While you probably don't think twice about making an outbound call to a customer, have you ever considered how much time you'd save if a machine did the work for you? Put the phone down if you haven't already please. Because a tool like that already exists – it’s called an auto dialer software.

All About Auto Dialer Software

An auto dialer software is a piece of software that automatically dials phone numbers from a list of your prospects in sales list and get the job done for you. When the call is answered, the auto dialer software connects the caller to either a live person or a prerecorded message.Auto dialer software is usually used in jobs that require a lot of repetitive phone-calls, such as sales, call centres, healthcare, hospitality, and even education.

The goal of using software such as auto dialer software is to eliminate the need for users to waste time manually dialling each phone number they need to call. This allows them to concentrate more on the content and successful delivery of their message.

Users will need a computer, a voice modem, and an active telephone line to fully benefit from auto dialer software. There are, however, cloud-based auto dialer software options depending on the tool you choose to implement.

Types Of Auto Dialer Softwares

Auto dialer software is classified into three types: preview, power or progressive, and predictive. The one you choose should be based on your business function and how you intend to use auto dialer software to support it.Here are some descriptions to help you make an educated purchasing decision.

Dialer with Preview Option

A preview dialer allows users to choose whether to make an outbound call or not. An alternative would be a dialer that calls the next number on the list without giving the user a choice.

Preview dialers are used when the user wants to preview some information about the person they are about to call before starting auto dialling. This allows for greater personalization and preparation for customer interactions, whether they are discovery calls or follow-up messages.

Preview dialers are an excellent choice for conversations that will necessitate specific customer information. A preview dialer is your best bet if your outbound calling strategy is on a smaller scale, requires handling complex customer situations, and prioritises quality over quantity.

PowerPacked or Progressive dialers

Progressive (or power) dialers differ from preview dialers in that the user cannot choose whether or not to place the next call. Instead, once the previous call is completed, the dialer immediately places the next one.

They are more quantity-oriented than preview dialers. So, if you want to connect with as many customers as possible at once, a power dialer is the way to go forward

Predictive dialers

A predictive dialer boosts efficiency by dialing multiple phone numbers at once. But don't worry, you won't be expected to speak with multiple customers at the same time.

Predictive dialers use a pacing algorithm to determine when the user is finished with their current call and then place the next one before the user finishes the entire sales call script.

Predictive dialers are the most efficient way to connect with as many people on the other end as possible, and on a large scale. However, if you want to have more detailed conversations that require some preliminary research, it's probably not the best option for your company.

Auto Dialer Software Features

Auto dialer software is jam-packed with features that will assist you in having as many meaningful customer conversations as possible. When choosing a product, look for the following features to ensure the best possible experience.

1. Unproductive Number Detection

Auto dialer software technology can detect when a phone number on your list isn't worth calling right now, and it can route calls to voicemail, an answering machine, or a busy line.

Unproductive number detection saves a lot of time. You don't have to remove the number entirely from your list, but doing so lets you know that your time is better spent calling someone else for the time being.

2. List Filtering

Many people will request to be added to your do not call (DNC) list. You must respect those wishes as a business that does not want to ruin its relationships. Fortunately, auto dialer software can filter your lists so that people on your DNC list are not contacted from that point forward.

3. Integration

Auto dialer software can work in conjunction with other software that handles customer contact information. Your customer relationship management (CRM) solution is arguably the most important. CRMs are tools that businesses use to track customer data, such as previous interactions with your company, preferences, and position in the buyer's journey.

During customer phone calls, important information is shared. When auto dialer software is integrated with a CRM, it can update customer data based on the conversation.

4. Contact List Management

Auto dialer software can also manage your contact list, including segmentation. You can upload customer contact information from other databases if you use a cloud-based system. Having the most up-to-date method of reaching a customer is critical for efficiency, and auto dialer software can help you with that.

5. Time Zone Management

There are already numerous debates about the best time to call a prospective customer, and factoring in time zones adds to the confusion. However, if you use auto dialer software, you can simplify this by adjusting the time zone so that you only call customers when it is convenient for them.

6. Call Transfer Options

Currently, workforces are dispersed, and you may not have access to your office phone. Perhaps your job is to qualify a customer before they speak with another person in your company. In either case, auto dialer software can transfer a call to another device or person for you.

7. Speed Customization

As previously stated, some auto dialer software can enter a phone number before you've even finished your current phone call. It's a great feature, but it can be a little presumptuous about how much time the user requires between conversations.

