man answering phone call

What is Intelligent Voice Broadcasting?

Automated voice messaging and voice broadcasting have been buzzwords for a while now, but what is intelligent voice broadcasting? It’s a lot simpler than it may sound, so allow us to break it down for you. Intelligent voice broadcasting is a telephone broadcasting system that comes with intelligent features to personalize your messages and encourage interaction with call recipients.

If it’s still not entirely clear, we can break it down a bit further. Voice broadcasting allows you to send pre-recorded messages to hundreds or even thousands of people at once. When you add the intelligent aspect, you have access to more advanced features that make those pre-recorded messages far more personal, functional, and valuable for your business.

It’s similar to the difference between an old flip phone and your smartphone. You can make phone calls on both, but your smartphone will do a lot more. Basic voice broadcasting services will distribute messages to call lists quickly. Intelligent services can do so with interactive features, call forwarding, intuitive call branching, and other options.

Your pre-recorded messages become functional tools that you can use to reduce workload and stress in the office while improving customer experience and profitability. To see exactly what we mean by that, keep reading. We’re going to take an in-depth look at how intelligent voice broadcasting services work today.

What is Intelligent Voice Broadcasting?

What is intelligent voice broadcasting, and why is it becoming so popular for businesses of all sizes and in so many different industries? It comes down to an intersection between basic telephone systems and advanced technology.

Intelligent voice broadcasting is a telephone messaging system that allows you to distribute multiple voice messages simultaneously with or without interactive features. Pre-recorded messages are loaded into the system along with a call list, and then various interactive and functional features are utilized to create a unique call pattern. Those calls are launched by the user and sent out to every number on the call list at a specified date and time.

The process starts on a computer when you design the call. It finishes entirely through the computer. Imagine working productively in your office on other tasks while thousands of voice messages go out on your behalf at exactly 2 p.m. on Wednesday.

It can happen with intelligent voice broadcasting services. Let’s take a look at exactly how it happens.

How Does Intelligent Voice Broadcasting Work?

You need three things to make intelligent voice broadcasting work:

·         A message

·         A call list

·         A broadcasting service account

Once you have an idea of what message you need to send, it’s time to start selecting a reputable voice broadcasting service with advanced, intelligent features. We’ll discuss the features that you want to look for in a moment, but let’s walk through the process of sending a voice broadcast first. We’ll go one step at a time to simplify the process.

Step 1: Create Your Message. This is typically done by dialing into the service and speaking the message clearly. You can save your message or erase it and try again after listening to its playback. You should also have the option to upload a pre-recorded message or use text-to-speech to create the message in a different voice.

Step 2: Select Your Call List. You can have multiple call lists stored in your voice broadcast account. That allows you to target each message to a smaller group with great precision.

Step 3: Design Your Call. Intelligent voice broadcasting services allow you to do more than drop a pre-recorded message. You can send telephone polls and surveys, redirect call recipients to a live customer service agent, or confirm upcoming appointments. These features are activated within your dashboard to design a call that fits your goals for the voice broadcast campaign.

Step 4: Send a Test Call. You don’t want to send a call to hundreds or thousands of people blindly. The best voice broadcast services will allow you to send a test call. This call allows you to hear your message and see how any redirect, interactive, or branching features will work.

Step 5: Schedule your Calls. Send messages immediately or schedule them for a specific date and time. You can even create a call series that will go out at designated frequencies.

Step 6: Analyze the Results: your voice broadcast system will allow you to send your calls to every number on your call list at the designated time. You can track the results through a web-based dashboard. Cloud-based systems give you access to tracking and message changes from any device with an internet connection.

Related: Top 5 Voicemail Drop Best Practices

Essential Voice Broadcast Features – What Makes It So Effective?

A couple of important questions have been answered at this point: What is intelligent voice broadcasting? How does it work? Now, it’s time to talk about the intelligent features that make voice broadcasting services so valuable for businesses in a wide variety of industries.

As with any advanced technology, your choice of service provider will impact your results. Limited features mean limited options when designing your phone broadcast. Low-quality equipment means reduced quality in message delivery. Glitches and security problems lead to inconsistency and frustration for customers.

So, what features should your chosen voice broadcast service offer? Here’s a quick rundown that will show you what to look for in a provider.

·         Intuitive Platform – It shouldn’t take days or even hours to learn how to send a message broadcast. Choose a system that just works.

·         Free Test Calls – Send out free messages to verify the quality and design of your message before it goes live to your call list.

·         Opt-Out Options –  Allows call recipients to opt-out of future messages to ensure those that do not wish to receive your messages are able to easily indicate they no longer wish to be contacted. 

·         Message Recording Options – Choose a service that offers multiple recording options, like recording directly through the platform, uploading a pre-recorded message, or utilizing text-to-speech.

·         Timing Options – Send messages immediately or at dates and times in the future.

·         Call Transfer – Call recipients can choose to connect to a live customer representative or a payment processing system. You can branch out in multiple directions, much like pushing a button to select what department you want to speak to when calling a store.

·         Multiple Call List Storage – One large call list is impressive, but it doesn’t allow you to target your messages with precision. The ability to maintain multiple lists is essential.

·         Interactive Voice Response – Create interactive messages that allow call recipients to hit buttons on their phone to participate in surveys, polls, appointment confirmations, and other call designs.

Related: 7 Essential Features of Voicemail Drop Software

You know what intelligent voice broadcasting is and what features it should include. Now, it’s time to talk about how you can apply these features to your business for internal or external communications and even marketing.

Improve Internal Communications with Intelligent Voice Broadcasting

Automated voice messaging allows you to keep everyone on the same page no matter how complex your company structure has become. Departments and teams can use the system to send messages to one another, and you can use it to send messages between departments or to the entire company. It’s also perfect for keeping virtual employees and contractors connected to key representatives of the company.

This list represents just some ways to improve internal communications with intelligent voice broadcasting services:

·         Weekly team reminders

·         Human resource reminders

·         Company announcements

·         Mandatory meeting reminders

·         Performance review appointment confirmations

·         Event announcements and confirmations

·         Overtime announcements

An automated broadcasting system can send these messages out quickly. You can even schedule some announcements and reminders to go out once a month or once a week. It’s faster than sending out emails, and more employees are likely to quickly hear a voice message than read a voicemail.

Intelligent Voice Broadcasting Works for External Communications, Too

While improving internal communication is essential to an efficient work environment, there are far more uses for voice broadcasting with external communications. You have so many reasons to reach out to people who aren’t on your payroll, and voice broadcasting allows you to do so without hiring a call center or asking team members to spend hours of their day dialing phone numbers.

The following lists will give you a glimpse of how outbound communications are improved with voice broadcasting services. You will find your own ways to utilize the technology to meet your specific business goals.

Voice Broadcasting for Marketing  

·         Sale notifications

·         New product announcements

·         Surveys and polls (market research)

·         Event updates and notifications

·         Thank you messages

·         Group invitations

Voice Broadcasting for Client Communications

·         Store closings

·         Appointment reminders

·         Appointment confirmations

·         Open appointment slots

·         Educational broadcasts

Get Started with Voice Broadcasting Today

What is intelligent voice broadcasting? Now you know. If you still have questions about how it might work for your business, VoiceShot can help you with the answers.

VoiceShot offers intelligent voice broadcasting that is easy to use and can be managed from any internet-connected device. We offer all the customization options you need to perfectly shape your message to your goals. Contact VoiceShot today to schedule a demo and see exactly how our voice broadcast service can work for you.