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What Is Call Parking And How Does It Work

Are you worried about the large call volume and want to manage these calls efficiently? The call parking feature of the VoIP phone system can be a perfect option for you. It helps agents work as a team and allow them to pick up the call from another extension. It promotes teamwork in a call center and improves customer satisfaction. Many of you may not know about this feature. Do not worry; we will help you understand what call parking is, how it works, and its benefits. Let’s start exploring this VoIP feature without further ado. What Is Call Parking? Call parking is a useful feature that you will find in some business phones or unified communication platforms and is designed to manage a large volume of incoming calls at once. Putting a call in the park is similar to the traditional holding method but has one significant difference. You can place a call on hold in the call parking, but the difference is that you can continue talking through another call park extension number. During this time, the parked caller will hear your chosen music. But unlike the call hold scenario of traditional telephony, callers would not stay connected to the original phone line. Instead, they are placed in a communal parking lot where any other available agent picks them up. In other words, we can say that a call remains parked until an agent picks it up. It is a useful tool for busy call centers, providing them with the flexibility they need. With call parking, you can allow your callers to talk to a human instead of brushing them off to voicemail every time. You can park both inbound and outbound calls, which any other agent in your organization answers. How Does Call Parking Work? Call parking runs on a private network, often in the cloud that is visible to authorized users. It differs from call forwarding, in which a call is sent to a specific number. Call parking gives access to multiple people to pick up the call. It can be a perfect solution for companies with shared calling responsibilities because it distributes calls efficiently based on availability. You can park a call directly, transfer it when you are already on a call, or park it after you have picked it up. On the other hand, without call parking, your customer may hear a busy tone when you are on another call, the call may be forwarded to voicemail, or you may have to put your current caller on hold to attend to the new incoming call. With call parking, you can send this call to an available agent and improve customer experience. What Are The Benefits Of Call Parking? Here are some benefits of call parking that can help you understand why you should have this feature. 1. Easy To Use The call parking feature is seamlessly incorporated into the agent’s dashboard interface, making it easy and convenient to park calls. Agents can simply click a few buttons to park a call, ensuring it is securely held for later retrieval. The parked call and any accompanying notes or details are visible to other agents. It allows them to prepare themselves before answering the call, eliminating the element of surprise that comes with a sudden transfer. With call parking, agents can efficiently manage incoming calls and provide a smoother, more informed customer experience. 2. Reduce Hold Times Any available agent can easily retrieve a parked call, which has a twofold benefit. Firstly, it helps reduce the volume of calls in the queue, ensuring that customers don’t have to wait longer. Secondly, it significantly reduces the overall wait time for callers, as agents can promptly pick up parked calls and assist customers without delay. It helps businesses optimize efficiency and improve the customer experience by ensuring that calls are handled promptly and responsively. 3. Integrate With IVR To enhance the call-handling process, you can incorporate a call parking spot within your inbound IVR system or routing menu. Callers can choose to park their call by selecting the designated option. The call will then be automatically placed on hold until a team member can retrieve it. This feature ensures that incoming calls are efficiently managed, allowing callers to have their call securely parked until a team member is ready to assist them. Including a call parking option in your IVR system or routing menu will streamline the call flow and optimize resource allocation, resulting in a smoother and more organized customer experience. 4. Reduce the Number Of Voicemails Call parking offers a valuable advantage by expanding the available agents who can handle incoming calls and provide support. It means more agents are accessible to take calls, reducing the likelihood of callers being directed to voicemail or encountering automated systems instead of speaking with a real person. Call parking significantly increases the number of callers who reach a live agent, enhancing the overall customer experience. Customers can receive the assistance they need promptly, promoting a sense of satisfaction and ensuring their concerns are addressed by a knowledgeable representative. The implementation of call parking effectively maximizes the human touch in customer interactions and minimizes instances where customers are left frustrated or disconnected. 5. More Collaborative Than Call Hold When an agent puts a call on hold, traditionally, only that specific agent can retrieve the call. However, there is an alternative approach with the flexibility of call parking. Parked calls can be retrieved by an agent who may be better prepared, specialized, or simply more available to handle the caller’s needs. It means that if an agent who initially parked the call is occupied or unavailable, another agent who is better suited to assist can easily retrieve and handle the call. Allowing different agents to retrieve parked calls based on their expertise or availability ensures that callers receive the most appropriate support and minimizes potential delays or inefficiencies in addressing their needs. When Should You Use a Call Parking Feature? Although call parking offers numerous benefits, it is best to use it in the following situations: i. Manage Larger Call Volumes If you are running a call center where you have to deal with many inbound calls simultaneously, with the help of the call parking feature, your whole team works together to queue and answer these calls. ii. When Agent Needs Time If an agent has to switch devices, discuss with teammates, or need to gather some information before continuing the call, they can park the call for some time and leave it to another agent who feels suited to take it over. iii. When Routing Destination is Unsure Sometimes, an agent wants to transfer the call but does not know which teammate is suitable to deal with a certain customer. In such situations, agents can park a call with a note and let the agent pool decide who should deal with this call. Conclusion – Call Parking Call parking is a valuable feature that enhances call management in busy environments such as call centers. It allows agents to work collaboratively, ensuring that calls are efficiently handled, and customer satisfaction is improved. By easily parking and retrieving calls, agents can be better prepared, reduce hold times, and distribute call responsibilities effectively. Call parking promotes a more informed and personalized customer experience, minimizing the need for voicemail and maximizing the availability of agents. Its flexibility and integration with IVR systems make it a powerful tool for optimizing call flow and resource allocation. Call parking empowers teams to work together, providing prompt and effective support to callers and elevating the quality of customer interactions. Read More: Are VoIP Calls Free? Exploring the True Cost of VoIP Calls Read More: What Is Call Scoring? How It Helps In Improving Agents Performance

