Best IVR System Solutions For Small Businesses

Boost business growth by enhancing agent efficiency and managing high call volumes using IVR.

June 10, 2024

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10 mins

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Prerna Bhandari

Prerna Bhandari

Best IVR System Solutions For Small Businesses

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IVR (Interactive Voice Response): The Definition

IVR service is a technologically advanced automated telephony system used in contact centers, allowing companies to connect with a broader audience using pre-recorded messages. The customers interact with the interactive voice, which processes human language through natural language processing and speech recognition technology.

IVR streamlines business processes by allowing them to handle larger call volumes more efficiently, reducing customer response time and enhancing their experience and satisfaction.

IVR Service: How to Manage Call Center Technology

Avail SquadStack’s IVR Service: Start Your Own Contact Center

If your business aims to connect with fewer than 200 leads daily, SquadStack offers the ideal solution. Seamlessly set up your telecalling campaign with our plug-and-play system and avail the free trial of IVR!

In the free trial, you will get:

  • 100 lead credits
  • 15 days validity
  • 100 leads processed daily
  • 5 IVR attempts + 1 SMS + 1 Email per lead

With SquadStack’s IVR facility, collecting prompt feedback becomes easier.

  1. The call commences with a gratitude note.
  2. It presents a set of open-ended questions you provide.
  3. It guides the customer through selecting relevant options.
  4. The call concludes with a thank you message.

In our basic subscription plan, you will get:

  • 300 lead credits
  • 30 days validity
  • Upto100 leads processed daily
  • 3 Calls Attempts + 1 SMS + 1 Email per lead
  • Call recordings, more

The campaign can be easily set up within 48 hours. Here are the essential features you will get on our BASIC plan:

  • Calling Script

Our guided scripts empower telecallers with call context to ensure engaging interactions.

  • Analytics Dashboard

Gain comprehensive insights into your campaign performance, enabling informed decision-making.

  • Call Recordings

Review the performance of industry-experienced telecallers through call recordings.

  • Call Quality Audits

Analyze call quality across various parameters to enhance agent performance & productivity.

Benefits of IVR System: For Businesses and Customers

In today's fast-paced world, both businesses and customers value efficiency and convenience. Let's explore the benefits of IVR systems and understand how they empower businesses to improve operations and customer satisfaction while simultaneously offering a user-friendly and time-saving experience for their clientele.

Benefits of IVR for Businesses 

Benefits of IVR for Customers

  • 24/7 Availability
  • Surveys & Feedback
  • Handling High Volumes
  • Reduced Wait Time
  • Multi-language Support
  • Enhanced Interactions
  • 24/7 Availability
  • Quick Problem Resolution
  • Personalized Live Support
  • Streamlined Navigation
  • Multi-language Assistance
  • Quick assistance and resolution
Benefits of IVR (Interactive Voice Response) Service
Image: Benefits of IVR (Interactive Voice Response)

Single-Level IVR vs Multi-Level IVR

There are two main options for an IVR system: single-level IVR and multi-level IVR. Let's explore the key differences to help you choose the best fit for your business.

Single-Level IVR

Multi-Level IVR

It is a one-time solution where the caller has to choose between two options. Here, the caller interacts with one layer of options to select the service they want.

After the single-level IVR, customers are given another set of options to choose from. The customer goes deeper into the possibilities based on their initial selection.

Types of IVR Service Systems Used in Contact Centers

Contact centers handle a high volume of calls with varying purposes. To ensure efficient call routing and a smooth customer experience, Interactive Voice Response (IVR) systems play a vital role. Here are the different types of IVR service systems used in contact centers.

Inbound IVR system

Outbound IVR system

Self-Service IVR

Visual IVR

Inbound IVR handles all incoming calls from customers seeking assistance from the business. It seamlessly connects with the caller, gathers necessary information, offers self-service options, and effectively routes calls to the agents. These calls are aimed at resolving queries, and providing customer support, thereby significantly boosting customer satisfaction.

