10 Best Practices for Using Interactive Voice Response (IVR)

Interactive voice response (IVR) services is a tool that allows companies to better serve consumers by providing them with the information they need in real-time. However, there are certain things you need to take note of when using the IVR system for it to be effective.

The interactive voice response (IVR) menu on a business’s phone system is frequently one of the customers’ first contact points with the company. IVR systems provide a quick and straightforward solution for self-service issues such as bill payment and reduce the likelihood that calls would be routed incorrectly. However, the user experience is negatively impacted when IVR menus are either overly tricky or inefficient. This tutorial will teach you how to create an IVR menu system that enhances callers’ experiences and outcomes. These designs will be based on IVR design best practices.

Being stuck on hold is not just unproductive but also annoying for consumers

IVR systems can be beneficial for businesses in many ways. They can assist in enhancing customer gratification, increasing sales, reducing costs, and more. Here are some of the most important benefits of using IVR:

  • Efficiency – IVR systems can handle calls at a higher volume than live agents, which increases your business’s overall productivity. You don’t have to hire as many employees or take up office space to accommodate them.
  • Cost savings – A single employee handling 15 incoming calls daily would cost $120 per hour (based on an average wage). An IVR system could take 500 calls during that period at less than half that cost! Suppose you want efficiency but don’t want to spend money on equipment or training. In that case, this is something worth considering.
  • Productivity – An automated system won’t get tired or distracted like humans; they’ll continue answering questions until someone hangs up—no matter how long it takes!

The IVR system caters to consumers by providing information about products and services offered by companies, which in turn helps companies save a lot of time and effort

The benefits of using an IVR system are numerous. It saves companies a lot of time as they do not have to hire an employee or pay per minute for a telephone line at their office (if they don’t already have one). Also, since the calls are automated, agents can focus on other tasks, such as updating databases or scheduling appointments, instead of answering phone calls all day. Customers also benefit from this setup because they don’t need human interaction to access company services and products. They will type in their number or input voice commands into the machine while being guided through each process step-by-step until reaching their destination: getting what they want!

The following are ten practices that every company should take note of when using an IVR system

1. Don’t make it too complicated – The quality of the consumer experience will suffer if users cannot access the person or department of their choice when they want to do so.

In the long run, this will result in improved levels of client satisfaction, which, in turn, can assist your sales and boost your bottom line.

The most effective method for accomplishing this is to ensure that all of your selections are as simple to understand as is humanly feasible. This will ensure that none of your callers are confused about which button to press.

2. Make sure the voice sounds natural – You’ve undoubtedly come across a few IVR systems that sounded weird, and maybe even a couple that featured utterly synthetic voices. In any case, I’m prepared to wager that the event did not leave a favorable image on you as the person who made the phone call.

When your clients start interacting with a voice that appears to be coming from an old-fashioned IVR technology, they will immediately anticipate the worst possible outcome. Because of this, you should make it a priority to incorporate high-quality voices that have a natural sound into your IVR system.

Sadly, the vast majority of clients believe that IVRs provide an unsatisfactory experience for the end user.

To achieve a more natural flow in one’s discussion with a client, it is essential to use a voice that is as realistic as possible. Additionally, when the voice sounds like an actual person working in customer support, it helps clients feel more at ease, facilitating more accessible responses.

3. Give callers the option to speak with a real person as soon as possible – The vast majority of organizations do not want their IVR menus to provide callers with the option to connect with live personnel immediately. It is generally best to offer callers the ability to self-serve at the beginning of a transaction.

However, the worst thing you can do to your customers is to put them in an IVR “jail,” where they are forced to listen to an excessively long menu list or a variety of sales pitches. At the same time, they cannot connect with a live agent. This is also among the worst things that you can do to them.

It will not help you win their trust and probably annoy them to the point where they will hang up on the call. Giving callers the ability to speak quickly with a real person is a superior alternative that should be made available.


4. Make use of downtime by holding promotions and specials – As was just discussed, you have a minimal amount of time in which you may attempt to win over the confidence of your consumers before they are transferred to the representative or menu item they have selected.

5. Urge consumers to make connections through various alternative avenues – Emphasizing that you should reduce hold times to maintain an excellent caller experience. You may do this by utilizing multiple tools or methods, such as a hunt group or call forwarding, to instantly identify the first available member of your support staff.

6. Have a page on the website that answers frequently asked questions – Adding a FAQ page to your website, to which callers may be sent to both get them on the website and answer their questions, is a great way for your consumers’ experience.

7. Include both keypad and spoken alternatives in your service – Your interactive voice response (IVR) menu might benefit from having both keypad and spoken selections. This would still be another step in streamlining the user experience. Customers can select whether to respond with a voice command or by pressing numerical controls on their device’s keypad.

This option is helpful when you receive callers whose accents are challenging for your system to comprehend. An example is when they speak a dialect that is not widely spoken.

8. Include a callback option in the menu – Include a callback option as part of your system menu for another one of the best practices recommended for utilizing IVR. This will demonstrate to the people who call you that you appreciate the value of their time. It will also mean that you are willing to call them back rather than keeping them on hold until an agent is ready to talk with them.

9. Use an advanced IVR system – Choose an IVR that intelligently collects caller inputs and data if you want to get the most out of your interactive voice response system (IVR).

When a potential client phones your company, the IVR menu system prompts them with questions to establish a connection with the appropriate department.

10. Use caller analytics and questionnaires – When a consumer calls your organization, an excellent opportunity to learn what they want is presented through caller surveys and statistics. You may, for instance, include a brief poll at the end of each contact to assist you in determining the level of satisfaction experienced by particular callers.-d3leD1wWkraFjOxATkr6fSBpfU6icya_zB8ooqabNDmxIICyjLIath9cViOwTofKrZmh2Exv2Tu4SXsCKR82ECLVDdh077plgHwjtiObM7OuqbQ64YOpDH4eaB387rbOCbo6fnzADVZYV1VAFS6q_tQYSlgDWgpW1seA9dr84J0VHU-d5Rp-82Mo0mNZA


In conclusion, it is safe to say that interactive voice response (IVR) systems are here to stay. They have proven an effective tool for businesses by helping them manage customer care calls conveniently and cost-effectively. In addition, these systems allow consumers to receive the information they need without having to wait in long queues or go through unnecessary conversations with call center representatives.

Telnum is a cloud-based company phone system that gives you access to IVR and virtual number service, all in one convenient location. Because it is equipped with a cutting-edge business phone system, it has earned the respect of more than 90 nations throughout the globe.

So, if you want to expand your business with a robust communication system, contact Telnum immediately.