Best Tips to Improve Communication With Customer

Do you have high-quality products that meet your target audience’s needs but are still losing customers? Although there may be other reasons, you may be failing in communication. You should know that communication is the backbone of each good relationship, and customers will not stay loyal to businesses that do not show enough respect. On the contrary, using the best communication skills can improve customer communication and help you build stronger relationships with them. When customers are satisfied, they will advocate for your business and recommend your products or businesses to others. This article will explain everything you need to know about customer communication, including the best tips to improve customer communication. What Is Customer Communication? Customer communication means how businesses interact with customers at different channels along the buyer’s journey. It encompasses all forms of communication, including verbal, written and digital interactions. Effective customer communication is crucial for building and maintaining strong customer relationships, enhancing customer satisfaction, and ultimately driving business growth. Some common customer communication channels include phone, email, social media, live chat, and in-person interactions. It means you must interact with customers through different channels to provide them with the information they need, address their concerns and build a positive lasting relationship. What Is Customer Communication Management? Customer communication management, or CCM, refers to a business’s strategy, tools and channels to communicate with its customers and clients. It shows how businesses create, deliver and maintain their communication with customers. Effective management of customer communication enables teams throughout the organisation to exchange knowledge. Valuable insights and outcomes obtained from marketing and sales communications must inform support interactions, and conversely, support communication should inform marketing and sales. CCM is a process that helps businesses understand how their communication strategies are working so that they can make appropriate changes and coordinate with customers in a better way. How your customers respond to marketing messages, engage with your social media posts and contact your support team-it all matters. Each interaction provides insights that can help you customise future communication according to the needs and wants of customers. Why Is Communication Important? Effective communication makes a positive impact on customers and ensures that customers come back to you and purchase your product or services again and again. Communication with customers can happen across a variety of positions throughout the company. For instance, customers frequently interact with bank tellers in the banking industry. Many companies have customer service representatives as intermediaries between the business and its customers. Marketing professionals engage with diverse audiences to gain insights into the demographics and requirements of the organisations they represent. Moreover, store associates regularly communicate with customers visiting their stores. Good communication skills must be shown throughout the process, from welcoming people into the store to helping them find the right product and closing sales. Studies show that businesses using effective communication strategies have high customer retention and satisfaction rate. Tips To Improve Communication With Customers You should know that consumers no longer buy products; they buy experience, which is why many companies prioritise driving better customer experience. You should also enhance your communication skills to ensure customers are happy and satisfied. Here are some tips that help you improve communication with customers: 1. Invest In Omnichannel Communication Allowing customers to communicate with your business through multiple channels can greatly enhance their experience throughout the buyer’s journey. Research from Omnisend shows that campaigns utilising three or more channels have seen a significant increase of 494 per cent in order rates compared to single-channel campaigns. Moreover, implementing an omnichannel customer service approach can also lead to higher customer retention and sales. A CX Trends Report reveals that 93 per cent of customers spend more with companies that provide their preferred option for accessing customer service. 2. Train Your Employees The proper training of the customer service team can help them effectively manage customer service and assist customers in the best possible way. Employees must be aware of business protocols so that they can deal with customers in a good manner. One way to enhance customer service is to provide ongoing professional development opportunities for employees. It may include offering training modules that focus on improving customer service skills. By providing such programs, employers can help employees broaden their understanding and skill level, leading to better customer service experiences for their clients. 3. Make Quality A Top Priority Businesses need to build a team of employees who thrive to provide a quality experience with service. Businesses should make quality their core value and encourage their employees to believe in quality over quantity in every business operation, whether marketing or customer support service. One way to enhance customer service is to provide ongoing professional development opportunities for employees. In the realm of customer service, prioritising quality over quantity is crucial. While it may be tempting to focus on handling a high volume of customers quickly, providing each customer with a high level of excellence is far more valuable. For instance, in a call centre scenario with a queue of calls, it’s essential to prioritise quality interactions with each customer rather than rushing through the call volume. 4. Personalise Your Customer Communication According to research, 68 per cent of consumers expect personalised experiences. Personalising communication with your audience will significantly help build familiarity, such as using a customer’s name or sending customised emails. It is necessary to adopt customer segmentation to achieve a higher degree of personalisation in your customer communication. By segmenting your customer base, you can create targeted messaging that aligns with each demographic and individual characteristic you have identified. This process starts with mapping out the buyer’s journey and analysing customer behaviour, enabling you to create personas that reflect their unique communication preferences. 5. Reply on Time Sometimes it is not enough to answer comments and concerns. You should do your best to respond quickly, proving to the customers that their concerns are important to you. The best way to show your customers that you care about them is to set up a system focusing only on customer care service. If you take a proactive approach, you will reach your goal quickly. The key to staying on top of customer reviews is to make strategies to reach them and resolve customers’ issues promptly. Like any other important business activity, being prepared and planning can make a significant difference. One way to ensure prompt attention to customer concerns is by outsourcing customer service to a reputable call centre or virtual answering service. 6. Engage With Customers And Employees When interacting with your customers through social media platforms, you can identify the subject relevant to your business and start conversations on concepts by surveying your audience. Customers can share their thoughts and ask questions on social media platforms and websites. In addition, obtaining feedback allows a business to engage with its staff. By receiving feedback, a business can generate content that informs its audience and strengthens its relationship with them. Suppose, for instance, a business publishes a social media post regarding a new branch. In that case, they may receive queries about the opening date or location address, providing a chance for the business to establish a connection with its audience by responding to their questions. Measure the Right Metrics Determining which metrics are the most important for your business and measuring them regularly is important. Here are some key common customer communication metrics: i. First Response Time (FRT) This matric shows the amount of time that your support team takes to provide an initial response to a customer inquiry. ii. Average Resolution Time (ART) It is the average amount of time that your team takes to resolve an issue. iii. Customer Satisfaction (CSAT) It is a measure to determine how your team is meeting customer expectations. “Identify and analyse your essential metrics to assess your employee’s performance and improve your customer communication strategy.” Provide Customers With Tutorials Enhance your website by adding infographics, tutorial videos, or a knowledge base to reduce the need for customers to contact you whenever they encounter an issue they can’t resolve. You will benefit from it, and your customers will appreciate the convenience. Another effective way to enhance customer communication is incorporating pre-recorded responses to frequently asked questions in your interactive voice response system, using features like advanced Call Flow Designer. By doing so, customers with basic inquiries can avoid long wait times, and your agents can save time. Suppose you have implemented all these strategies to improve customer communication and still feel room for improvement; consider using mystery shopping, calling, or emailing. While you may not like what you discover, at least you will be aware of any problems and can work towards finding solutions. Conclusion – Customer Communication Customer communication refers to how businesses interact with customers across various channels along the buyer’s journey, including verbal, written, and digital interactions. Effective communication helps build and maintain strong customer relationships, enhances customer satisfaction, and drives business growth. CCM, or customer communication management, encompasses a company’s approach, resources, and communication mediums to interact with its customers and clients. Effective customer communication management enables teams to exchange knowledge, insights and outcomes from marketing and sales communications, which inform support interactions and vice versa. You can use some tips to improve customer communication, including investing in omnichannel communication, training your employees, collecting feedback regularly, prioritising quality, and personalised customer communication. Read More: Are VoIP Calls Free? Exploring the True Cost of VoIP Calls Read More: What Is Virtual Call Centre And How Does It Work