Fortunately, users can adjust the speed of their auto dialer software based on the needs of their outbound calling campaign.

8. Message Broadcasting

Auto dialer software can deliver a variety of prerecorded messages once the receiver answers the call, in addition to streamlining the outbound calling process. Businesses can and will most likely have multiple broadcasting messages that they can use depending on the nature of the call.

9. Key Campaigns

Following that broadcasted message, the conversation may necessitate action on the part of the person receiving the call. Auto dialer software allows users to provide a menu to their customers based on the action they want to take to move forward. For instance, this might sound like this:

"Press 1 to speak with a sales representative."

10. Dashboards

Using dashboards that update in real time, auto dialer software provide an overview of the progress of an outbound calling campaign. Both users and managers can see the overall performance of the efforts, activity levels, and statistics in this manner.

11. Call Monitoring And Recording

Have you ever called a business and heard a robot-like voice say something about the message being recorded or monitored for quality assurance? This is known as the call monitoring feature, and it can be very useful in optimising your outbound calling efforts.

Managers may want to listen in on a conversation (after giving both parties advance notice, of course) to gain insights into the interaction, assess the caller's performance, and identify areas for improvement. They can do this in real time with monitoring or later with call recording.

12. Callback Scheduling

You won't be able to reach everyone on the first try. Auto dialer softwares are aware of this and address it by scheduling follow-ups or callbacks. If no one answers your call, the auto dialer software will simply re-add them to the list, increasing your chances of connecting with and speaking with a customer.

13. Security

Finally, as with many software solutions used within your organisation, one of the most important features is security. It's possible that your conversations contain sensitive private information, and a breach will almost certainly ruin your relationship with your customers, if not your reputation.

Auto dialer software uses security measures to protect customer information and data from unauthorized users, making your customers feel more secure and willing to trust you.

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How Auto Dialer Software Work

That's a lot of useful features in one software tool. Here's how it all fits together as a whole.

A computer for the software, a voice modem, and an active telephone line are required for an auto dialer software to function properly. The voice modem is responsible for the computer's ability to play recorded messages over the phone. And, of course, the people on the other end of the phone call.

All of those components, as well as the system that stores all of your customer contact information, will then be integrated by auto dialer software. The software will then instruct the computer on which numbers to dial and how to pick up on dead ends, voicemails, and busy lines based on the database of leads.

The auto dialer software will determine whether it is a voicemail or a person on the other end by using voice detection tools. With that information, they'll take the appropriate action to connect the caller to a recorded message or a live person.

While the calls are being made, auto dialer software will collect data on the pick up rate, length of phone calls, and number of calls sent to voicemail.

Advantages Of Using An Auto Dialer Software

All of those components, as well as the system that stores all of your customer contact information, will then be integrated by auto dialer software. The software will then instruct the computer on which numbers to dial and how to pick up on dead ends, voicemails, and busy lines based on the database of leads.

The auto dialer software will determine whether it is a voicemail or a person on the other end by using voice detection tools and several other predictive dialer features with some fine apps like VoxDesk. With that information, they'll take the appropriate action to connect the caller to a recorded message or a live person.

While the calls are being made, auto dialer software will collect data on the pick up rate, length of phone calls, and number of calls sent to voicemail.

To begin with, the tool's core feature, dialling phone numbers, saves reps a lot of time. Instead of rummaging through a database to find the best phone number to reach a prospect, reps can look at valuable information like their pain points, how the lead was captured, and their current business situation.

Second, auto dialer software eliminates the risk of calling every number on your list by segmenting prospects and removing potentially ineffective numbers and leads. Reallocating that squandered time will help your sales representatives make more valuable connections with their prospective buyers.

Finally, recording and monitoring capabilities provide information about the overall performance of the outbound calling campaign. Which approaches are effective? When is the best time of day to call prospects in this demographic? Where are the most optimised results and response rates being seen?

Auto dialer software can aggregate that data and turn it into actionable insights about your calling efforts.

Closing Remarks !

Anyone who spends the majority of their day on the phone is familiar with the telemarketing rules and regulations established and enforced by the Federal Trade Commission and the Do Not Call Registry. These rules apply to auto dialer software as well.

Furthermore, it is difficult to rely on auto dialer software 100 percent of the time. They aren't always completely accurate when it comes to a person or voicemail on the other end of a phone call.