woman receiving an automated call

How to Make Automated Calls

If learning how to make automated calls has been on your to-do list for some time, you’re not alone. While many businesses have already jumped on board and are seeing amazing results, others aren’t sure that now is the time to launch a new initiative for their business. Still others may believe that non-verbal forms of communication like text, email messages, or chatbots are a more efficient use of their resources.

If you’re one of those still on the fence about automated telephone systems, rest assured that there’s room in your business for text, email, chatbots, and a voice broadcast service. It may seem like technology is speeding past audio communication, but that eliminates the personal touch that vocal interaction brings to the table.

Consumers are craving a human element in a technology-driven world. They want to feel connected, valued, and appreciated. There’s no better way to do that than through telephone communication.

But doesn’t it take time to learn automated call technology? Won’t we waste hours if not days just setting up our first phone campaign?

No! It’s faster and easier than you may think to set up and start sending automated calls. We’re going to walk you through the process so that you know exactly what to expect when using high-quality voice broadcasting software.

How to Make Automated Calls – The Step-by-Step Process

It’s time to learn how to make automated calls without wasting days of your time figuring it all out. The process may vary a little, depending on your choice of platform or software. You can still expect to walk through the same basic steps regardless of your service provider.

Step 1: Identify Your Objective

Every time you send an automated voice message, there’s something you want to accomplish. You may create multiple messages and save them on your broadcasting account, which allows you to send messages quickly in the future.

Some reasons you may send out an automated voice broadcast include:

·         Emergency notifications

·         Activate special teams

·         Announce new products

·         Announce flash sales or special promotions

·         Appointment reminders or confirmations

·         Bill or deadline reminders

·         Special event updates

·         Thank you or welcome messages

Every message has its own objective. That purpose will determine everything from your tone and choice of words to the numbers on your call list. The more specific you are with the objective, the better you can target the message to the right audience.

Step 2: Get the Message Right

You can create a script and read it word for word. Write down an outline or notes that will guide you through the message. Just start the message and wing it after deciding what you need to say. Pick one of these approaches and go for it. You can always go back and tear up the script or create a new one if needed.

If you aren’t sure how to start, write down the basics that you know must get into the message somehow:

·         Your name or company name

·         Contact information for response

·         Call to action

The call to action is similar to what you might write for website content or a blog post. What do you want the recipient of your voice message to do after listening? Tell them directly. This isn’t the time to get bashful or leave a vague message.

When you’re ready, record your voice message. You can start over as many times as needed to get the tone just right. The best voice broadcasting platforms allow you to create messages right over the phone. You can also use other programs and upload the message.

Related: How to Get the Most Out of Voice Broadcasting Software

Step 3: Upload Your Call List

It may help to break larger lists into smaller lists that allow you to send targeted messages to smaller groups and then upload the smaller lists. You can still send general messages to all phone numbers as well. Make sure you’re using an automated call system that allows you to dial cell phone and landline numbers.

Step 4: Design Your Voice Message Campaign

It’s time to select a voice message, choose your call list, and set up your automated calls. This may take a few minutes as you get accustomed to the available features, but after a few rounds, you’ll have a new call sequence set up in just minutes.

Some things you may want to set at this point include:

·         Date and time for calls to go out

·         Interactive features

·         Call forwarding

·         Call branching, based on recipient interaction

You may create a poll or survey—make sure you know the difference—that is based on interaction with call recipients. Another campaign may require the simple delivery of a critical message. Yet another may allow recipients to hit numbers on their phone to get directed to a live customer service representative, payment processing system, or IT help desk. The objective you set at the beginning of this process should guide you in selecting the best features at this point.

The best automated calling services will allow you to send out a free test call. That call will allow you to hear how the message will play and how the interactive features will work. You can tweak it until everything is perfect. You should also have access to US-based customer service representatives if you do have trouble getting it right.

Step 5: Finalize Your Voice Broadcast Campaign

Double-check all settings and release the message to your trusted automated calling service. The system will make sure your calls are placed immediately or at the scheduled time.

Step 6: Track Results and Update as Needed

Tracking is easy with most reputable automated calling platforms. You can log into your account to see the percentage of completed messages versus failed messages. Setting the system up to retry those failed messages is an option, but it’s more important to have bad numbers removed from your list so that you aren’t attempting to call over and over.

Call list maintenance is important, but your automated call software should make that fast and easy.

Related: Top 5 Voicemail Drop Best Practices

Essential Automated Call Software Features

You should have a better idea of how to make automated calls at this point. Before we leave you to start exploring automated calling technology, we want to discuss some of the features you will encounter on the leading platforms. This introduction will reduce the learning curve as you create your first automated voice broadcast.

Copper/PRI Lines

VoIP technology is gaining in popularity, but it’s not the best choice for automated telephone calling. Calls placed on copper phone lines are more reliable and of higher quality.

Free Call Design & Testing

You should pay only for the phone calls that are successfully delivered by your automated voice message service. The process of creating your message campaign and sending a test call should never hit your wallet.

Call Transfer

Call transfer allows you to end a pre-recorded message with an option that allows the recipient to connect with a live representative with the touch of a button. That makes it easy for call recipients to connect with you immediately. Once the call is disconnected, the chance of them reaching out for a conversation is reduced. 

Live & Email Opt-Out

Consumers should have an easy way to opt-out of receiving additional messages whether you’re using text, email, or voice communications.

Cloud-Based Control

You don’t want to download software to one computer because it limits you to using only that computer to manage your voice broadcasting campaigns. Cloud-based systems allow you to access your dashboard from any device that is connected to the internet. It also makes it easier for multiple people to access the voice broadcasting software.

Key Press Verification

This feature allows the system to verify that a call recipient hit the correct button. The system repeats the selection back to them, allowing them to verify it as correct or change their response. This increases the accuracy of interactive voice messages.

Interactive Options

Even if you want to just send simple messages at first, make sure you have the option to create interactive voice messages. Your needs will likely adapt and need to advance as you find new ways to implement automated phone messaging.

Conditional Call Branching

Would you like call recipients to choose how they interact with your messages? For example, you might design an interactive call that permits recipients to select 1 to confirm their appointment, or 2 to reach a customer service representative to change their appointment. There are many options when you allow calls to branch out in multiple directions.

Call Scheduling

Automated call broadcasts are more difficult to manage if you have to create them at the exact time you want them to go out. Make sure your system allows you to create now and schedule future releases.

Text to Speech

The human voice is what gives telephone marketing its personal appeal, but you may not always want to use your own voice. That’s where typing in the message and allowing the system to speak the words for you comes in handy.

How to Make Automated Calls Work for Your Business

Now that you know how to make automated calls, it’s time to discuss how to make this work for your company. It all starts by signing up for a reputable service that offers all of the features listed above plus more. The best option is VoiceShot.

VoiceShot has been perfecting the art of automated calls for over 20 years. We offer all the features and customizations you need to successfully implement any voice broadcasting initiative. From our clear communication using copper/PRI lines, to our numerous options for shaping your message, we’ll help your business move forward with voice broadcasting.

Sign up for VoiceShot today. Create a message, send yourself a test call, and see how the process works firsthand. Welcome to the magical world of automated phone calls to improve both the efficiency and profitability of your company.