Are VoIP Calls Free? Exploring the True Cost of VoIP Calls

One of the significant reasons for shifting to VoIP from traditional landlines is cost-effectiveness. It is true for individuals and business users, although businesses will save much more money than residential VoIP users. The cost reduction is due to low call charges, no need to purchase expensive hardware, less maintenance, no service fees or hidden charges, and no monthly contracts. But before shifting to VoIP, many people have a question: are VoIP calls free? In recent years, VoIP has become a cost-effective alternative to traditional phone systems. In recent years, Voice over Internet Protocol (VoIP) has gained popularity as a cost-effective alternative to traditional phone systems. Many people are attracted to making phone calls over the Internet, wondering if VoIP calls are truly free. In this article, we will explore the dynamics of VoIP calls and shed light on whether they are entirely free. First, let’s understand what VoIP is. What Is VoIP? VoIP, which stands for Voice over Internet Protocol, is a technology that enables you to make phone calls over the Internet. It is also known as Voice over Networks (VoN), Voice over Broadband (VoB), or Internet Telephony. The beauty of VoIP is that it allows you to make free or incredibly low-cost phone calls worldwide, regardless of the equipment or network the person you are calling uses. One of the significant advantages of VoIP is that it leverages digital and internet technologies, such as Session Initiation Protocol (SIP). It opens up a whole new world of features and services that were previously expensive or even impossible with traditional telephone systems. With VoIP, you can enjoy advanced features like call forwarding, voicemail-to-email transcription, virtual phone numbers, video calling, and more. By utilizing the power of the Internet, VoIP eliminates the need for dedicated telephone lines and allows for greater flexibility. You can call using various devices, including computers, smartphones, or specialized VoIP phones. This convenience means you can take your phone number and make or receive calls from anywhere with an internet connection. VoIP also excels in making international calls more affordable. Traditional phone services often charge hefty rates for international calls, but VoIP offers significantly lower costs for calling overseas. This cost-effectiveness has made VoIP popular for businesses and individuals with international connections. How Do VoIP Calls Work? Traditional phone calls rely on dedicated copper lines, which can only handle phone traffic. Phone operators and carriers have to invest in building infrastructure to connect each house, and they charge customers based on tariffs to cover these expenses. VoIP, on the other hand, utilizes existing data networks, primarily the Internet. Users already pay for their Internet connection to their Internet Service Provider (ISP). VoIP providers do not need to build separate connections for each customer since they leverage the existing Internet infrastructure. That is why many VoIP calls, especially domestic ones, can be offered for free. VoIP providers do not have to bear termination charges if the entire call stays within the Internet, and they do not need to recover infrastructure investments. However, suppose any part of a VoIP call connects to the Public Switched Telephone Network (PSTN). In that case, the vendor might have to pay termination charges to other entities in the telecom network. Therefore, some VoIP calls may incur charges, typically lower than traditional PSTN rates. Are There Any Free VoIP Calls? In some cases, VoIP calls can indeed be free. Many service providers offer free calling between users on the same VoIP network. For instance, if you and your friend use the same VoIP service or software, you can make unlimited calls without incurring charges. Furthermore, some VoIP providers offer free calls to specific destinations, such as landlines or mobile numbers, in certain countries. These free calling options are usually limited to selected regions and are subject to certain terms and conditions. Factors That Influence the Cost Of VoIP Calls While free options are available, it is important to note that not all VoIP calls are entirely free. Several factors can influence the cost of VoIP calls: i. Call Rates VoIP providers often charge for calls made outside their network or to non-VoIP numbers. These charges vary depending on the provider and the destination of the call. Reviewing the pricing structure and any associated fees before making calls outside the provider’s network is essential. ii. Subscription Plans Some VoIP services offer subscription plans that provide a certain number of minutes for a fixed monthly fee. Additional charges may apply if you exceed the allotted minutes or call non-included destinations. iii. International Calls Making international calls through VoIP can be significantly cheaper than traditional phone services. However, international rates can still apply, depending on the provider and the destination country. iv. Internet Connection VoIP calls require a stable and reliable internet connection. If you have a limited data plan or incur additional charges for internet usage, the cost of your VoIP calls may indirectly impact your overall expenses. How Are VoIP Calls Charged For Consumers? The pricing models for VoIP services can vary depending on whether they cater to individual consumers or businesses. Like in other industries, the needs of individuals and households differ from those of organizations. For individual users, the focus is often on simplicity and cost-effectiveness, so call charges play a significant role in their monthly bills. One common pricing model resembles the way traditional phone carriers charge for landline services. It typically involves a monthly service fee that covers a certain number of minutes included in the plan. Any additional minutes used beyond the allocated limit may incur extra charges. Some VoIP plans also offer unlimited calls, either for domestic calls or long-distance calls to specific countries. These unlimited plans benefit families with relatives living abroad, as they can make calls without worrying about minute-based charges. In another billing approach, vendors may sell hardware, such as an adapter or VoIP box, to consumers for making VoIP calls. However, the actual calls themselves are free of charge. Consumers pay an upfront amount for the hardware, and all calls from that particular number are included at no additional cost. This model is similar to unlimited calling plans and is suitable for individuals who make frequent calls. These various pricing strategies provide consumers flexibility and options for choosing the VoIP service that best suits their needs and budget. Whether it is a plan with allocated minutes, unlimited calling, or hardware-based pricing, VoIP services aim to offer cost-effective communication solutions for individual users. How Are VoIP Calls Charged For Businesses? Regarding enterprise-grade services, call charges and billing plans can vary to accommodate the unique needs of businesses. There are generally two types of call charges: pay-as-you-go and unlimited plans, similar to what consumers offer. The choice between these options depends on the organization’s specific requirements. Companies with consistently low call volumes may opt for pay-as-you-go plans, where they are charged based on the usage of their calls. On the other hand, organizations with call centers or anticipate a higher volume of calls may prefer unlimited plans to ensure they can make as many calls as needed without worrying about additional charges. Billing models for enterprise services can also vary. Some providers charge per seat, meaning the more users or employees a company has, the higher the overall cost. This pricing structure does not consider whether all features are utilized or not. Other providers may offer different tiers of service, where the pricing and features vary across each tier. The basic tier may be free or affordable but may lack some of the more advanced features that businesses may require. Additional features can be added individually or bundled together. For example, visual voicemail may incur an extra charge, but once added, it becomes available to all users on the network. Providers may also offer feature bundles where multiple related features are offered at a set price. It allows organizations to select the bundle that best suits their needs, providing access to a range of features without individually selecting and paying for each. Ultimately, enterprise services offer flexibility in pricing and feature options to cater to the specific requirements of businesses. Companies can choose between different call charge models, seat-based or tiered pricing, and add additional features individually or through bundles, ensuring they have the necessary tools for efficient communication. Conclusion – Cold Calling VoIP calls can indeed be free in certain scenarios. Many VoIP service providers offer free calling between users on the same network or software. Some providers offer free calls to specific destinations or within selected regions, subject to terms and conditions. However, it is important to note that not all VoIP calls are entirely free, and various factors can influence the cost of calls, such as call rates, subscription plans, international calling, and the quality and cost of the internet connection. The charging models for VoIP calls differ for consumers and businesses. Individual users often have options for monthly plans with allocated minutes or unlimited calling. At the same time, some providers offer hardware-based pricing where the actual calls are free after purchasing the required equipment. Call charges and billing plans vary based on business call volume, with options for pay-as-you-go or unlimited plans. Additional features may be added individually or through bundled packages, allowing businesses to tailor their communication services to their needs. Read More: What Is Average Handle Time? How You Can Calculate It Read More: What Does Outgoing Call Mean? A Complete Guide

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What Is Average Handle Time? How You Can Calculate It