Businesses leverage outbound IVR systems to connect with customers proactively through automated campaigns. Utilizing multi-channel integrations and dialers, they conduct targeted sales and marketing efforts, driving revenue and brand awareness. It offers scalability and is instrumental in delivering payment reminders, scheduling appointments, promoting campaigns, and more.

This innovative service streamlines the caller's experience by eliminating the need for human interaction. It empowers callers with a menu of options, simplifying their journey. A friendly recorded voice guides users through each step seamlessly, ensuring they can navigate the system without requiring agent assistance.

Visual IVR provides an intuitive interface for navigating IVR menus directly on the screen. This modern approach enhances the user experience by offering a visually engaging smartphone interface while maintaining guided support from the IVR voice. Such user-friendly interactions streamline customer engagement and contribute to higher NPS.

Steps for IVR Service Process

Receiving Inbound Calls

When callers connect via inbound calling, the IVR system greets them warmly, presents options, and gathers caller information before routing the call to an agent.

 Processing the Language

Language processing is used to understand callers' queries and direct them to the right department. It provides automated responses for simpler queries, saving time for callers.

Call Queuing and Forwarding

Calls are queued based on factors like call volume and agent availability. Once in the queue, calls are directed to available agents for assistance.

Transferring to Live Agents

Once connected to a live agent, callers receive personalized assistance for prompt query resolution. Agents offer dedicated support to ensure efficient and effective solutions.

Top Features of IVR System

With various IVR options available, it's important to understand the key features that can truly elevate your system's capabilities. Here are some of the most valuable functionalities to consider.

Call Filtering

This process is utilized during inbound calls when a company encounters a high volume of calls. Calls are categorized based on various criteria, such as responses provided by the caller, past interactions, and the reason for calling.

Call Queuing

The IVR service aids business agents in managing calls through queuing. The IVR interacts with callers, gathering necessary information. Depending on the complexity, it determines whether to queue the call or direct it to an appropriate agent.



Call Recordings

The IVR system facilitates call recordings as a crucial tool for analyzing interactions. These recordings play a pivotal role in call auditing processes, guaranteeing the delivery of high-quality customer service and enabling comprehensive insights into customer-agent interactions.

CRM Integration

Integrating customer relationship management tools with the IVR service enables agents to access comprehensive information about previous interactions swiftly. This assists in providing personalized service and allows agents to gain insights from analytics and KPIs to enhance efficiency.

Call Forwarding

Upon customer contact, the IVR forwards the call to an available agent. Customers are kept on the line until their call is answered or their query is resolved, ensuring a seamless experience without the need to switch between calls.

SquadStack's IVR Services
Image: SquadStack Offers the Best Features of IVR System for Effective Lead Management

Common Bottlenecks When Using IVR

Interactive Voice Response (IVR) systems can be a valuable asset for contact centers, but even the most advanced system can encounter challenges. Here are some common bottlenecks you might encounter while using IVR systems:

Limited Omnichannel Touchpoints

IVR systems typically focus solely on phone calls, which means customers who previously interacted with the business through other channels may find the process redundant when they call in. This can create complexity and reduce effectiveness.

System Downtime

During high call volume periods, IVR systems may experience technical issues such as crashes or errors, disrupting the customer experience. This can cause frustration among customers who require prompt assistance as they are unable to reach business.

Ineffective Call Recognition

Due to variations in language and pronunciation, IVR services (relying on speech recognition and natural language processing) may need help understanding callers accurately. This can result in frustration when the system fails to interpret information correctly.

Lengthy Menus

While multiple options can empower callers, excessively long menus can overwhelm customers with choices, leading to confusion and potentially incorrect selections. This defeats the purpose of self-service and necessitates starting over, leading to customer dissatisfaction.

Lack of Human Touch

IVR service often employs a robotic tone, which fails to establish a genuine connection with callers. This impersonal approach may make callers hesitant to share details as they don't feel emotionally engaged, creating a connection gap.

