Voice broadcast dialer
Need to spread the word quickly? A voice broadcast dialer speeds through your list of contacts and delivers a clear, consistent message to each one.
If you need to send out an alert, a reminder, or a marketing promotion, voice broadcasting is a quick and cost-effective method (and it’s more personal than text). It’s just one of the smart features you get with RingCentral RingCX, which has you covered for all contact center activities.
But precisely what is a voice broadcasting dialer? How does it work? And what are the many uses of voice broadcasting? Let’s find out—and discover why RingCentral is the best tool for the job.
What is voice broadcasting?
Voice broadcasting is a method of mass communication that enables organizations to send out pre-recorded audio messages to large numbers of people simultaneously. Instead of sending them manually, an automated system dials the numbers from a contact list and plays the recordings.
Senders can record their own audio messages or use text-to-speech technology. It’s also possible to personalize a voice broadcast by including recipient names and other details in the messages.
A voice broadcast dialer is often part of an outbound call center solution, alongside other types of auto-dialer technology. The sender can allow recipients to respond to messages by connecting with an IVR menu or a live agent if needed.
Use cases for voice broadcasting software
There are numerous reasons why a business or organization might deploy a voice broadcasting system. Here are some common use cases:
- Marketing/sales campaigns: Businesses often use voice blasts to send promotional messages, including limited-time offers and VIP deals to specific customer groups.
- Appointment reminders: Sending automated voice reminders for upcoming appointments or reservations helps to reduce no-shows, which is ideal for healthcare and hospitality.
- Payment reminders: Companies can give customers a heads-up about upcoming bills and remind them politely to make outstanding payments.
- Service announcements: Utilities providers and transport companies can alert customers about service interruptions and outages, planned maintenance, and travel delays.
- Customer service: Ecommerce and retail businesses use voice broadcasts to provide order confirmations and shipping updates, and inform shoppers of holiday opening hours.
- Employee communications: In any organization, voice blasts are a reliable way of disseminating information like HR announcements and updated policies.
- Emergency alerts and public service announcements: Voice broadcasting allows you to alert entire towns or regions about weather warnings, public health information, and school closures.
- Surveys and polls: All businesses can gather feedback by sending out surveys and polls via voice message and inviting recipients to respond.
- Political messaging: Political parties and candidates use voice broadcasts for canvassing and raising funds.
- Fundraising: Charitable and nonprofit organizations also request donations and volunteers via voice blasts.
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Benefits of voice broadcasting
Voice broadcasting is a fast, easy, and cost-effective way of getting your message out there, benefiting both senders and recipients. Let’s take a look at the key advantages:
One major benefit is that voice broadcasts allow you to share information with hundreds or thousands of customers at the same time. You don’t have to wait for agents to become available to make outbound calls as everything happens automatically.
Not everyone has a smartphone or a computer for email or instant messaging, but pretty much everyone can receive messages via phone call. No matter where they’re located or what phone they have, you can quickly reach customers, employees, or citizens.
Unlike text-based communication, voice broadcasts are accessible for people with visual impairment or low literacy. You can also send messages in different languages, and reach a specific audience group if necessary.
Auto dialer voice broadcasting is a huge time-saver for agents. If they had to go through a database and call every recipient manually, it would take forever—which is no use for sending urgent alerts or time-sensitive promotions.
You’d also need to employ thousands of agents to get the job done (and find premises large enough for them all to work), incurring high costs to the organization. But with an automated system, you can achieve a wide reach without massive resources.
This method is scalable for all sizes of campaigns. Once the message is recorded, and you’ve scheduled the broadcast to go out at a specific time, the voice broadcasting app handles the rest of the process.
Following on from above, reducing manual labor for agents boosts productivity for the whole contact center. When you automate outbound calling to deliver simple information and updates, agents don’t have to spend their time on repetitive tasks.
Instead, they can put their efforts into more worthwhile activities, such as handling interactions that require a human touch. For example, rather than manually dialing number after number, they can answer those recipients who respond to the voice broadcast via callback or Press-1.
The best voice broadcast software also comes with analytics to measure the success of campaigns. This means you can run tests to see how people respond to your messages, and make adjustments before wasting time and money on a flawed campaign.
Another voice broadcasting software benefit is that automation vastly reduces human error. Even the most efficient agent would make the odd mistake if they had to dial a long list of phone numbers by hand, with each misdial wasting valuable seconds.
Also, if agents had to speak to each recipient individually, there’s a risk that they might get some of the details wrong or leave out crucial information. This could ruin a promotional campaign, and would be disastrous in an emergency.
Voice broadcasting means that every recipient receives exactly the same message with the right information, so there’s no room for misunderstanding.
Whenever you send out communications from your company—especially if it’s a marketing campaign—the messages need to reflect your brand voice. Voice broadcasting enables this to happen, because automation = consistency.
You can ensure that each broadcast sticks to your usual tone and language, which is all part of building a strong brand personality. Plus, when they recognize a message as coming from your company, recipients know that they can trust its content.
