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How to Get Started with IVR for Easier Customer Surveys ?

  • Abhirami
  • 13 February 2024

https://www.c-zentrix.com/blog/ivr-customer-survey

Start IVR for customer surveys easily

Given the prevalence of social media and digital communication, it has never been easier for customers to express their opinions on the brands they use, favor, or despise. Customer experience has thus become a topic so relevant today. Customers are more likely to return for frequent purchases when they feel appreciated and valued. Earning that impression is not an easy task. Let's examine how IVR Solutions contributes to the efficiency of this journey.

But before we get further into the subject, you must first understand what an IVR is.

Content:

1. What is an IVR?

2. How does IVR Work?

3. What is an IVR Survey?

4. Types of IVR Surveys

5. What are the advantages of Interactive Voice Response?

6. How to use IVR for customer surveys?

7. Points to remember

 

What is an IVR?

A pre-recorded Interactive Voice Response system, also known as IVR, is a technology that enables you to automate the call process. Instead of using enumerators and paper questionnaires, it typically involves a telephone system that enables customers or survey participants to interact with the software by entering answers to questions through the keypad on their phone.

 

How does IVR Work?

- A client connects to a company's business phone number.

- The client is requested to provide the DTMF (Dual Tone Multi-Frequency) input and then the call is continued with a salutation and different Interactive Voice Response options.

- The client's request is captured and the system will fetch the information through pre-configured APIs or connect to the agent in the particular queue.

For example, the client may be put in touch with a support specialist or receive information about something they enquired.

 

What is an IVR Survey?

Using the same technology of IVR, surveys can be conducted to collect the customer input without any human intervention. It is one of the most economical and accurate way to conduct surveys.

 

Types of IVR Surveys

There are several methods to use interactive voice response surveys to enhance the customer experience.

Here are the top methods adopted commonly by contact centers.

1. Inbound IVR Survey

Via an email, letter or printed marketing material an invitation is sent to potential clients for participation. The client is requested to call in a phone number like a toll free number and requested to respond to the survey questions. This is known as an inbound IVR survey.

2. Outbound IVR Survey

In an outbound IVR Calling System survey, the consumer is contacted by an automated system to take the survey after their contact information has been gathered as part of a transaction. This is similar to the Inbound IVR survey except the call is made out from the brand or agency. C-Zentrix provides the CZ Callblast feature so that the IVR survey call can be initiated to a large population in a very short span of time.

3. Call Transfer IVR Survey

At the beginning of the support call, the consumers interacts with IVR Solutions and tries to get the resolution or gets transferred to the live agent. Once the transaction is complete, they are typically then transferred to the pre-recorded survey. Such surveys are usually done to understand the customer service experience.

IVR surveys for call transfers get quick feedback and brilliant customer comments.

4. IVR Hybrid Survey

A live agent invites customers to participate in an automated IVR survey. When a live representative is required to help explain the survey request or the survey content, this is a helpful practice.

 

What are the advantages of Interactive Voice Response?

IVR Service enables the quick and effortless gathering of client information in every contact center.

- It provides clientele with an efficient way to offer feedback and creates a personalized yet expert customer experience.

- IVR is the best way to save both agents’ and customers’ time.

- IVR systems are the ideal choice for large-scale surveys since they are quick, effective, and economic.

Companies across all sectors utilize surveys to get feedback from customers.

 

How to use IVR for customer surveys?

In contrast to listening to a contact center agent read out a questionnaire and record caller responses, the recorded nature of IVR surveys guarantees that each caller hears the same question and potential answers in exactly the same way. It reduces human mistake and response bias, speeds up analysis, and produces more accurate results. Respondents are more likely to answer precisely here.

Show Customers You Care

Offering a survey shows that your business values customer input and is ready to consider what they have to say, regardless of how frequently it is used. By providing customers with a quick and easy method of direct connection at the point of impact, IVR surveys are a terrific way for businesses to demonstrate to their clients that they value their opinions.

Shorter the better

The last thing any client wants is to spend a long time answering a series of questions that customer service executives have. After spending time on the phone with a contact center representative, expect that your client is now ready to hang up. Customers are more likely to abandon a survey if they think it is taking too long. Limiting the IVR Service timeframe to five questions or less than one minute is the best. Before the survey begins, you should let the consumer know how many questions there will be and how long it will probably take. You can add an open-ended question to the survey's conclusion to capture any additional insights the respondent may have.  SurveyMonkey suggests that if a respondent begins answering a survey, there is a sharp increase in drop-off rate that occurs with each additional question up to 15 questions.

Prepare an IVR survey

After you've designed your survey considering all parameters, you'll need to build your Interactive Voice Response System survey, which entails designing the IVR menu, the questionnaire, rating scales and recording the audio questions. C-Zentrix IVR wizard helps you in creating IVR surveys from the admin panel.

Utilize the right rating scales

Surveys of customer satisfaction are frequently scored on a 1–10 scale, which from an analytical perspective catches some nuances. These scales can be challenging for an IVR survey because they ask respondents to enter a two-digit rating using the phone's keypad. For instance, if the system receives a rating of "10," it might not store both digits and instead record "1." Some suggest using a 5-point scale or even a 7-point scale to prevent this issue. The IVR technology should permit sufficient response time and/or validation of the entered scores if a 10 point scale is utilized. Also remember the rating scale should be odd numbered to help in assessing the survey result.

Review your Findings

You must assess the findings of your survey once it has been completed. In C-Zentrix, the IVR Calling System survey report is available. After your survey is finished, it's time to gather and analyze the data. Depending on the volume of data and the complexity of the analysis, this can be done manually or with specialized software.

You may also analyze a few questions like,

- What percentage of people actually responded?

- How many individuals finished your survey on an average?

- How much time did it take them to complete the questionnaire?

- Over the course of an hour or day, how frequently did respondents hang up before finishing their section of the survey?

 

Points to remember

Remember this is not the place for your Interactive Voice Response to display its vocabulary skills. Prepare the script that will be read out by the IVR system, in such a way that they are brief and simple to understand. Test your system before going live to make sure everything is functioning properly with your IVR survey.

 

Conclusion

One of the best methods for gathering client information is Interactive Voice Response (IVR). Customers are given the option to choose their preferred language, and staff are relieved of tedious responsibilities. Employing IVR surveys gives brands an understanding of their clients suggestions and needs. Companies may then provide better customer service and foster brand loyalty as a result of this transparency.

 



Author Bio:  Abhirami is a passionate writer whose forte is communication, possesses strong leadership qualities, and is often kind.



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