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What is IVR : Transforming the Customer Experience with Modern IVR

When customers reach out to your contact center, they want quick and efficient service. While calling customer service once meant waiting on hold indefinitely or hanging up without a satisfying resolution, IVR software has transformed this experience entirely.

What is IVR?

IVR, or interactive voice response, is a telephony menu system that gathers information about a caller through a series of prompts and directs him to the most appropriate agent or self-service option. An automated voice invites the caller, for example, to “press 1 to speak to a customer service agent” or “press 2 to check a statement balance.” With voice recognition systems, businesses can offer an easier and richer customer experience to select the topic they want to address or the service they want to reach.

With its streamlined functions and timesaving benefits, IVR is an essential tool for offering optimal customer experiences while also increasing business efficiency and reducing costs.

Key Features of an IVR System

Customer journey personalization

Modern IVR systems with an intuitive, graphic interface, allow businesses to easily create and modify menus specific to customer needs. In addition to a personalized greeting, a drag and drop feature may be used to tailor every prompt to the specific context of a caller’s situation or a current company event (such as a sales promotion or product recall, for example). 

Efficient call routing and queue management

The IVR system routes customers to the right service based on the choices selected by the caller. The call is then assigned to the most qualified available agent based on skills, language, country, or other characteristics. The IVR will either place customers in a queue or give the option of a callback at the customer’s preferred time.

Integration with other business software

An IVR can be integrated with CRM, ERP, or specific business software to offer caller recognition. High-priority (for example, the most at-risk or VIP) customers can be moved to the front of a queue or connected to the dedicated team in charge or the agent most capable of handling their issue.

24/7 self-service

Businesses can automate simple tasks that do not require agent support within the IVR system to deliver 24/7 customer service, such as paying a bill, checking delivery status, or consulting a bank balance. The customer can log in to his account by typing on the keypad or through speech recognition.

Advantages of an IVR System

Improved first contact resolution rates

IVR system offers improved distribution of call flows to ensure that every request is handled as quickly as possible by an agent who has the right skills to provide the right answer. Customer service departments are therefore able to better manage high call volume, reduce wait times, and increase FCR (first contact resolution) rates.

Real-time company responsiveness

Using analyses of statistics on IVR navigation, abandon rates, or specific company-related events, businesses can improve their customers’ experience by making real-time adjustments to customer journeys in the IVR, in complete autonomy —no matter how simple or complex the situation.

Significantly reduced costs

IVR systems significantly reduce costs as they allow companies to plan the right agent resources for each type of customer request, based on the analysis of historical call volumes by queue. Increased agent efficiency means that customer cases can be handled in a timely manner—leading to greater ROI, while the lack of additional IT support needed also reduces operational costs.

Increased customer and agent satisfaction

An IVR ensures that customers save both time and frustration and offers personalized customer journeys based on customers’ profiles, leading to greater customer satisfaction. Likewise, agents will benefit from working in an organized and efficient environment where they handle the requests for which they are skilled. They can feel more confident in their abilities and eventually become better brand ambassadors.

Improved brand image

Ultimately, companies using an IVR system as a tool for great customer experiences improve their overall brand image. By respecting customers’ time, personalizing each interaction, and driving customer service efficiency, companies can create a positive brand image that is sure to win long-term customer loyalty.

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