To make your customer service efficient, you have to make your calls fast and well. It is because the customers expect both the quality of calls and a quick solution to their problems. It is where Average Handle Time (AHT) comes into play with your customer support team. It is an important KPI to evaluate how your call centre is meeting customers’ expectations regarding providing quality assistance and fast solutions. The time of customers and agents is precious. Average handle time helps contact centres in call management and monitoring agent performance. In this article, we will describe everything you need to know about average handle time and how it impacts the customer experience. What Is Average Handle Time (AHT)? The average handle time is when assisting a customer in a call centre. This metric is closely monitored in call centres and considered a key performance indicator (KPI) to evaluate efficiency. AHT encompasses the entire customer interaction, from the beginning of the call to any hold time and post-call work required. The call centre software tracks this metric for analysis purposes. AHT usually relates to the agent’s performance and customer satisfaction. It is known that the quicker you solve the issues of customers, the happier they will be. However, there is also a significant human impact here. It is one of the five data points that contact centre leaders must track to improve their customer experience. The other metrics include first-call resolution, speed of answer, Net Promoter Score and customer satisfaction score. You can make your customers happy and satisfied if you resolve their issues on the first call, which means only a shorter handle time is not better alone. The metric of average handle time is relevant for managing customer service queries across various communication channels such as live chat, SMS, email, video calling, and others. Why Is Average Handle Time Important? Average handle time is an important customer service metric for the most valued commodity: time. Measuring AHT is crucial in meeting customers’ expectations for immediate support engagement. By tracking AHT, you can monitor your customer service team’s performance and adjust your support and service offerings to meet this demand. Despite an increased number of communication channels available in this era, almost 70% of customers say they still prefer to talk with customer service agents over the phone. But in 2021, a study by TCN showed that 59% of customers complained about the time waste while waiting for a resolution. It means that excessive average handle time is more frustrating to customers than not having their issues resolved. We can say that AHT is one of the most significant indicators of the quality of customer support services of any business. Measuring AHT is crucial in meeting customers’ expectations for immediate support engagement. By tracking AHT, you can monitor your customer service team’s performance and adjust your support and service offerings to meet this demand. To sum it up, average handle time is important as an indicator of: Average call hold time Customer experience quality Performance of individual agent Whether your current number of the agent can handle your average call volume Overall customer satisfaction Effectiveness of your IVR menu How Can You Calculate Average Handle Time? Here is the most used formula to calculate the average handling time: Total talk time + Total hold time +Follow uptime divided by the total number of conversations Let’s understand it with an example: Suppose you had 10 calls daily and spent 60 minutes talking, five minutes making notes and 5 minutes on hold. So your average handling time formula will look like this: [60 minutes + 5 minutes +5 minutes] / 10 = 7 minutes AHT Once you have found your AHT, optimising your call centre practices and staffing is easier. You can forecast the number of agents if you know the average time to assist each customer. Once you have calculated your call volume and AHT, you can enter it into an Erlang calculator to find the best number of agents at peak time so that your customer experience remains at its best. What Is A Good Average Handle Time? Instead of acting as standalone service metrics, leaders can use AHT to drive improvement in different operations. For example, high call times can be reduced by publishing in-depth articles regularly on a knowledge base. Understandably, what is considered a good average handling time will vary depending on the size and type of the industry. It significantly impacts key AHT factors such as average talk time, hold times, and percentage of calls sent to voicemail. Studies show that average handle time varies between 6.46 minutes to 6.73 minutes depending on the industry. Typically, a good average handle time depends on your industry averages. If your call handle time is below average or at it, you are providing a quick solution to your customers. If you are higher than average, it means you are taking a bit more time to solve the concerns of your customers that may stand in the processes for growth opportunities. You need to assess your average handle time about other business metrics to get a complete picture of your support practices and see whether your customers are satisfied with your support service. How Can You Reduce Average Handle Time? The most important thing you must remember when determining the best way to lower your average handle time is to ensure that you are not compromising customer service quality for convenience. Here are some actionable tips that you can use to improve average handling time without being unfair to your customers or call centre agents. I. Use Analytics And Identify Causes Of Long AHT Although so many factors influence AHT, it is essential to look at the key metrics such as average hold time, average call duration, percentage of calls that went to voicemail, percentage of missed calls, daily/weekly/monthly call volume and first call resolution rate. All these factors will help you to identify the root cause of longer AHT, and you can also find out the common customer service issues. The utilisation of AI tools such as Natural Language Processing and Speech Analytics can provide valuable insights into customer sentiment, recurring complaints, and even the frequency of “filler words” like “um” and “like,” which can significantly increase Average Handle Time. II. Implement IVR And Call Routing Strategies Interactive Voice Response (IVR) solutions offer automated call menus that quickly answer frequently asked questions, enable customers to check their account information and provide a self-service experience. By utilising IVR, agents can focus on providing more detailed one-on-one support to customers, reducing the need for callbacks, voicemail, and other factors that can increase Average Handle Time. Furthermore, incorporating call routing options such as round-robin, most idle, time-based, and skills-based routing will guarantee that customers are immediately connected to the most suitable agent with the necessary expertise and training to provide the best assistance. III. Train Agents And Update the Knowledge Base A searchable internal knowledge base enables agents to promptly access information on handling specific customer issues. During a customer call, if they are experiencing difficulty accessing their account, the agent can search the knowledge base for relevant articles or scripts such as “account access” or “customer locked out of account.” These resources provide detailed instructions and call scripts that guide the agent through the necessary steps to assist the customer effectively. A strong knowledge base empowers agents without specific training to support other departments during peak call periods. It means that even when call volumes are high, agents can quickly access the information to assist, enabling smoother operations across the organisation. The cause of extended Average Handle Time (AHT) could be attributed to the training approach being used. A sudden and noticeable rise in AHT or a recurrent occurrence of prolonged AHTs relating to specific issues could indicate that your training materials require updating. To ensure effective training, it’s important to solicit frequent feedback from agents regarding what is working, what’s not, and any emerging customer service trends they have observed. IV. Use Customer Service Tools Customer service representatives often appreciate innovative tools and technologies that simplify their work processes. Introducing additional tech solutions such as screen-sharing, API goggles, and ticket automation can provide advanced troubleshooting capabilities and streamline customer support operations. These tools provide a technological edge for the support team and can enhance the overall customer experience. Virtual assistants are a great example of technology that can benefit customer service representatives. This tool enables reps to share their screen with customers and even take control of their mouse to execute troubleshooting steps, saving valuable time and effort. Moreover, reps can record the interaction, allowing the customer to replay the explanation later. This feature helps to ensure that customers fully understand the troubleshooting process, reducing the likelihood of callbacks and enhancing the customer experience. V. Provide Ongoing Support It is important to note that achieving an optimal Average Handle Time (AHT) is the first step; the real challenge is maintaining it. To sustain good AHT, gathering input and feedback from your employees is crucial. Reassess your customer service approach at least once a year, as what worked well in the past may not be effective in the future. Keep your internal wikis updated with the latest policies and remove outdated information promptly. Additionally, leverage call recording data to proactively monitor employees and detect any issues that may affect your AHT. Features like call barge, call whisper/coaching, and live call monitoring can help ensure your agents have the support they need to provide exceptional customer service. You can maintain optimal AHT levels and provide a superior customer experience by remaining vigilant and proactive. Benefits Of Improved Average Handling Time There are several benefits of improved AHT, including: It increases customer retention rate because most customers continue to purchase from a company even if it makes an error, but it is excellent customer service. High team morale is also an advantage of average call handle time, which leads to lower turnover rates and increased productivity. It results in increased upselling, cross-selling and overall profit. Companies prioritising customer services see a 4-8% increase in overall profit. Another significant advantage is improved business reputation and more clients. How VoIP Reduces Average Handle Time? Voice over Internet Protocol (VoIP) can contribute to reducing average handle time (AHT) in call centers through several mechanisms: Efficient Call Routing VoIP systems often incorporate intelligent call routing features that direct calls to the most appropriate agents based on skills, workload, or other predefined criteria. It reduces the time it takes for customers to connect with the right person, thereby minimizing AHT. Interactive Voice Response (IVR) Systems IVR systems integrated with VoIP can streamline call handling by allowing customers to navigate through automated menus to access information or perform specific tasks without agent assistance. It helps resolve queries faster and lowers AHT for routine inquiries. Unified Communication Tools VoIP systems often include unified communication features like instant messaging and collaboration tools. Agents can use these tools to communicate internally, seeking assistance or information from colleagues without leaving the call interface, which can expedite issue resolution and decrease AHT. Efficient Handling of Outbound Calls VoIP systems often offer features like predictive dialing for call centers involved in outbound activities, such as telemarketing or follow-up calls. These features automate the dialing process, ensuring that agents spend more time in actual conversations rather than waiting for calls to connect, thereby reducing AHT. Quality Assurance and Training VoIP’s call recording capabilities aid in quality assurance efforts. By reviewing recorded calls, supervisors can identify areas for improvement, implement targeted training, and refine processes to enhance overall efficiency and decrease AHT. Conclusion – Average Handle Time Average Handle Time (AHT) is a key metric that measures the duration of customer interaction from start to finish. It’s an essential metric for any organisation that values customer service and aims to provide an exceptional experience to its customers. By calculating AHT and working to optimise it, businesses can improve efficiency, reduce costs, and boost customer satisfaction. Businesses must invest in training, technology, and tools that support their customer service teams so that they can To achieve optimal AHT. Providing easy access to internal knowledge bases, adopting customer service tools like virtual assistants, and leveraging call recording data are all effective ways to enhance agent performance and improve the customer experience. Remember, AHT is not a static metric. It requires continuous evaluation and re-evaluation of customer service strategies to maintain optimal levels. Moreover, by using advanced features, VoIP systems enable call centers to streamline operations, improve agent productivity, and enhance overall efficiency, all of which contribute to a reduction in average handle time. Read More: What Does Outgoing Call Mean? A Complete Guide Read More: Google Voice Personal vs Business: Which One Should You Use

