An automated voice messaging system is beneficial for all types of businesses, particularly for call centers. It enables businesses to instantly transmit pre-recorded or text-to-speech messages to a list of contacts, significantly enhancing communication efficiency and saving resources.

Want to know more information about an automated voice message? In this blog post, Solvea explores the automated voice message system from all aspects, including its definition, benefits, setup, use cases, and best practices.

What Is an Automated Voice Message

An automated voice message is a completely new telecommunication system that allows businesses to send a pre-recorded message to contacts. Then the recipients can interact with the message using keypad commands or voice commands, also known as Interactive Voice Response (IVR).

This system is widely used in all industries for various purposes, such as providing information about product updates, informing customers about holiday hours or store closing times, and even prompting products. It streamlines the communication process by delivering consistent and efficient text-to-speech messages to customers on a large scale.

Here are the key features of automated voice message systems:

1. Pre-recorded messages: They can customize audio messages and greetings that align with your specific business needs.
2. Schedule time-based messages: send important messages to customers automatically at a scheduled optimal time, increasing engagement and effectiveness of customers.
3. Text-to-Speech technology: enables you to convert written text to spoken words for dynamic and personalized communication.
4. Tracking and analytics: monitor the performance of automated voice messages and analyze the delivery rates and recipient interactions, which help businesses refine communication strategies.

How Does an Automated Voice Message System Work

An automated voice message system works by a combination of processes, including voice recording, automated dialing software, message delivery, and database integration. Here’s how a general automated voice message app works:

Record Sound in Advance

Determine and record what voice message you want to send beforehand. These pre-recorded messages should be crafted and cover all important talking points. To ensure consistent and accurate communication, you can start with a script and convert it into a spoken message.

Set up Automated Dialing

Then the system uses auto-dialers to reach a list of phone numbers without manual input. This process can quickly connect to dozens and even hundreds of contacts. It not only saves your team valuable time but also reduces errors created by human input, making sure the message reaches the right people without unnecessary delays.

Deliver Pre-recorded Messages

Once the call is connected, the pre-recorded message you have prepared starts playing right away. This process reduces the time spent on repeating the same information to different contacts.

Cloud Integration

Many AI-driven automated voice message generators are cloud-based, removing the need for physical hardware deployment. It provides businesses with flexible and scalable solutions to send a bulk of voice calls as needed.

How Automated Voice Message Benefits Your Call Center

For call centers, automated voice message systems allow businesses to maintain contact with customers without extra agents, which significantly enhances productivity and cost-effectiveness. Here’s how an automated voice message system benefits call centers.

1.Reduce Operational Costs on Manual Dialing

An automated voice messaging system can automatically dial a large number of calls at the same time and play recorded messages, reducing the need for manual dialing and freeing live agents from repetitive workloads.

Thus, call centers can rely on the system to handle extensive calls without human intervention, which reduces staffing costs. Besides, this automated process reduces errors created by humans and ensures consistent messaging for callers.

2.Scale Call Volumes Without Extra Staff

One of the greatest benefits of the automated voice messaging system is the ability to increase call volume without additional staff. It allows companies to make thousands of calls simultaneously without hiring more agents. As a result, companies can maintain high productivity levels while keeping costs under control.

3.Improve Customer Engagement

The automated voice message can help enhance customer engagement and satisfaction by ensuring timely and effective communication. For example, businesses provide their customers with instant updates on their products, deliveries, or service changes to keep them engaged.

4.Optimize Future Operations

With the call tracking feature, automated voice message systems can track the call completion rates and engagement metrics to analyze customer behaviors. By analyzing call outcomes and collecting customer feedback, companies can identify the trends and areas for improvement.

How to Set up Your Automated Voice Message

Now, it’s high time to set up your own automated voice message. This process varies depending on different automated voice message generators. Here, we will guide you through detailed steps for the setup based on business needs or personal needs.

For Business Use

Setting up an automated voice messaging system for business use is relatively complicated. The most important thing is to configure call routes and specify the right phone number for each department or user. The process involves several essential steps, starting from choosing an appropriate automated voice message generator to recording messages. Let’s dive into them right now.

Step 1. Choose an Appropriate Automated Voice Message App.

First of all, you need to choose an appropriate generator that matches your business's demands and goals. There are various choices for advanced business needs, such as DialMyCalls, Dialpad, OpenPhone, CallHub, etc.

To choose the right one, you should take all factors into consideration, such as key features of the provider, caller intent, business goals, integration, security, ease-of-use, and budget.

Step 2. Set up your account and upload contacts.

To give you an intuitive process, we intend to show you the specific details about the setup. Let’s take DialMyCalls, for example. It is a comprehensive automated voice messaging app that offers a reliable texting and calling service for sending bulk notifications.

1. Visit the official website of DialMyCalls and create an account.
2. Sign in to your account.
3. Navigate to the “Contact” sector from your dashboard.
4. Use the “Quick add” feature to manually add your contacts. If you want to import an Excel or CSV file for the contacts list, select “Upload List” to add the file.

Step 3. Record your voice messages.

