How to choose the best call management software

by | Dec 4, 2023 | Technology | 0 comments

In the ever-evolving landscape of business communication, the role of call management software has become increasingly pivotal. These systems act as the orchestrators of the intricate dance between businesses and their clients, managing inbound and outbound calls seamlessly. The need for such software is evident, but how does one navigate the plethora of options to choose the best call management software for their specific needs? Let’s unravel this mystery together.

Understanding the Basics: What is Call Management Software?

Before delving into the considerations for choosing the right call management software, let’s grasp the fundamentals. Call management software is the technological backbone that coordinates, routes, and handles both incoming and outgoing calls. While initially designed for large-scale operations like contact centers, its applicability has extended to businesses of all sizes, making it an invaluable asset in the realm of communication.

  1. Skill-based Routing: Directing Calls with Precision

In the intricate world of business operations, not all calls are created equal. Skill-based routing is the superhero feature that ensures each call reaches the most suitable agent. Imagine running an insurance company where calls could range from purchasing coverage to making claims. Skill-based routing allows you to customize the system, directing each call to an agent trained to handle specific queries. This not only enhances customer satisfaction but also boosts agent confidence, leading to quicker resolutions.

  1. Interactive Voice Response (IVR): Empowering Callers and Businesses

Pairing harmoniously with skill-based routing, Interactive Voice Response (IVR) empowers inbound callers to navigate to the right department independently. This is the friendly automated voice that greets callers and presents them with options to select using their telephone keypad. IVR not only streamlines the call flow but also has evolved to include virtual agents and even machine learning-powered interfaces. Beyond inbound calls, IVR’s use in outbound campaigns has surged, enabling companies to engage with customers efficiently without agent involvement.

call management system

  1. Omnichannel Functionality: Seamless Multi-Channel Communication

Omnichannel functionality has revolutionized how businesses manage calls and customer experience. While multichannel communication (via voice, email, SMS) has been the norm, omnichannel takes it a step further. It provides agents the ability to switch between channels seamlessly using one interface. This not only simplifies agent tasks but also accelerates the customer journey. Imagine an agent confirming a phone order while simultaneously sending a confirmation email and setting up SMS notifications, all within a single application. As new channels like WhatsApp and Messenger emerge, checking for their inclusion becomes crucial.

  1. Workforce Management: Agile Coordination of Resources

High-volume call scenarios demand agile workforce management. Call management software should enable businesses to swiftly organize agent resources based on current needs. For instance, if there’s a sudden influx of calls in customer service and a shortage of agents, a robust workforce management function lets you reassign agents from other teams promptly. This adaptability is particularly crucial for dedicated call or contact centers handling diverse campaigns simultaneously.

  1. Call Analytics: Insightful Performance Evaluation

The heart of call management software lies in its ability to provide insightful analytics. Call analytics offers a comprehensive understanding of performance through data across various call parameters. Metrics like the total number of calls, average call duration, calls in queue, and call resolutions are vital for gauging the effectiveness of your call operations. Look for customization capabilities in call analytics; the ability to include new, custom metrics ensures that your unique business goals are addressed.

call management system for small business

  1. CRM Functionality: Elevating Customer Relationships

A Customer Relationship Management (CRM) system enhances interactions with customers, spanning sales, customer service, and relationship nurturing. In the context of call management software, a robust CRM feature allows operators to access relevant customer information instantly during a call. This holistic view aids in providing tailored interactions, ultimately elevating the quality of customer experience. Integration capabilities with preferred CRM tools, such as Salesforce or HubSpot, add another layer of efficiency.

  1. Power and Predictive Dialing: Fueling Outbound Campaigns

For businesses engaging in outbound campaigns, power, and predictive dialing are game-changing features. Power dialing allows you to efficiently work through a list of contacts, sequentially dialing numbers. Predictive dialing takes it a step further by connecting agents only to live calls, maximizing talk time. These features are indispensable for optimizing outbound campaigns and should be pivotal in your call management software decision.

  1. Call Recording and Whispering: Enhancing Quality Assurance

Call recording is a valuable tool for logging call audio files securely, aiding in training, quality assurance, and issue management. Some software goes beyond by combining audio recording with screen capture for enhanced context. Whispering allows supervisors to listen in on live calls, guiding agents without the customer’s knowledge. Both features contribute to agent development and overall quality improvement.

  1. Voicemail and Callback: Empowering Customer Choice

Voicemail ensures that customers receive information when calls can’t be answered or fall outside office hours. Providing a callback option, where customers can request the company to get back to them, adds an extra layer of positivity to the customer experience. These features contribute significantly to customer satisfaction and should not be overlooked.

call management system for small business

Choosing the Right Call Management Software for Different Needs

Armed with an understanding of key features, let’s explore recommendations for various needs:

  1. Best All-Rounder: VCC Live

VCC Live emerges as a cloud-based contact center software catering to a spectrum of needs. With powerful built-in features, VCC Live is the preferred platform for giants like Vodafone, DHL, Decathlon, and SYKES. Offering a fully customizable platform without requiring user coding, VCC Live stands out for its usability across customer service, sales, and debt collection.

  1. Best for Small Businesses: Grasshopper

Grasshopper serves as a virtual call management system tailored for small businesses aiming for a professional image. Ideal for solopreneurs and startups, Grasshopper enables the transformation of personal phone setups into small-scale call management functions.

  1. Best SIM-Based Call Management Solution: Runo

Runo Call Management CRM stands out as a SIM-based Call Management App with an in-built CRM. Utilizing a GSM SIM as the calling medium, Runo empowers businesses with tools like Auto Dialer, live team status tracking, and real-time call analytics. Its user-friendly interface, hassle-free setup, and seamless integration with popular CRM tools make it a top choice for comprehensive call management solutions.

  1. Best for Free: Freshdesk

Freshdesk by Freshworks offers a free contact center solution to kickstart customer support. While the free package has limitations, it provides features like inbound caller ID, custom greetings, call metrics, and desktop notifications. Freshdesk’s paid options afford more features and have garnered partnerships with brands like Deichmann, Delivery Hero, Bridgestone, and Fiverr.

Conclusion: Empowering Businesses through Informed Choices

Choosing the best call management software is not a one-size-fits-all endeavor. It requires a nuanced understanding of business needs, a foresight into future requirements, and a keen eye for features that enhance both customer experience and operational efficiency. As businesses continue to navigate the ever-changing landscape of communication, the right call management software becomes a strategic ally, fostering growth and success. Explore the possibilities, weigh the options, and empower your business with a call management solution that aligns seamlessly with your vision and goals.

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