Factors to Consider When Selecting an IVR Service Provider

Interactive Voice Response (IVR) systems can significantly improve your contact center's efficiency and customer experience. However, selecting the right IVR service provider is crucial to ensure you get a system that meets your specific needs and delivers optimal results.

Customization Options

Look for an IVR service provider offering customized options tailored to your business needs. Personalizing scripts, voices, prompts, and menus enhances the effectiveness of the IVR system, aligning it closely with your customer expectations and preferences.

Seamless Integrations

Ensure seamless omnichannel integration (allows real-time communication across multiple channels) and CRM integration (gathers and analyzes customer data from past interactions). These integrations enhance customer engagement, conversion rates, and overall experience.

Enterprise-Grade Security

Prioritize the security of customer information by selecting a provider that adheres to stringent security protocols. The provider should demonstrate compliance with industry standards and regulations to safeguard sensitive data from potential breaches or unauthorized access.

Real-Time Monitoring 

Real-time monitoring allows you to track key metrics such as CSAT, First Contact Resolution, and IVR call times, providing valuable insights into customer behavior and operational efficiency. These insights enable informed decision-making and continuous improvement.

Budgetary Considerations

Balance budgetary constraints with IVR providers' service quality. Ensure track record of reliability and transparency in cost structures. It's essential to clearly understand all associated costs to avoid unexpected expenses and ensure a cost-effective solution.

Minimal Downtime 

Choose an IVR provider with minimal downtime and proactive support. Prioritize providers with reliable infrastructure and responsive teams to address technical issues promptly. This will ensure a seamless customer experience and business continuity.

SquadStack: The No Brainer Solution

SquadStack provides a comprehensive solution to your business needs. From various features, integrations, and analytics, you get the combined benefit of humans and tech.

Quality Audits

SquadStack conducts a quality analysis of 12% of the recorded calls, which surpasses the industry standards of 1-2%. The calls are sampled across 23 parameters to ensure the best agent performance.

Analytics & Reporting

You can track your campaign's analytics to measure its performance. With ACPT analysis, it becomes easier to find areas of improvement to provide a better experience to clients by enhancing agent productivity.

Skilled Telecalling Agents We have a team of over 10,000 telecalling agents rigorously trained and monitored for top-notch performance through regular testing and productivity tracking. They are provided OJTs and upskilling sessions.

Omnichannel Outreach

You can customize your outreach strategy across multiple channels, enabling seamless interaction with leads at their preferred touchpoints. This facilitates effortless connection with leads, ultimately enhancing engagement and conversion rates.

Flexibility and Scalability

With SquadStack, you can scale your business as per your requirements without incurring any additional costs. We assure you full flexibility and scalability, which are essential for your business's growth.

Learn More about Our IVR Services
FAQ's

What is IVR service?

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An Interactive Voice Response (IVR) system uses pre-recorded prompts and keypad selections to guide callers, route them to the right department, or even handle simple tasks like account balance checks.

How do customers benefit from IVR services?

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IVR gets customers to the right place faster and allows them to access information or complete tasks anytime, day or night. It's convenient and reduces frustration.

What are some key features of a good IVR system?

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Advanced IVR systems can intelligently route calls, understand natural speech, offer self-service options, personalize greetings, integrate with CRM systems, and track performance with reports. Multilingual support caters to a global audience and features like call-back options and data security ensure a smooth experience.

How can I ensure a positive customer experience?

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Keep prompts clear and concise, offer a live agent option for complex issues, allow easy menu navigation, avoid long menus, and regularly update the system based on feedback.

What are the different types of IVR systems?

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Besides the classic touch-tone system, there's speech recognition IVR for natural language interaction, and even secure voice biometric options. Multi-level IVR offers complex routing, while single-level keeps it simple. Visual IVR adds a web or mobile interface for an enhanced experience.

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