What Is Call Scoring? How It Helps In Improving Agents Performance

It is quite interesting to know that with a consistent increase in customer expectations, organisations are struggling to find ways to measure and maintain service quality. Providing the best customer support is important for every business, differentiating call centres from competitors. If you are running a call centre, your agents must be at their best when dealing with customers. It will lead to top-notch customer service and satisfied clients. Call scoring is one of the best ways to maintain customer service and improve call agents’ performance over time. Let’s understand what call scoring is, how it works, and how you can improve your agent’s performance. What Is Call Scoring? Call scoring evaluates phone call data against a predefined set of standards and then gives it a score. The main purpose is to evaluate and score customer service agents. It is usually used as a tool for call centres, but it is also effective for sales and marketing teams. You can evaluate your agents while on the call with customers; it will allow you to bring the quality of calls to your organisation’s standards. According to research, 64% of businesses use call scoring to record customers’ feedback. Call scoring not only helps you identify issues and problems, but it will also help in finding the strengths and working on them to improve customer service. Several methods are used for call scoring; the following are some of them: Automated call rating systems Real-time call monitoring Analysing call records The choice of method usually depends on the number of call agents you want to monitor. Best Practices For Contact Centre Call Scoring It is important to use appropriate call monitoring criteria to ensure that your call-scoring methods are effective. Call scoring criteria help you ensure that you evaluate your agents fairly. This type of objective assessment guideline allows you to compare agents with one another and identify areas where additional practice or development programs may be beneficial. This method allows for a thorough evaluation, leading to a better understanding of agent performance. In addition, to call scoring criteria, key performance indicators (KPIs) serve as another valuable tool for evaluating agent performance. KPIs provide measurable metrics that help gauge individual and team achievements, highlighting areas of strength and areas that require improvement. Here are some best practices of call scoring that you can use to improve the performance of your call centre agents: 1. Establish Clear and Specific Criteria Define detailed criteria that align with your organisation’s objectives and customer service standards. Clearly outline Expectations for call handling, customer interaction, problem resolution, and other relevant factors. 2. Train Evaluators Ensure those responsible for scoring calls are well-trained and thoroughly understand the criteria. Consistency and accuracy in evaluations are vital, so invest in proper training and calibration sessions for evaluators. 3. Regular Monitoring and Feedback Implement a consistent monitoring system to observe agents’ performance regularly. Provide timely feedback to agents, highlighting their strengths and areas for improvement. Constructive feedback can motivate agents and guide them toward better performance. 4. Establish a Supportive Environment Create a supportive culture where agents feel comfortable seeking help and sharing their challenges. Encourage open communication and provide ongoing training and development resources to help agents improve their skills. 5. Use Technology Effectively Leverage call recording and monitoring tools to capture and review interactions objectively. Analyse data and metrics from these tools to gain insights into agent performance trends and identify areas that require attention. 6. Set Achievable Targets Establish realistic performance targets and goals for your agents. It helps to drive their motivation and focus while providing a benchmark for evaluating their progress. 7. Training and Development Opportunities Offer training sessions and programs tailored to individual agent needs. These initiatives can help agents strengthen their skills, boost confidence, and enhance performance. 8. Recognize and Reward Achievements Implement a recognition and rewards program to acknowledge and celebrate agent accomplishments. Positive reinforcement and incentives can boost morale and encourage continued excellence. Remember, the goal is to create an environment that supports continuous improvement and empowers agents to deliver exceptional customer experiences. You can drive agent performance and elevate your call centre operations by implementing effective scoring methods, providing targeted feedback, and nurturing their development. How Can You Use Call Scoring In The Best Ways? Here are some tips to make the best use of call scoring and improve your customer satisfaction. i. Predict and React To Your Callers Needs In addition to enhancing customer experience, call monitoring provides valuable insights into callers’ needs. By utilising real-time call monitoring, you can observe how customers respond to different agents and communication techniques, allowing you to identify the most effective approaches. Most VoIP providers offer real-time call monitoring features that offer a seamless experience. You can listen to calls without interrupting agents or callers, gaining valuable information while remaining discreet. Moreover, a whisper function allows you to provide suggestions to agents without the caller’s knowledge, ensuring a smooth conversation. You can join calls and interact with the agent and the caller if assistance is required. This feature lets you provide immediate support when needed, fostering effective problem resolution and enhancing customer satisfaction. Call scoring helps improve customer experience and serves as a brainstorming tool. By reviewing calls with your agents, you can analyse conversations step-by-step, identifying areas for improvement and finding solutions to enhance future interactions. Furthermore, call monitoring allows you to assess the impact of agent fatigue on call quality. By listening to agents’ calls throughout the day, you can understand how fatigue may affect their performance and collaborate with them to find strategies for maintaining high-quality interactions. Overall, call monitoring offers a wealth of benefits beyond customer experience enhancement. It provides valuable insights, fosters collaboration, and enables proactive measures to optimise agent performance, improving overall call centre operations. ii. Encourage A Healthy Competition Among Your Agents Call scoring can create healthy competition among your agents, leading to an overall improvement in performance. Recognizing and rewarding agents who achieve the best scores encourages them to strive for excellence and continuously enhance their performance. Rewarding agents for their outstanding performance boosts confidence and a sense of accomplishment. This positive reinforcement inspires them to consistently deliver their best and go above and beyond to provide exceptional customer support. Engaging in call scoring and competition can also stimulate agents’ creativity and encourage them to think innovatively about providing top-notch customer service. They may develop new approaches, techniques, or problem-solving strategies that elevate the customer experience. By transforming call monitoring into a friendly competition, everyone benefits. Agents are motivated to excel, customers receive exceptional service, and your overall customer satisfaction levels rise. It creates a positive and dynamic work environment where agents are driven to improve their skills and provide outstanding support continuously. Remember, fostering competition through call scoring aims to achieve high scores and create a culture of continuous improvement and excellence. By recognizing and rewarding exceptional performance, you inspire your agents to consistently strive for greatness, resulting in happier customers and a thriving call center. What Are The Benefits Of Call Scoring? One often overlooked benefit of a robust scoring strategy is the alignment it can bring between sales and marketing teams. Surprisingly, research reveals that many sales and marketing teams are not adequately aligned. According to data from Zoominfo, only 8% of companies have achieved alignment between their sales and marketing departments. However, the advantages are substantial for companies aligning their revenue operations successfully. When sales and marketing teams are aligned, it creates a unified front that works towards common goals. Collaboration and communication improve, leading to a more seamless and efficient workflow. By aligning their efforts, sales and marketing teams can leverage each other’s strengths, share valuable insights, and align their messaging to ensure consistency throughout the customer journey. Some significant benefits of call scoring include the following: Increased lead generation Improved sales productivity Better revenue Fast company growth Enhanced customer satisfaction Shortened sales cycle When your sales and marketing teams are strategically aligned around the same lead-generation goals, you will see a tremendous boost in productivity across the company. How To Use VoIP To Improve Call Scoring? To enhance call scoring using Voice over Internet Protocol (VoIP), ensure a reliable and high-quality VoIP service is in place to minimize call disruptions. Implement call recording features within the VoIP system to capture conversations for later analysis. Utilize advanced analytics tools to assess key performance indicators such as call duration, customer sentiment, and agent script adherence. Additionally, leverage real-time monitoring capabilities offered by VoIP platforms to provide immediate feedback to agents during calls. Integrating VoIP data with customer relationship management (CRM) systems can also provide a holistic view of customer interactions, facilitating more accurate call scoring. Regularly review and update scoring criteria based on the insights gained from VoIP analytics, leading to continuous improvement in call quality and customer satisfaction. Conclusion – Call Scoring Call scoring is a powerful tool that can greatly contribute to the success of a call centre or any customer-centric organisation. By evaluating phone call data against predefined criteria, call scoring enables assessing agent performance and identifying areas for improvement. It maintains service quality, enhances customer satisfaction, and drives business growth. Implementing call scoring best practices, such as establishing clear criteria, training evaluators, providing regular monitoring and feedback, creating a supportive environment, and utilising technology effectively, ensures a comprehensive and fair evaluation process. Additionally, setting achievable targets, offering training and development opportunities, and recognizing agent achievements foster a culture of continuous improvement and motivation. Call scoring goes beyond improving customer experience. It can also align sales and marketing teams, bridging gaps and fostering collaboration for common goals. When these teams work together seamlessly, it leads to increased lead generation, improved sales productivity, better revenue, and enhanced customer satisfaction. Read More: What Is A Telephone Extension: A Complete Guide Read More: How to Handle Objections In Sales Calls