There’s still room for flexibility, though. You can personalize messages, group them for specific customer segments, and change the content whenever you need to.
More than just the best voice broadcasting software
The benefits of voice broadcasting are clear, but imagine what you could achieve if you combined it with a full-featured contact center solution. That’s what RingCentral RingCX offers: omnichannel contact center software, with a host of advanced features on top of voice broadcast dialing.
Depending on the type of campaign you’re running, you may want to use a different sort of automatic dialing. Alongside auto dialer voice broadcast software, RingCentral RingCX comes with predictive, progressive, and preview dialing (and even manual dialing options if you need them).
Predictive dialers use algorithms to predict when each outbound agent will be ready for an interaction, and the likelihood that the customer or prospect will answer. The system dials the number but only connects to the agent when the recipient picks up.
Progressive dialers are programmed to wait a set amount of time between calls, giving agents time to complete their post-call tasks before auto-dialing the next number. Preview dialers provide information to help agents personalize the call, and agents initiate each new call once they’re ready.
Whether your contact center is inbound or outbound, supervisors can access a raft of tools for monitoring calls and evaluating overall and individual performance. They can assess calls in real-time and afterward, making sure that agents are meeting quality standards and goals.
Supervisors can view live calls on a dashboard, monitoring multiple teams and remote agents. They can choose to listen in on calls and offer immediate support via whisper or barge-in features—or even take over the call if necessary.
It’s also useful for new agents to listen in on more experienced sales team members, while call recordings help supervisors to deliver tailored training and view trends in customer inquiries. It’s easy to dig into real-time and historic metrics such as talk time or number of queued calls, too.
RingCentral RingCX comes with built-in AI Assist, which helps agents by providing immediate answers to customer queries. It instantly pulls in the relevant information from your knowledge base, giving agents confidence and improving performance.
With the data at their fingertips, agents don’t have to pause calls while they search for answers or transfer callers to colleagues. This reduces average handle time (AHT) and increases first contact resolution (FCR). AI Assist is ideal for new agents and also contributes to better retention rates.
AI also generates summaries and transcripts to help supervisors monitor multiple interactions. Meanwhile, they’ll receive live AI alerts to negative customer interactions through sentiment analysis, enabling them to take action.
Modern contact centers need to offer a range of channels, not just inbound and outbound phone calls. RingCentral RingCX gives you 20+ digital channels besides voice, and lets you manage all interactions in one place with customizable dashboards.
You can easily add new channels to meet customer demand, and agents can hop between them without losing the thread. Self-service options are powered by AI, providing instant context if the virtual conversation transfers to a live agent.
With RingCentral RingCX, you have access to more than 400 pre-built integrations with popular business apps. These include CRMs (which are valuable for syncing contact lists for voice broadcasting), customer support tools, marketing automation, and online storage.
Integrations mean agents don’t have to toggle between different apps to complete their tasks, which streamlines workflows and boosts productivity. If you don’t see your favorite app listed, you can build your own integration with APIs.
Voice broadcast dialer frequently asked questions
A voice broadcasting system is an automated system for contacting multiple recipients simultaneously, by sending pre-recorded audio messages to their phones. Businesses and organizations use it for promotions, reminders, announcements, and alerts.
First, you create a list of the people you want to contact—customers, employees, or community members. You can segment this list for specific campaigns. Then you record an audio message for the target audience, and set a date and time for the broadcast.
At the appointed time, your voice broadcasting dialer initiates calls to everyone on the list, and plays the message when recipients answer. If recipients need to respond, they can do so via keypad commands or speech recognition.
It is possible to purchase standalone voice broadcasting software. But these aren’t the best voice broadcasting apps. You’ll get far more benefits with a comprehensive solution like RingCentral RingCX, which offers voice broadcasting among multiple features for your inbound and outbound call center.
The precise details will depend on your provider. But if you choose an intuitive solution like RingCentral RingCX, you’ll find it’s simple to get started with voice broadcasting. Because the platform uses VoIP technology, you won’t need a modem or a physical phone line. Just download the software, log in, and start configuring your auto-dialer settings.
Automated tech can seem impersonal, but you can humanize your voice broadcasts by personalizing messages and by ensuring high-quality audio and professional delivery. Another concern is the timing of messages—but time zone-conscious scheduling avoids waking anyone in the middle of the night.
Auto-dialers are legal in the USA, as long as you abide by the Telephone Consumer Protection Act (TCPA). You can’t use “robocallers” that store or produce phone numbers using a random or sequential number generator. RingCentral RingCX has built-in TCPA compliance-supporting tools, plus DNC (do-not-call) list integration that lets customers opt out and displays their choice to agents.
You could dial every number by hand. But it’s much faster and more cost-effective to use auto-dialers, including voice broadcasting. That way, you can contact hundreds or thousands of people at once, without using up resources or making errors.
Get started with a voice broadcast dialer and a whole lot more today
Not just voice broadcast dialer software: RingCentral RingCX is your full-featured platform for contact center success.