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Everything You Need to Know About IVR: Definition, Working, Benefits and Limitations with Examples

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Acefone Editor

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category Contact Center calendar December 24, 2021 clock 8 mins read eye Reads: 190

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In today’s digital age, IVR (Interactive Voice Response) system with modernized calling technology has become vital in developing and advancing businesses across different platforms.

Not only it allows callers to resolve issues with self-service options, but it also saves up on the company’s precious resources like time and money. However, riddled with limitations, a poorly designed IVR system can create more troubles for your customers than enhance their experience.

In simpler terms, an IVR is a cloud telephony solution that helps businesses deal with customer-oriented complaints without burning a hole in their pocket.

What is an IVR system?

Essentially, Interactive Voice Response is an automated telephone technology that allows callers to access information and solve queries, without having the need to speak with an agent.

It guides the caller via a pre-recorded voice-over and routes them to the specific department or a relevant agent best suited to handle their query.

Often the caller has to dial a specific number that concerns the information they are looking for. And, in case no keypad selection works, the IVR system directs them to an agent for swift communication.

Additionally, an Interactive Voice Response system can answer the FAQs of your customers with pre-recorded messages and take your customer support to new heights.

How can an IVR service create ease in business?

well-built IVR service can empower your customer service by allowing callers to navigate through a series of IVR numbers and have their issues resolved. Not only does it enhance your brand image, but also saves up time for the company’s agents, who can focus on other priority tasks.

Moreover, your customers can track orders, make appointments, pay bills, know their balance, account statements, etc. within minutes with the help of an Interactive Voice Response service.

In fact, well-planned IVR services can reduce the overall operational costs of your business. With minimal infrastructure and low maintenance, IVR helps you deliver flawless customer experiences at reduced costs.

However, sometimes agent routes come busy. In such cases of short staffing, your IVR system should have sufficient IVR numbers that can resolve customer issues without needing extra buffer time.

Besides, IVR systems work 24×7 round the clock, eliminating your customer’s worry about the inability to reach out to you beyond a certain time of the day.

What are the examples of IVR systems and IVR services?

In our daily lives, we, as customers, often have our issues directed to a company through IVR services. Therefore, understanding how IVR systems and IVR services work is quite simple.

Here are a couple of examples for you to learn better.

Hi, thank you for calling medical health services.

For English Press 1, for Hindi Press 2.
If you want to know the status of your report, please press 3
If you want to book an appointment, kindly press 4
If you would like to speak to one of our executives, press 5.

Often, when you need to talk directly to personnel from the company, you press five and hear, “Please stay on the line while we connect your call to one of our customer executives.”

This is just one of the many examples of IVR systems.

In addition to this, IVR systems can help you take feedback from your customers, identify issues, offer personalized solutions and much more.

Here’s another example of it:

Hi! Thank you for calling us. It is great to have you as our customer.

Press 1 if you want to know your balance.
Press 2 if you want to renew your service with us.

Press 3- if you want to know more about your existing plan.
Press 4 if you want to talk to one of our customer’s executives.

Furthermore, an IVR leaves a strong first impression on your caller and helps them seek solutions without wasting time.

You can even greet your customers in personalized regional languages and build long-lasting connections with them.

What are the limitations of an IVR system?

Often, it’s not the IVR system or technology that turns out to be the problem, but the IVR design.

To begin with, a poorly designed IVR might require your customer to enter lots of user-based information, which a customer might not be well aware of.

However, direct interaction with an agent, in such a case, becomes easier for the customer to get their issues communicated and resolved.

It also eliminates the hassle of going through a series of IVR prompts, which may leave your customer wondering if their issues would be resolved at all.

Furthermore, in addition to entering information, often companies play their marketing and promotion messages which cause long delays and waiting times. Consequently, it frustrates the caller, making them hang up the call.

Lastly, with a rise in the use of IVR systems across industries, customers are compelled to use automation without having the option to directly speak with an associate. Therefore, you must offer solutions that are quick, concise and easy to use.

And ensure that you offer self-service options along with the choice of connecting with a relevant human operator.

Wrap up

A well-designed multi-level IVR system is the key to enhancing customer service, boosting productivity and saving costs in a fast-paced digital world. And, integrating it into your business communications can help you elevate your brand’s image and customer experiences.

So, collaborate with a reliable Interactive Voice Response solution provider that offers budget-friendly solutions. Acefone offers enterprise-grade IVR solutions to businesses of all sizes and scales across diverse domains.

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Acefone provides a broad range of cloud communication services to businesses of all sizes, which includes Hosted Phone Systems, Free Phone Numbers, and Cloud Contact Center Solutions. Being the UK's leading provider of VoIP service provider, we always strive to provide excellent customer service and high-quality custom solutions to our customers.