Maximizing Procurement Efficiency With Cloud-Based Software

In a world raced with the pressures of delivering better customer experiences and shortening time-to-market cycles, organizations can’t afford to lag in their supply chain. The good news is that technological advancements such as cloud-based software offer a promising solution for streamlining the procurement process – from ordering to delivery – driving greater efficiency, agility, and cost savings. This blog post provides an overview of current technologies to help you maximize your Procurement Efficiency with Cloud-Based Software solutions. Benefits of Moving to a Cloud-Based Procurement Solution As businesses grow, the need for efficient and effective procurement processes also increases. One solution that has been gaining popularity in recent years is cloud-based procurement systems. Businesses can reap many benefits by moving from traditional on-premise software to a cloud-based solution. These include increased agility, cost-efficiency, improved data security, cloud purchase order processing, management solutions, and enhanced collaboration capabilities. With cloud-based procurement solutions, businesses can streamline their procurement processes and save time and money while also ensuring that all stakeholders are up-to-date and informed. The benefits are clear, making it a no-brainer for businesses looking to modernize their procurement practices. 1. Choosing a Cloud-Based Procurement Software As more and more companies move towards cloud-based software solutions, making smart decisions when selecting procurement software is becoming increasingly important. There are a few key factors to consider when evaluating these platforms. Firstly, consider the features offered by the software: does it provide the functionality your business needs to manage procurement processes effectively? Next, think about the user experience. Is the software easy to use and intuitive, or will it require extensive training? Integration with your existing systems is also crucial – can the software connect seamlessly with other software and data sources? Finally, it’s important to assess the vendor’s support and security offerings to protect your data and systems. Considering these factors, you can make an informed decision when selecting cloud-based procurement software. 2. Different Types of Cloud-Based Procurement Solutions The procurement world has undergone drastic changes over the years thanks to technological advancements. Nowadays, organizations are embracing cloud-based procurement solutions to streamline their procurement processes. Nevertheless, there are different types of cloud-based procurement solutions, and it’s essential to understand their differences, strengths, and weaknesses. Procure-to-pay (P2P), e-sourcing, supplier management, and contract management are some of the available procurement solutions. While P2P enhances the efficiency of purchase approvals, supplier management solutions help organizations better manage their relationships with suppliers. E-sourcing facilitates sourcing events, while contract management solutions streamline contract creation and management. Understanding your procurement needs and the available cloud-based procurement solutions is vital in choosing the right solution to enhance your procurement processes and, ultimately, your organization’s bottom line. 3. Setting Up Your Cloud-Based Procurement System As more companies transition to cloud-based procurement systems, the demand for efficient and effective setup practices is rising. Establishing the right foundation is crucial for a system that will meet your business needs and stay relevant in the ever-changing procurement landscape. From proper vendor selection and contract management strategies to data security and system integration considerations, there are several components to consider when setting up your cloud-based procurement system. By following the best practices outlined in this process, you can confidently leverage the power of cloud computing to streamline your procurement operations while improving your business outcomes. 4. Leveraging Automation to Increase Efficiency Companies are constantly looking for ways to increase efficiency and reduce costs. One approach that has gained immense popularity in recent years is leveraging automation. By automating repetitive tasks and processes, businesses can free up valuable time and resources and achieve greater accuracy and precision. Automation can be applied across various departments, including manufacturing, supply chain, customer service, finance, etc. With the ability to handle complex tasks 24/7, automation can significantly boost productivity and streamline workflows. By embracing automation, businesses can stay ahead of the competition and focus on their core competencies. 5. Measuring Success with Cloud-Based Procurement Software One tool businesses can use to measure success is cloud-based procurement software. By automating and streamlining the procurement process, companies can gain insight into their spending habits, identify areas where cost savings can be achieved, and improve supplier relationships. With real-time data readily available at their fingertips, decision-makers can quickly react to changes in the market and adjust their procurement strategies accordingly. Ultimately, cloud-based procurement software allows businesses to monitor, measure, and improve their procurement processes, helping them succeed in today’s hyper-competitive marketplace. Role of VoIP In Improving Procurement Efficiency Voice over Internet Protocol (VoIP) enhances procurement efficiency by streamlining communication and collaboration processes. VoIP enables cost-effective and real-time communication between procurement teams, vendors, and stakeholders, reducing the need for traditional telephone systems. With features like video conferencing and instant messaging, VoIP facilitates seamless collaboration, allowing procurement professionals to quickly address queries, negotiate terms, and make informed decisions. Integrating VoIP with other procurement tools and systems enhances workflow automation, enabling efficient document sharing, order processing, and status updates. This increased connectivity and communication speed contribute to faster decision-making, improved supplier relationships, and enhanced procurement efficiency. Conclusion Ultimately, moving to a cloud-based procurement solution can be the key to achieving greater efficiency and cost savings for your business. By understanding how the different types of cloud-based solutions work and what to consider when choosing one, you can make an informed decision that best meets your business needs. With cloud-based technology, automation can help take tedious tasks off your hands and improve accuracy. Additionally, leveraging the right measurement system will keep you appraised of performance so you’re always in control of the process. Cloud-based procurement solutions are worth considering as they empower organizations with the tools to streamline and grow their businesses. 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Why 2 Way Radios are Essential for Business Communication

2-way radios have long been a reliable source of communication for businesses, offering a cost-effective and simple means to stay connected with coworkers. These solutions can streamline workflows, ensure safety protocols are met, and provide flexible options for in-building or outdoor communication needs. With so much riding on clear instant messaging, finding the right 2-way radio system is essential for business operations today. This blog post explains how 2-way radios can benefit your company. Let’s get started! Understanding the Benefits of 2-Way Radios for Businesses In today’s fast-paced world, efficient communication is crucial for any business to thrive — and this is where 2-way radios come in. It offers significant benefits to businesses of all sizes and industries. Compared to traditional communication methods, a 2-way dispatch radio is more reliable, cost-effective, and user-friendly. Not to mention — large businesses can take advantage of this device to work even in areas with poor network connectivity. With 2-way radios, companies can improve their response time, enhance employee safety and productivity, and streamline their operations. Moreover, they offer instant communication without the need to dial a phone number or wait for a call to be answered. Identifying the Benefits of 2-Way Radios for Employees 2-way radios also bring plenty of advantages for employees, not just businesses! Let’s take a closer look. A. Increased Safety Since it offers real-time communication, a 2-way radio system can be used as a lifeline in emergencies. It helps to ensure fast response times and provides information about potential hazards or risks. B. Improved Efficiency By streamlining communication, 2-way radios allow employees to get the job done faster, which is critical for any business. With this system, employees can quickly pass information to one another and stay in sync with the rest of the team. C. Increased Productivity 2-way radios make it easier for teams to coordinate tasks and increase productivity. Plus, they eliminate misunderstandings that may arise from miscommunication or lost emails. D. Improved Organization These devices provide a centralized communication system, making it easier to keep track of tasks and stay organized. With 2-way radios, your teams can quickly connect without searching through their emails or phone logs. Using 2-Way Radios in Emergency Situations During an emergency, communication is key. While telephones and mobile devices are the obvious methods to reach out for help, sometimes these channels can fail. That’s where 2-way radios come into play. They are a reliable communication tool in extreme circumstances, allowing you to stay connected with your team and emergency services. With their simplicity and durability, 2-way radios are popular for first responders, security personnel, and outdoor enthusiasts. Depending on the range and frequency required, a 2-way radio solution fits any need. How to Choose the Right Radio For Your Business Radios can be an effective tool to achieve that clarity, but with so many options available, it can be difficult to know which one to choose. When selecting a radio for your business, consider range, battery life, durability, and ease of use. Don’t forget — the type of industry you’re in may also influence your decision. Whether you’re in construction, hospitality, or healthcare, there’s a radio out there that can enhance your team’s communication and productivity. Tips for Optimizing Your Radio Network Performance As technology evolves, so does the demand for effective communication channels. Radio networks have long been a reliable method of communication, but like with any technology, they require proper maintenance and optimization to operate at their best. Ensuring your radio network is performing optimally can be challenging, but with the right tips, you can improve the quality and range of your radio communications. 1. Reduce Interference Interference can significantly reduce the range and clarity of your radio network. To prevent it from happening, make sure to check for any sources of interference within a certain radius of your antenna before installing it. 2. Boost Signal Strength Increasing the signal strength can help you extend the reach of your radios. Installing higher-powered antennas or upgrading to a repeater can help improve your network’s performance. 3. Test Regularly Regular testing is important to keep your radio network running at its peak, as you will be able to identify any potential issues that may be present and take corrective measures before they become major problems. 4. Add a Repeater to Extend Radio Range A repeater is a device that is used to extend the range of a radio system. It works by receiving signals from radios and then transmitting them further to other radios in the network. This can help you cover a larger area with your communications, allowing you to keep in touch even when at greater distances. Final Words By understanding their advantages, employers can decide which system best suits their organization. Even employees are likely to benefit from the improved communication that 2-way radios offer. As a business owner or leader, it is important to carefully consider radio options before making a purchase to ensure you get the most out of your investment. And for organizations who have already made the leap and invested in 2-way radios, plenty of helpful tips are available on optimizing network performance. Read More : What Is Q SIG? How Q Signaling Works In Telecommunication Read More : What Number is Best for Small Businesses – 08 or 03?