Recording your own voice message brings communication to life. Most automated voice messaging apps provide multiple options for message recording, such as phone call recordings, uploaded audio, and text-to-speech.

For example, to record your voice message on DialMyCalls, you can go to the “Recordings” section and record messages through your phone. Alternatively, you can upload a pre-recorded message in MP3 or WAV format or use the text-to-speech feature to convert a script into an audio file.

For Personal Use

Well, if you just want to set up an automated voice messaging system for personal use, you can try the Google voicemail greeting generator. It can store a recorded voice message when you can’t answer your phone, allowing others to leave a message for you to retrieve later. Here’s how to set up voicemail on a phone using the Google Voice app.

Step 1. Record a New Greeting.

First, you need to create a new greeting message for callers. If not, callers will hear the default greeting.

1. Open the Google Voice app on your phone.
2. Tap the “Menu” icon at the upper left corner and select Settings.
3. Navigate to the Voicemail section and tap Voicemail greeting.
4. Tap Record a greeting and hold the Record icon, then start recording your greeting.
5. Once done, tap Stop to finish the record.
6. Tap Save and name the greeting. Also, you can play or redo the recording if you need.

Step 2. Manage Your Greeting.

If you want to use a different recording or switch back to the default one, just follow the guide below:

1. Launch the Google Voice app again and navigate to the Settings menu again.
2. In the Voicemail tab, tap Voicemail greeting.
3. Tap the three-dot icon next to the greeting you want to use and choose Set as active.

Use Cases of Automated Voice Messaging Systems

Nowadays, automated voice messaging systems are widely used in all walks of life. They offer effective tools for businesses to communicate important updates and information with customers and staff.

From internal business updates to customer communications, these systems can easily deliver messages related to product updates, promotions, appointment reminders, and payment reminders. Here are main use cases of these systems.

Case 1. Voice Payment Reminders

One of the most common use cases of an automated voice message system is to send payment reminders to customers. It is an effective approach for businesses to improve cash flow and reduce overdue accounts.

For example, these voice payment reminders are great for financial institutions like banks to inform their customers about contract expiration or payment due dates. An effective payment reminder should be concise and cover all essential details using a friendly tone.

Case 2. Voice Appointment Confirmations

Automated voice message systems can help reduce the “no-shows” rates by promptly confirming appointments with customers. These messages remind clients of their appointment times and enable them to schedule as needed, significantly improving appointment management.

To improve your customer satisfaction, the confirmation message should allow clients to cancel or reschedule in an easy and fast way. In addition, your client will appreciate a message with appointment data, time, location, and other details.

Case 3. Voice Satisfaction Surveys

Collecting customer feedback is an essential step for business to improve customer satisfaction. Automated voice message systems can conduct phone surveys and gather customer feedback in time.

Businesses can send a short and attractive voice survey to their customers through the systems, then analyze customer feedback and identify the pain points that affect customer satisfaction.

Best Practices for an Effective Automated Voice Messaging System

To ensure an effective automated voice messaging system, businesses show follow the best practices proven by various industries. This guide helps you improve client engagement while maintaining quality and compliance.

1.Clarify all essential elements in the voice message.

There are some essential elements that should be included in the automated voice message.

1. Start the message with your business name.
2. Offer clear next steps, such as directing customers to voicemail boxes.
3. Provide additional contact methods, like website information or email.
4. Keep the message concise to prevent clients from losing interest or hanging up.

2.Assure message quality.

It’s also important to ensure the quality of the automated voice message. Here are useful tips for that:

1. Test the message before final execution to ensure clarity and effectiveness.
2. Update the contact list regularly to ensure compliance and accuracy.
3. Monitor the recipient response rate.
4. Optimize message content regularly based on performance analytics.

3.Choose the reliable service provider.

Crucially, a reliable service provider can help you maximize the benefits of an automated voice message system. It has a profound impact on your overall investment return and communication effectiveness. These evaluation criteria can help you make a right choice.

1. Clear pricing structure.
2. Scalable volume plans.
3. Additional services, like email and text messages.
4. Integrations with other systems.
5. Message delivery success rates.

Automated Voice Message FAQ

1.What’s the best automated voice messaging system for businesses?

There are a variety of automated voice message system providers for different business sizes. For small and mid-sized businesses, Community Phone, DialMyCalls, and Grasshopper are ideal. For large businesses, you can choose RingCentral, CallFire, VoiceShot, and more.

2.What is the automated voice call system?

Automated voice call system is a process that allows businesses to handle a high volume of inbound and outbound calls using IP telephony technology. It includes many powerful features, such as intelligent call routing, predictive dialing, and recorded voice broadcasts.

3.How to set an automated voicemail on iPhone?

On iPhone, you can use the built-in voicemail system to set up a voice message. To do that, tap the Voicemail option at the bottom right of the screen, select Set Up Now, create your password, and record a custom greeting by following the on-screen prompts.

4.What’s the best free voicemail greeting generator?

Now, most voicemail greeting generators leverage AI-powered text-to-speech and natural language processing to create custom voicemail. Some of the top generators include ElevenLabs, TopMediai, OpenPhone, FlexClip, etc.