Debunking VoIP Myths and Misconceptions

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Saurabh Sharma

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category Voice - VoIP calendar December 23, 2021 clock 8 mins read eye Reads: 180

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Voice over Internet Protocol (VoIP) has transformed the way businesses interact with their customers. The interactions have become seamless and more convenient for both consumers and service providers.

And with features like call recording, monitoring, call redirection, etc., you not only enhance your business communications but also boost productivity.

In layman terms, VoIP is an online communication tool that handles inbound and outbound calls over the Internet. It converts analogue voice signals into digital data packets and transmits the signal via the Internet through your VoIP provider.  

According to Finances Online, VoIP tech can help reduce phone bills by up to 30% and save 90% on international calls. And, research by global newswire states that the VoIP market is projected to grow by $55 billion by 2025. 

However, hundreds of businesses are still skeptical about deploying VoIP services due to the myths associated with the technology.

This blog breaks down some common myths about VoIP and helps you make a decision. 

Debunking VoIP Myths and Misconceptions(Infographic)

VoIP is expensive

Fact: VoIP is highly cost-efficient and cheaper than traditional phone services. 

Today, governments and private firms have a monopoly over telephony charges, making it unfair for small and medium-sized businesses.  

However, VoIP helps companies improve their call quality, save hardware purchases and communication costs by eliminating maintenance fees. Additionally, VoIP is ideal for making long-distance calls as it uses an existing Internet connection and does not require any additional hardware or a separate system. 

In fact, the cost per minute of VoIP is lower than that of an analogue phone system and can reduce communication costs by up to 50%.

VoIP is not reliable

The most crucial aspect to seek while opting for VoIP services is reliability because disruption to your phone system would be catastrophic. 

Businesses cannot afford any downtime due to loss of data as it results in lost business opportunities and damaged brand image. 

Landline phones are prone to interruptions due to natural disasters, power outages, and bad weather conditions. And sometimes phone companies won’t be able to restore services quickly. 

Meanwhile, if you have a reliable internet connection, then VoIP is ideal for business communication. If your Internet goes down, you can forward calls to your laptop or phones connected to the Wi-Fi until the connection is reestablished. 

VoIP is not secure

Data security is a primary concern for businesses of all scales and sizes. Risks such as call interceptions, caller ID spoofing, and Denial of Service (DoS) attacks haunt corporations. 

But fret not, VoIP is much more secure than any traditional phone service.

Today VoIP service providers are more resilient to security threats. They offer detailed calls logs, call monitoring, and call encryption. 

Additionally, the servers are monitored regularly and have policies to protect your customer’s data irrespective of the size of your business. 

Moreover, VoIP provides end-to-end encryption to ensure nobody can break into calls and listen to your conversations. 

VoIP is only ideal for big businesses

Here’s a factVoIP is perfect for small, medium, and large-scale organisations. 

It is a common misconception that VoIP is just a large business solution. On the contrary, small and medium scale organisations can utilise VoIP features that offer more flexibility and mobility. 

The remote working feature allows agents to use their office phone number from any phone. Similarly, you can use the find me feature to route all incoming calls to your preferred office phone numbers. 

Put simply, VoIP allows small businesses to maintain competitiveness by providing excellent customer service at low operational costs. 

VoIP voice quality is substandard

Call quality is a crucial metric in converting callers into clients. If your callers cannot listen to your representatives clearly, chances are you will lose business. 

VoIP offers 100 kilobits per second of bandwidth with a decent Internet connection. Therefore, VoIP calls sound significantly better than traditional phone system

Many of the VoIP handsets offer noise cancellation technology that automatically improves the call quality and customer experience. And, with a business class, voice optimised, and high bandwidth broadband connection, the calls on VoIP are crystal clear. 

VoIP is difficult to install and manage

VoIP is a new technology, but it is not complex to install and manage your phone system. 

In fact, VoIP is relatively simple to operate and can be installed within minutes.

All you need is a fast Internet connection and a reliable service provider that offers features based on your business requirements and voila! 

The VoIP service provider handles the setup and installation of your system. They manage the updates, and technological upgrades and ensure maintenance through the cloud. 

VoIP won’t let you keep your existing number

According to Federal Communications Commission (FCC) Regulations, you can use a new or keep your existing phone number. 

Businesses can take their assigned number anywhere and access their account from any device in the world. All they need is to log into the system and make and receive phone calls from personal or company laptops, cell phones, or desktops that are all VoIP calls compatible. 

VoIP phone service providers allow you to port your number free of cost as long as your company isn’t relocating to another state. You can run all the procedures from your phone once you have set up the system correctly.

Conclusion

VoIP systems have become a no-brainer for businesses to stay competitive. It is a versatile communication solution that offers numerous benefits and various business features.