What Is A Telephone Extension: A Complete Guide

If your business grows fast, the number of people calling your office will also grow. You may miss a few calls, and some of them are mishandled because it is not easy to handle several calls simultaneously. That is where stress starts to get to your team. Answering all the calls, resolving all the issues and ensuring that the right specialists are dealing with each issue will help you save time and money. You will need more staff members to handle a large number of calls, and communication requirements will also be increased. New employees will need new phone numbers to communicate with their colleagues. In larger organizations, phone extensions are necessary for effective communication. Making your employees work as a team is one of the primary tasks of any successful business, especially when handling calls. That is why advanced phone systems like VoIP have office extension numbers. If you want to know more about phone extensions and how to use them for your business, this comprehensive guide will help you get all your answers. What Is A Telephone Extension? A telephone extension number is a brief supplementary number allocated to a staff member, a group working on a project, or a department within your primary business line. It derives from your primary phone number and can expand to encompass numerous sub-sections or team members within your company. Extensions allow employees of different departments to connect. It saves you time and increases collaboration within the company. You may find several routes and shortcuts designed for VoIP extension, saving you and your callers time. Suppose any customers call your company and want to talk to a specific employee or need information about the services of a particular division of your company. In that case, they can be automatically connected to the right person by extending a phone number. Your callers can also bypass the auto-attendant by dialling the extension number of the person they want to talk to. That is why the feature of VoIP is known as extension dialling. How Does A Telephone Extension Work? Typically, an extension number is a 4-digit number such as 1226 or 4423. Traditional phone systems did not offer the possibility of shorter or longer extensions. Fortunately, cloud-based phone service providers offer this option to choose 3 or 5-digit extension dialling. It even allows you to assign extensions such as 5 or 64 to employees. Different teams and departments can also have their extensions. It allows users to contact colleagues in other departments of the company. However, small businesses do not need department extensions, but as the business grows, it is a useful feature. Phone extensions complement the auto-attendant feature for business phone lines. In cases where customers are unaware of the extension number they need, the auto-attendant enables them to choose the relevant department and forward the call to the appropriate extension. Conversely, if customers possess the extension number, they can bypass the auto-attendant prompts and dial the extension directly. Home Vs Business Telephone Extensions Phone extensions have been present for so long that we can say this feature is as old as the traditional landline. However, phone extensions work differently for businesses and individuals. An extension for a residential phone line allows one to answer a call from anywhere in the house. It means they must have a second or third device connected to their primary phone number. When anyone calls on your number, all the connected devices ring, allowing you to receive a call from any When someone calls you, all devices in the house will ring, allowing you to answer the call from anywhere. However, it is important to remember that there is only one phone line in the house, which means if you are talking to someone from one device, no one else can make a call outside from another device. The line shows a busy tune for everyone not on the call. On the other hand, a business phone extension works differently. It allows companies to purchase fewer phone lines than the total number of employees. It is possible by sharing some of the external lines via extensions. This approach works because employees will not always use the phone line. How is Phone Extension Different From Virtual Phones? The functioning of extensions is very similar to virtual numbers because they both forward calls to another endpoint. Both are virtual because they are not connected to a specific zip code or extension. Another similarity is that both are made up of numbers; extensions, however, are shorter numbers. The difference between the extension and virtual phones is basically due to the context in which they are used. A VoIP number or a virtual phone number is generally associated with the IP address of a particular device, whether this device is a computer, cell phone or desk phone. Whenever a call comes on a number, it will be forwarded to the device attached to that IP address. On the other hand, when making a call using a VoIP phone, this is the number that appears on the screen of the person you call. It allows your employees to make and receive calls from different devices using the same business number. In contrast, an extension is not associated with a certain device or IP address. Instead, it is a part of the VoIP phone system. The VoIP service providers set the cost of creating and using a virtual number, but extensions are usually free, although there is a limit on the number of numbers you may have. Extensions are shorter than a complete business phone number. Extensions can directly take you to a department, individual or even a voicemail inbox. How To Add Users Or Extensions? Most VoIP phones offer a simple way to add a new user or extension. You only need to sign in to the online dashboard and choose the option to add a new user. When setting up a new employee, you can assign them a specific number or extension. The next question is, what if you already have your employees and user accounts created but want to add an extension? You will have the option to edit the existing user and add the extension that you want to add. If any of your employees move to your office at a different location, you do not need to change anything; their existing extension will still work even if the physical location changes. If you have department extensions, you need to update your employees’ numbers if they switch locations or get a promotion. It is also easy to delete or remove users. If you no longer require the services of an employee or the extension assigned to them, you can simply delete their profile and make necessary updates to the auto attendant system. Even if your provider is not charging extra for phone extensions, you want to delete unused extensions for easy management. How To Dial A Number With An Extension? You can dial the phone extension in the same way as dialling a VoIP phone number. They only differ in the way internal and external calls are handled. Internal calls are referred to the calls originating within an organisation regardless of the physical location. It means the two employees in different offices or countries can talk to each other without any additional charges. Your employees can call each other by calling their extension numbers. Extension dialling is essential for your business if your team is dispersed in various locations. External calls originate from outside the organisation and go to an endpoint within a company. Your customer, suppliers and partners can reach your employees by dialling the extensions usually added to the main business phone number. Moreover, if the auto-attendant feature is enabled on your business, even callers unaware of the extension can be directed to the appropriate person. Within a business, not all individuals require a dedicated extension, while some may benefit from having one. Typically, high-level executives and positions such as receptionists require a fully-fledged virtual number. Conversely, individuals within a department, such as technical support or accounts, can manage with an extension. What Are The Benefits Of Telephone Extensions? VoIP services have numerous benefits, as they bring advanced tools to the table and act as game changers. Primarily because it brings all your communication under one umbrella. One significant benefit it offers your business is allowing you to assign extensions or virtual add-ons to your employees. Here are some most significant benefits of a phone extension: 1. Share Multiple Lines When your business grows, extensions become a necessity instead of a luxury. Small businesses can benefit from extensions instead of assigning a single line or number to every employee. The savings quickly increase whether you have ten or a thousand phone numbers. It is not only the price you have to pay for an extra line, but you also need additional bandwidth since hosted VoIP adds traffic to the network, and every extra line means more bandwidth. So, extensions help you make the most out of available resources. 2. Easy Internal Calling Extensions make it convenient for colleagues within a business to communicate with each other without the need to remember lengthy phone numbers. Instead of memorising complex numbers for each individual, a simple 3 or 4-digit extension can suffice. This convenience becomes particularly useful when a worker needs to interact with multiple teams throughout the day. Although this may not be significant for small businesses with few employees, shorter extensions make communication easier for everyone when dealing with larger teams. 3. Improve Productivity And Save Time Enabling extensions for individual users can result in significant time savings for organisations. It makes calling more efficient, and smaller extension numbers can also prove beneficial in other scenarios. With extensions, employees can transfer incoming calls to the appropriate person much faster, reducing the chances of mistakes as they only need to dial a few digits. This streamlined process can save valuable time and boost productivity within the organisation. Extension dialling can significantly expedite the process if you need to add a few users to an ongoing conference call. While saving a few seconds per call may not appear to be a considerable gain, the cumulative effect over a week, with numerous calls on your network, can be substantial. The productivity benefits of extensions are tangible and can positively impact the overall efficiency of your organisation. 4. Enhanced Mobility For Employees Location independence allows employees to work from anywhere, resulting in time saved on commuting and increased flexibility in scheduling. Working from home also allows sick employees to continue working without spreading illness. Phone extensions enable employees to work from multiple locations and stay connected while on the move. With mobile apps, employees can attend to customer calls without missing out on anything. 5. Enable Customers To Bypass Auto-attendant The auto-attendant feature benefits larger companies with several departments or divisions. It enables first-time callers or those who don’t have the correct phone number to reach the right person. However, returning callers familiar with the company’s structure may find it tedious to sit through. In such cases, extensions offer a swift and direct way for customers to contact the manager or account representative as long as they have the correct extension number. Conclusion – Telephone Extension In conclusion, telephone extensions are a crucial aspect of modern-day communication systems, allowing organisations to optimise their workflow and enhance productivity. They streamline communication by simplifying transferring calls, enabling remote work, and facilitating access to the right departments or individuals within the company. Whether you are a small business owner or part of a large organisation, understanding how telephone extensions work and how to implement them can help you improve your communication strategy and stay ahead in today’s fast-paced business world. By following the tips and guidelines outlined in this complete guide, you can take advantage of the benefits of telephone extensions and set your business up for success. 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Google Voice Personal vs Business: Which One Should You Use

