, that sounded the warning, “Danger Will Robinson!” Number 5, the electrified robot from Short Circuit. What do these artificial life forms

The post Infographic explaining speech synthesis technology. appeared first on Specialty Answering Service.

]]>
H.A.L. 9000 from 2001: A Space Odyssey. Lost in Space’s B-9, that sounded the warning, “Danger Will Robinson!” Number 5, the electrified robot from Short Circuit. What do these artificial life forms have in common? Movies with cheesy writing and bad graphics? No. Two words: speech synthesis.

The first computer-based speech synthesis systems came about in the 1950s. Technology quickly advanced, and by the 1970s, handheld electronics with speech synthesis emerged, like Texas Instruments’ Speak & Spell, and arcade games such as Stratovox and Berzerk.

The key elements of speech synthesis systems are the degree of naturalness and intelligibility of the speech. There are two synthetic waveforms associated with creating these characteristics – concatenative synthesis and formant synthesis. Concatenative is arguably the most natural because it strings together pre-recorded sounds; however, computerized formant speech is clearly understandable even at a rapid fire pace.

Speech synthesis technology infographic

Speech synthesis is a integral part of IVR systems; those awesome automated answering systems call centers use to triage calls and promote self service. In a personal capacity, if you’ve ever used Siri, consider yourself experienced. Want to know more? Dig deeper into our speech synthesis paper here!

Copy the code below to use this infographic:

[html]
<img title=”Speech Synthesis Technology Infographic” alt=”Speech Synthesis Technology Infographic” src=”https://www.specialtyansweringservice.net/wp-content/uploads/infographic-explaining-speech-synthesis-technology/speech-synthesis-infographic.jpg” width=”710″ />
<pre><em>Image originally posted on <a href=”https://www.specialtyansweringservice.net/infographic-explaining-speech-synthesis-technology/”>The SAS Blog</a></em>
[/html]

The post Infographic explaining speech synthesis technology. appeared first on Specialty Answering Service.

]]>
https://www.specialtyansweringservice.net/infographic-explaining-speech-synthesis-technology/feed/ 67
8 reasons you need small business appointment scheduling software + 29 to try. https://www.specialtyansweringservice.net/8-reasons-small-business-appointment-scheduling-software-29-try/ Wed, 23 Apr 2014 15:45:37 +0000 https://www.specialtyansweringservice.net/?p=6242 I really don’t like to talk on the phone. It’s been that way since I’ve been a little kid. I used to get so anxious that I had to write down what

The post 8 reasons you need small business appointment scheduling software + 29 to try. appeared first on Specialty Answering Service.

]]>
I really don’t like to talk on the phone. It’s been that way since I’ve been a little kid. I used to get so anxious that I had to write down what I would say before I would order a pizza. If the pizza guy asked me any questions outside of my script, I would freeze up and start to sob into the phone. My therapist tells me I’m repressing some negative memories, but what does he know about summer camp anyway?

For people like me, scheduling software programs have been a Godsend. Nowadays, you can make a reservation for a restaurant, register for a yoga class and place an order from your computer. It doesn’t matter if it’s past business hours, it doesn’t matter if it’s on a weekend, and it doesn’t matter if you’re on a boat in the middle of the Bermuda Triangle. As long as you have an internet connection, you can sign up for anything!

Here are 8 reasons why your small business should consider using an online scheduling solution:

  1. It’s Easy & Easily Integrated: Online scheduling services are designed to be simple and convenient for both the company, the consumer, and the answering service company if you are outsourcing. These days, many people are conducting business via smartphones and laptops and outsourcing their calls so that they can maximize the number of hours in the day while they are on the road or involved in other projects. Web based appointments allow the user to navigate the appointment setting application whenever they have a moment to spare. In addition, if you are using a telephone answering service like SAS and receiving phone bookings 24/7, call center agents are able to navigate a simple UI to book on the customers behalf or be there if customers have some trouble or questions. Because most software is intuitive, having call center agents handle booking is cost effective.
  2. 24-Hour Availability: We’ve all been there. The day gets away from you and then you realize that you needed to make a dentist appointment, but it’s too late. The office is closed. With online scheduling, there is no such thing as too late. Whether it’s 1 o’clock in the afternoon or 3 o’clock in the morning, you can surf the web, book an appointment online, and check off another item on your to do list. The internet never sleeps.
  3. It Eliminates Frustration: Oftentimes when clients call to schedule appointments, they haven’t really checked their availability. So when the receptionist throws out a few available time slots, they just go with the first one that sounds reasonable. Then once they get that reminder call the day before, low and behold, there’s a conflict. Nothing is more frustrating for the consumer or the office staff than last minute cancellations, scheduling and rescheduling because of poor planning. With an online option, clients can take all the time in the world to review their availability, and then make the appointment that best suits their needs. Online scheduling unburdens your in-house team and makes life simpler for employees and consumers alike.
  4. It Saves Money: Utilizing web based appointment scheduling software is especially convenient if you are a one-man office or don’t have the funds to hire an assistant. Some scheduling services are free, while most have affordable plans that can fit any budget. Booking appointments online allows both you and your clients to have all of your ducks in a row. There’s less likelihood of missed appointments or spur of the moment cancellations and that means stronger sales and increased revenue.
  5. It Saves Time: Reminder calls are a pain. Your in-house team has better things to do than to waste time phoning everyone on the week’s agenda. The beauty of online applications is that text and email reminders can be automatically sent out to clients ahead of time, eliminating the need for your employees to do it themselves. This efficient scheduling management software aspect gives your staff more hours in the day to complete their work. It also gives you the freedom to focus on the clients in front of you without having to juggle answering phones while taking appointments, thereby increasing productivity across the board. It’s a win-win.
  6. It’s Reliable: It’s all too easy to misunderstand speech on a phone call, especially if that call is taking place on a mobile phone with a bad connection. It’s hard to distinguish F from S, B from D, C from Z, and so on. When clients have the advantage of scheduling their own appointments, they can spell their names and input their contact information accurately. It eliminates confusion regarding appointment dates and times, and eliminates the possibility of the receptionist typing Ham instead of Sam. For the hearing impaired, online tools are also a convenient and stress-free way to take care of business.
  7. It’s Technologically Efficient: Don’t you just love it when you can synchronize all of your devices so that they display the same information? That way, whether you pick up your smartphone or iPad, your calendar will know exactly where you need to be and when you need to be there. Using an online scheduling app such as Google Calendar means that the business owner and client will both have the same information, wherever and whenever they choose to access it.
  8. Great for Fast-Paced Industries: For seasonal businesses that see an uptick in appointments during specific months, busy professionals that are always on the go, such as real estate agents, and even medical offices that carry a high patient load on a daily basis, employing an online scheduler keeps things running smoothly. Giving consumers the power to set their own appointments on their on time is easier on them, and easier on you.

By now, you are wondering how you ever lived without online scheduling software. Before you go searching for one, here is a list of 29 to start with:

Totally 100% free.

There’s no such thing as free appointment scheduling software for small business. Actually there is. These two companies. Though ‘When to Help’ is only free for certain charities.

  1. Google Calendar: free shared calendar, email and SMS reminders
  2. When to Help: online volunteer scheduling; customizable; email and text alerts; free 30-day trial; service is free for certain charities, other plans range from $15 to $660 depending on the number of volunteers

Basic stuff for free.

These companies offer free business scheduling software with very limited features. The freeware model gives customers a good opportunity to try before they buy. If you want anything non-basic, which could be what you are looking for, you’ll need to pay.

  1. Acuity Scheduling: customizable, email and SMS reminders, online payment processing, recurring appointments, unlimited users, iPhone app; free basic plan, paid plans are $10 or $19 per month
  2. Click Book: multiple staff and locations, email and SMS reminders, PayPal integration, customizable, reporting, mobile self-service; free basic plan for 1 staff member, paid plans range from $19.95 to $84.95 per month
  3. Super SaaS: customizable, email and SMS reminders, online payment processing, calendar sync, website and Facebook integration, reporting feature; free version for up to 50 appointments per month, paid plans range from $8 to $46 per month
  4. Appointy: schedule appointments, accept pre-payments, send reminder alerts, update social networks, update personal calendars, create promotions, create discount coupons; free plan includes unlimited staff and bookings, personalization and SMS reminders; advanced plans include email and live chat, starting at $9.99 per month
  5. Full Slate: custom booking form, unlimited appointments, email and SMS reminders, payment processing, calendar sync; free trial, plans range from $29.95 to $79.95 per month
  6. Simply Book.me: start free; select from user-friendly templates; personalized landing page; SMS and email reminders; select from multiple interface languages; mobile booking app; option to pair with call center service
  7. Reservio: basic plan is free, including 40 bookings per month and 100 total clients; paid plans range from $9.95 to $39.95 and include unlimited clients, calendar sync, email reminders and premium support
  8. Check Appointments: free basic plan includes unlimited appointments and clients, automated email reminders and personal mini website; paid plans range from $19.95 to $59.95 including calendar sync, multiple users, SMS reminders, online payment processing

Everything for free for a limited time.

These companies offer powerful appointment scheduling software for small business. Everything you need…but only for a limited time!