Essentially, VoIP helps you improve customer experience, boost employee morale and add professionalism to your company. 

This complete guide elaborates on some of the common misconceptions associated with VoIP and justifies why you should be choosing them. 

If you require a best voip systems for your business, you can contact us at 1888-859-0450 or send an email to [email protected]

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Saurabh is a content writer at Acefone. He is a fan of standup comedy, football, and Hindu mythology. He is fond of travelling to unexplored places, meeting new people, and having newer experiences that enrich his soul. Connect with him on Linkedin

Why Millenials are Rapidly Adopting Cloud Technology

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category Contact Center calendar December 22, 2021 clock 8 mins read eye Reads: 171

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We regularly come across terms like baby boomers, Gen Z, and millennials in multiple conversations about ‘generational gaps’ and the tech-savviness of millennials are often one of the points of discussion. 

For the uninitiated, millennial refers to anyone who was born between 1980 and 2000, effectively putting them in the age bracket of 21-41 currently. As of 2021, there are ~831 million millennials worldwide, representing about 25% of the world population!

Millennials are often associated with technology and gadgets and rightly so, owing to their unique position in the long and still unravelling history of this world. Born and raised alongside the ‘World Wide Web’, millennials have experienced the growth of the first search engine and used the first smartphones ever made. 

Constantly connected to digital communities through social media, millennials boast of a unique set of experiences that have moulded their life.

Digital proficiency is distinctly exhibited by millennials and has allowed them to absorb the velocity of changes brought in by cloud technology. 

Cloud technology is one of the latest technological offerings which provides on-demand services like storage, computing, and analysis, through internet-connected devices. It accomplishes these tasks by distributing multiple applications across remotely located servers that can be accessed, as required.

In today’s world, the use of cloud technology has become a ubiquitous habit in personal as well as professional circles. You are essentially relying on cloud technology when you are accessing your Instagram feed on your smartphone or joining in your team meeting through Zoom or any other teleconferencing tool. It has effectively penetrated into the lifestyle of millennials as well and yet, there remains much to be explored. 

The smartphone age

The need to have the latest and updated version of gadgets is another trait closely associated with millennials. 

This is visible in the healthy yearly rate at which newer models of smartphones are storming into the market. These seismic shifts in smartphone consumption could not have been possible without the arrival of cloud technology which powered the ability to host newer services like computing, intelligence or communication, on remote online servers.

As of 2019, it was estimated that 92-95% of millennials in the UK possessed a smartphone. This trend is expected to sustain, if not rise, post the pandemic, where almost everyone relied on their smartphones and laptop devices for virtually everything. Millennials are at the center of the telecommunications revolution—their lifestyles are dependent on mobile technology—whether for social media presence or workspace duties.

Millennials in the workspace

Millennials are at the ideal age to hold important positions in workspaces globally, thus making them the largest human workforce for the foreseeable future. The direct result of this over-representation is the pressure on businesses to adopt technology and innovation in the workplace since millennials prefer to work in businesses that embrace new technologies.

Due to their growth alongside modern technology, millennials strongly believe in a workplace that doesn’t restrict their freedom and allows flexibility—whether in terms of working hours or location. 

Remote working received an impetus in terms of adoption due to the pandemic as well. To accommodate these needs, companies are adopting cloud technologies that enable teleconferencing and online collaboration thus facilitating remote or hybrid work models.

The adoption of cloud solutions has been critical towards unlocking the complete potential of remote work, especially in the post-pandemic era. 

Beyond teleconferencing and collaboration tools, cloud technology also enables an individual to access office-based resources (like data repositories or computing servers) through hosted data banks from anywhere and anytime using internet-connected devices and the correct user credentials. 

Most millennials have sufficient experience with their devices and cloud resources to be aware of the security risks posed by cybercriminals. Therefore, they don’t fall prey to the usual schemes, like the ‘Nigerian Prince’ scam which fooled several people in the past. 

Another advantage of cloud systems that appeals to millennials is their sustainability owing to their low carbon footprint. Millennials are eco-warriors—they believe in embracing technologies that have been designed while keeping the environment in mind. The same goes for companies. This is where cloud computing turns out to be the ace in the pocket due to its low energy consumption design and reduced carbon emissions.

The personal lives of millennials

The concept of space and freedom has taken a new meaning in the millennial generation wherein the right to privacy and personal space is an essential aspect of their lives. Millennials require their own physical space and now, they are also looking for personal spaces on the digital front. 

Computing storage has become a major factor while building one’s PC or laptop system since normal hard drives or extended RAMs are no longer sufficient. 

These requirements are directly linked to the personal ambitions and lifestyle choices of millennials, who are as fervent about their personal projects as they are required to be in their professional workspaces. 