Trying to understand the difference between Google Voice personal and business to determine if Google Voice plans to fit you well. Google Voice has been a leading telephone service since its release in 2009, and it continues to be a standout option for individuals and businesses. It enables users to make and receive phone calls, send text messages, and manage voicemails through a single phone number. However, there are two different versions of Google Voice: one for personal use and one for business use. It’s important to distinguish between the two and choose the one that best fits your needs. This article will explore the differences between Google Voice Personal and Google Voice Business to help you make an informed decision. What Is Google Voice? Google Voice is a wireless service provider that enables customers from various countries to obtain a phone number for making local calls, receiving voicemails, and sending and receiving texts. It is accessible across multiple devices, including computers and smartphones. In addition to the essentials such as spam filters, call forwarding, and backups, Google Voice also provides voicemail transcriptions and the option to block unwanted callers. Moreover, there are additional features available for purchase, including international calling. How Does Google Voice Work? Being a VoIP service, Google Voice uses Voice over Internet protocol to make and receive calls and messages. It is a flexible and fully virtual calling system that allows you to call from anywhere. In VoIP phone systems, voice signals are converted into digital signals transferred over the internet, connecting people. To start using such a phone system, you will need the following: A reliable internet connection: data plan or WiFi A device: smartphone, computer or tablet With Google Voice, users can enjoy free PC-to-phone calling within the United States and Canada and free PC-to-PC audio and video calls worldwide. Depending on the chosen plan, the customer can receive a virtual phone number, which may fully substitute the need for a physical SIM card. There are two main options from which you can choose; let’s explore these two options: 1. What Is Google Voice Personal? Google Voice Personal is designed for individuals who want to use a single phone number for all their personal communication needs. It offers a range of features that can make life easier for individuals, including call forwarding, voicemail transcription, and blocking unwanted callers. Google Voice for personal use is free, making it an attractive option for individuals who don’t want to pay for a separate phone line. However, there are some limitations to Google Voice for personal use. For example, it’s not designed for multiple users or devices. Additionally, it may not offer all the advanced features businesses require, such as call routing and recording. 2. What Is Google Voice For Business Use? Google Voice for business use is designed for companies that want to manage their phone communication more effectively. It offers a range of features that can help businesses improve their customer service and streamline their operations. For example, it enables businesses to route calls to different team members based on availability, set up custom greetings, and record calls for quality assurance. Google Voice for business use also integrates with other Google products, such as Google Meet and Google Workspace, making it easy to collaborate with team members. However, Google Voice for business use comes with a price tag. It costs $10 per user per month, making it more expensive than Google Voice for personal use. Additionally, businesses must consider security and privacy concerns, such as protecting customer data and complying with regulatory requirements. Google Voice Personal Vs Business Google voice personal and Business share similarities as both VoIP phone services allow users to make and receive calls over the internet. They also let users make unlimited calls using an internet connection from any device. But the free plan of Google Voice is not for business use, and that’s where the similarities end. Google Voice for Business is specifically designed for business owners. Here are the key differences between Google Voice personal vs business plans: i. Pricing And Fees You may already know that Google Voice Personal is free to use. You do not need to pay any charges for additional features and do not need to purchase a number directly. However, you must pay certain fees to port your number in or out and make international calls. If you are considering using the free version of Google Voice for your business, you may face many limitations. In contrast, Google Voice for Google Workspace is a paid plan, and you can choose one of the three plans to enjoy its features. Following are the paid plans of Google Voice: Starter It costs $10 per month, and the maximum number of users is 10. It allows users to make unlimited calls to Canada and the US. You can get voicemail transcription and call forwarding features with this plan. Standard It costs $20 per user per month It has more advanced features like ring groups and multilevel auto attendants. You can also record specific calls. Premium It costs $30 per user per month You will get automatic call recording and advanced reporting through BigQuery. It is important to note that to use Google Voice for business; you must also have a subscription to Google Workspace, which comes with a minimum cost of $6 per user per month for the basic version. To use Google Voice for business, you must pay at least $16 per user per month. Moreover, if your business requires features such as call recordings and shared responsibility for incoming calls, the cost of using Google Voice for business increases to $36 per user per month. In comparison, alternative options to Google Voice may offer the same features at a much lower cost. ii. Availability Google Voice personal is only available in the US. It allows you to make international calls but can not purchase a number outside the States. In contrast, Google Voice for business is available outside the US but is limited to specific countries, which include: Belgium Denmark France Canada Germany Ireland Portugal Spain Italy Netherlands Sweden (Stockholm, Malmö, and Göteborg) Switzerland UK Continental US Google Voice offers a SIP link that allows certain global locations to utilize their current cell phone carriers to place calls. When using your Google Voice number to make a call, you will consume minutes from your phone plan or be charged international calling fees depending on your subscription. iii. Multiple Numbers With the free plan, you can only have one Google Voice number per account. Moreover, you are not allowed to have multiple users on your account and see the activities of your team members. With Google Voice for business, on the other hand, you can have multiple numbers for a single account. However, toll-free numbers are not available with Google Voice at all. IV. Texting Google Voice is a messaging service designed for personal use, allowing users to send and receive SMS and MMS messages. However, its functionality is limited for business purposes, as it does not support mass texting or group chats with more than seven people. Additionally, sending MMS messages through Google Voice has certain restrictions, such as the ability to only send photos as attachments or links. Users may also encounter text limits and be blocked from sending messages without clearly indicating when or if they will regain access to their number. The text message option is available only within the UK. Google Voice for Google Workspace allows unlimited texting to anyone in the US. However, users must also be located within the US to send messages. Despite being a US-based customer, users can still not utilize time-saving features while texting. For instance, text message scheduling is only possible through the scheduling function in Gmail, and templated snippets are unavailable on all Voice plans. Additionally, automating specific touchpoints through text is not supported by Google Voice. If your small business relies heavily on SMS messaging, considering an alternative to Google Voice or exploring business texting applications may be worth considering. V. Ring Group Google Voice’s free plan lacks ring group functionality as it’s intended for personal use only. However, Google Voice for Google Workspace allows for ring groups to ring different devices and simultaneously ensure prompt call answering. This feature allows team members to share the responsibility of answering calls by simultaneously ringing specific groups of users. Ring groups can benefit businesses by allowing multiple team members to handle incoming calls simultaneously. For instance, a ring group can be set up to call all customer support team members at once, ensuring prompt customer service. However, Google Voice’s ring groups have limitations. In-app collaboration and group texting are not available, which can be found in other VoIP solutions. Ring groups cost a minimum of $26 per user per month, including the required Google Workspace subscription. Vi. Porting Cost Google Voice offers the option to transfer existing numbers to its free and Google Workspace versions. Business users can avail of this service for free, while personal plan users are charged $20 for number porting. If a personal plan user wishes to port out their number, they must pay an additional $3 unlocking fee. If they keep the number with Google Voice, there is no time limit or additional charge. Vii. Integrations With Google Voice’s free plan, connecting with any integrations is impossible. On the other hand, Google Voice for Google Workspace supports integration exclusively with other G-Suite members, such as Google Meet and Google Calendar. Presently, no other applications are supported, nor are there any plans for their integration in the future. Top VoIP service providers enable businesses to integrate with the tools in their technology stack. For instance, platforms like OpenPhone can assist in updating contact details in the company CRM. Moreover, they can facilitate building workflows that synchronize text and voicemail messages across various channels, including email and Slack. Viii. Contact Management Google Voice for Google Workspace is independent of your phone plan, making it convenient to separate your personal and professional numbers. In contrast, Google Voice’s free plan saves your business contacts in the Google Contacts app, synchronizing them with your contacts. As a result, there are no distinct notifications for work calls, and it could be challenging to differentiate between work and personal calls. It may lead to confusion about when to answer the phone and when to let it go to voicemail. Choosing Between Google Voice Personal And Business Use When choosing between Google Voice for personal use and Google Voice for business use, there are several factors to consider. Google Voice Personal may be the best option for individuals who want to use a single phone number for personal communication. It’s free to use and offers a range of basic features that can make life easier. However, Google Voice business may be the better option for businesses that want to manage their phone communication more effectively. It offers advanced features to help businesses improve customer service and streamline operations. Additionally, businesses must consider the security and privacy concerns of handling customer data. Conclusion – Google Voice Personal vs Business Google Voice is a powerful tool to help individuals and businesses manage phone communication more effectively. However, choosing the right version is important based on your specific needs. Google Voice personal is a great option for individuals who want to use a single phone number for personal communication. It’s free to use and offers a range of basic features that can make life easier. However, Google Voice may be the better option for businesses that want to manage their phone communication more effectively. It offers advanced features to help businesses improve customer service and streamline operations. Additionally, it’s important to consider the security and privacy concerns associated with handling customer data. Regardless of your chosen version, Google Voice is a great tool for managing phone communication. It’s easy to use, affordable and offers a range of features that can help you stay connected with your customers and colleagues. If you’re unsure which version to choose, we recommend trying both and seeing which one works best for your needs. With Google Voice, you can take control of your phone communication and stay connected wherever you go. Read More: What Is Professional Voicemail Greeting : How You Can Create One? Read More: What Number is Best for Small Businesses – 08 or 03?

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