  1. Book Fresh: multiple staff calendars, mobile self-service, email and SMS reminders, online payment processing, calendar sync; 30-day free trial, then $19.95 per month
  2. Gen Book: calendar sync, email and SMS confirmations, customer reporting, mobile app; 30-day free trial, paid plans are $20, $40 or $70 per month
  3. Simplify This: flexible calendar, reminders and alerts, mobile apps, online payment processing, client portal; 30-day free trial, plans for 2 to 10 personnel are $18, $29 or $39 per month
  4. Schedule Once: free 14 day trial, basic scheduling is free; paid plans range from $5 to $49 per month, including features such as advanced booking, reporting, reminders, multi-user and personalization
  5. Appointment Quest: features offered such as unlimited customers, advance scheduling, reminders, recurring appointments, personalization and credit card payments; plans range from $6.59 to $159.99
  6. Time Center: appointment scheduler and event registration, email and SMS reminders, personalized landing page; free 30-day trial on all accounts, plans range from $29 to $99 per month
  7. Appointment Plus: customer scheduling, payment processing, reporting, mini CRM, multiple calendars, email reminders, customizable; 15-day free trial, paid plans start at $44 per month
  8. EZ Net Scheduler: multiple offices and staff, customizable, client log-ins, comprehensive reporting, voice reminders; 15-day free trial, paid plans range from $17.95 to $69.95 per month
  9. Booking Bug: calendar sync, mobile apps, customizable, email and SMS reminders, process online payments; 14-day free trial, paid plans range from $19.95 to $350+ per month
  10. Schedulista: customizable public scheduling page, SMS reminders, online payment processing, calendar sync, reporting; 15-day free trial, paid plans are $19 or $39 per month
  11. Octomize: 30-day free trial; appointment scheduler embedded into your current website; email and SMS reminders, post-appointment follow up, automatic thank yous, PayPal integration; pricing from $14.95 to $99.95+ per month
  12. Flash Appointments: easy scheduling, email confirmations and reminders, calendar sync, daily or weekly reporting, Facebook app; 30-day free trial, paid plans range from $10 to $125 per month
  13. Agendize: flexible configuration, mobile booking apps, customizable, email and SMS reminders, online payment processing; 30-day free trial, plans from $20 per month

No trial for you. Right to paid.

These companies offer a professional scheduling software with no freebies. You can see a demo, but you’ll need to pay to get them started.

  1. Day Clips: automated reminders, calendar sync, online payments, mobile apps, SEO service, multiple calendars; pricing not listed
  2. Skedge.me: scalable to any size industry; book via website, social media and mobile apps; customizable; automated reminders and confirmations; free demo available

For doctors, physicians, and medical offices.

The following companies offer medical appointment scheduling software. All are HIPAA compliant, perfect for medical patient scheduling, and a great companion to our medical answering.

  1. Jituzu: HIPAA compliant physician appointment scheduling for multiple users, appointment reminders, client portal, personalized landing page, iPhone app; free plan includes scheduling, secure messaging, billing and payments; appointment reminder, practice webpage and client portal plans range from $7.95 to $14.95 per month
  2. Eppointments: multiple locations/practitioners, email and SMS reminders, patients can input their personal and insurance information prior to appointment and book doctors appointments online; pricing not listed
  3. Snap Appointments: HIPAA compliant; secure scheduling for multiple users; from small business to enterprise level; personalized landing page; sync with mobile devices; advanced reporting; client file storage; free basic plan includes one calendar, unlimited appointments and basic support; professional and enterprise level plans start at $25 per month
  4. Doc Me In free online service with charges for SMS and phone reminders; unlimited patients, unlimited appointments, unlimited reminders, unlimited recalls, unlimited patients self-service

Because of the complexity of many of the above listed software, SAS may not be able to work with them outside of our virtual office assistant program. If you have any questions regarding our ability to handle your scheduling software in our shared operator pool, please contact us.

The post 8 reasons you need small business appointment scheduling software + 29 to try. appeared first on Specialty Answering Service.

]]>
Infographic explaining what is DTMF. https://www.specialtyansweringservice.net/infographic-what-is-dtmf/ Mon, 31 Mar 2014 15:51:18 +0000 https://www.specialtyansweringservice.net/?p=5360 Have you ever tried to guess someone’s phone number just by listening to the telephone keypad tones that the push buttons made? No matter how hard your little ears strained to hear

The post Infographic explaining what is DTMF. appeared first on Specialty Answering Service.

]]>
Have you ever tried to guess someone’s phone number just by listening to the telephone keypad tones that the push buttons made? No matter how hard your little ears strained to hear those pitches, you would never get the numbers right. You were actually trying to decode DTMF. Dual Tone Multi-Frequency (DTMF) signaling, the technology that makes such pretty music on your smartphone, cannot be discerned by the human ear! Each DTMF tone is actually a combination of sounds from two frequencies – one low, and one high – so it can’t be reproduced by the human voice, either (unless you’re a Tuvan throat singer–what??).

DTMF was introduced by AT&T in 1963, and subsequently became trademarked as Western Electric’s Touch Tone. In the 1970s, rotary models were eventually phased out by the touch-tone phone. So for anyone born let’s say after 1980, you’re probably too young to remember rotary dial.

Nowadays, DTMF technology is used in call centers and paired with interactive voice response (IVR) software to navigate in-call menus and gather sensitive data like credit card numbers and birthdates. It reduces the likelihood of errors, acts as an information security measure, and can even speed up call processing times. A whirlwind tour of this invention can be found in the infographic below! For more in-depth information, please explore our paper to learn what is DTMF technology.

Infographic about DTMF Tones

The post Infographic explaining what is DTMF. appeared first on Specialty Answering Service.

]]>