Introduction
Businesses are always seeking ways to enhance their productivity in a world where competition is intensifying. One problem that people often forget about is how to handle incoming calls on a business phone system. In fact, many companies still have a receptionist handling all incoming calls, which can be a big waste of time. Using an automated phone menu, also known as an IVR or virtual receptionist, may be an efficacious solution to this problem.
What is an automated IVR receptionist?
IVR, or Interactive Voice Response, is a technology that routes incoming calls to the appropriate teams or individuals through an automated phone menu with voice prompts. Often referred to as a virtual receptionist, this system directs callers to the right department or employee without human assistance. It also supports features like call routing and call forwarding, making it easier to manage high call volumes. This tool allows your staff to focus on more relevant tasks and provides faster, more professional service to customers.
Key figures: receptionists vs IVR
According to a recent study, around 42% of SMEs employ a full-time receptionist, dedicating many hours each week to answering incoming calls. When a receptionist is not tied up managing phone calls, they can perform other tasks such as organizing meetings, greeting clients, or handling general administration. By implementing an IVR system within a cloud-based phone system, a company could increase staff productivity by an average of 25%, while also reducing missed calls and improving the overall customer experience.
Increased productivity through automatic call routing with an automated IVR receptionist
Automating call reception may seem impersonal at first, but it offers clear operational advantages. For example, a major telecommunications company saw its average call response time drop by 20% after implementing IVR, while freeing up employees to focus on more complex tasks.
The VoIP solution: cloud business telephony with VoxSun
VoIP, or Voice over IP, enables calls to be made over the internet rather than traditional phone lines. When paired with IVR, a VoIP business phone system becomes a powerful productivity tool. VoxSun is a cloud business telephony provider offering a modern cloud phone system designed to simplify call management. With features like automated greetings, call routing, and flexible call handling, VoxSun helps businesses manage communications more efficiently while maintaining a professional image.
Conclusion
The automated IVR receptionist offers multiple benefits, including increased productivity and a more professional image. Combined with the use of a cloud business phone operator like VoxSun, it can truly transform the way your company manages its calls.
If managing incoming calls is slowing your team down, get a free analysis to see how VoxSun’s automated IVR and cloud business phone system can route calls more efficiently, reduce interruptions, and help your staff focus on higher-value work.
Jeremy Pastel