One of the reasons for demanding flexible workspaces is to be able to devote the rest of their time for self-development activities or simply, side hobbies. Therefore, personalised access to computing resources becomes an automatic necessity.

Here, cloud storage and computing is the saviour once again! Millennials are choosing cloud storage options (like AWS, or Azure Cloud) over hardware options through direct comparison with the alternative method of buying several hard disks. 

If viewed through this lens, cloud storage and computing offer several benefits over the exhaustive practice of safeguarding fragile hard drives. We discuss some of these benefits that make them attractive to millennials:

  • Cost-effective models: One of the USPs of cloud technology is the fact that it is built and delivered on a distributed server model, bringing down the infrastructural costs significantly. This decrease in cost is directly passed onto the users (millennials, in this case) which is further complemented by cost flexible subscriptions models in terms of the payout period (yearly or monthly) as well as specific features required by the user.
  • Remote accessibility: Cloud technology allows on-demand access to available resources from anywhere through any internet-connected device. You are not even required to carry your laptop with you everywhere! This allows millennials to work remotely from the location of their choice and is even better suited to people who work on the road, such as freelancers or bloggers.
  • Automatic backup: All of us have had old hard disks on them which stopped working one day out of the blue, leading to an irreversible loss of stored data. Cloud storage takes care of that by incorporating the feature of auto-save/sync which automatically backs up user data in the same format, without any manual instruction.

All it requires is user approval on the backup frequency and the cloud takes care of everything else!

You can also opt for DRaaS. Data Recovery as a Service will help you to restore any lost data from your cloud-back up servers. So, if any disaster or natural calamity were to strike, your data will always be secured on the cloud.

Looking to the future

As we have observed, the cloud has penetrated several important aspects of almost every millennial’s life today—whether it might be in their professional environment or their personal home space. Many consumer-facing businesses are now trying to implement strategies that are in line with the needs of the millennial population. 

Why? Simply because they form the largest consumer group in the world, along with Gen Z (their successors in the generational hierarchy). 

We take a look at some of these industries wherein the incoming digital transformation would create millennial-friendly products and services. 

  • Online shopping: Digital transformation in the traditional brick-and-mortar retail stores is critical to ensure that businesses survive through this change.

Millennials are very attached to their smartphones and prefer to complete all their tasks through their devices. Integrating the physical store through digital communication channels would enable omnichannel support to the customers, which can be implemented through the cloud.

With the help of a cloud service provider, your entire communication can be shifted to a VoIP-based model. A hosted phone system will greatly enhance your online communication capabilities and it also helps to improve your team collaboration. Moreover, you can also use it for your offline marketing campaigns.

With loads of integrations available for hosted cloud phones, you can track all your customer data and keep track of your employees’ performance at the same time.

Through this integration, retailers can also provide real-time updates on delivery statuses of ordered groceries as well as provide a live catalogue of the items available in each physical store, through the user’s smartphone-based app. Cloud can be extended further to act as a guide to a customer in one of these stores; handing out directions to the customer looking for a particular item in the store, like Google Maps.

  • Financial institutions: Millennials often complain about the rigorous and frictional onboarding process employed by most banks worldwide, leading to high digital abandonment rates.

They prefer carefully designed customer journeys that minimise their number of clicks and thus, maximise the ease of using the particular service. Banks can learn and design products that are faster and easier to use.

With the power of the cloud, businesses in different industries, such as finance, can deploy a CCaaS solution. Contact Center as a Service helps streamline customer interactions and provides omnichannel media for customer support. The experience of the customers can be enhanced significantly with the features that it offers.
Instead of asking your customers to go through tedious physical forms, the cloud can be used by banks to deliver automated customer journeys that constitute digital onboarding for purposes ranging from opening a savings account to cancelling a credit line.
The use of net-banking applications is one such example that has enabled users to accomplish a lot of manual tasks while sitting at home through their mobiles.

Conclusion

This generation knows no stopping and with the inclusion of Gen Z, the digital revolution is bound to continue. Judging from the pace of technological advancement and adoption, these changes are just the tip of the iceberg—cloud technology has much more ground to cover before it unleashes its complete potential.  

To know more about this, get on-call with our cloud experts at 1888-859-0450 or drop an email at [email protected]!

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Acefone provides a broad range of cloud communication services to businesses of all sizes, which includes Hosted Phone Systems, Free Phone Numbers, and Cloud Contact Center Solutions. Being the UK's leading provider of VoIP service provider, we always strive to provide excellent customer service and high-quality custom solutions to our customers.

How Adding Click-To-Call with a CRM Integration can Elevate your Customer Journey

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Saurabh Sharma

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category Contact Center calendar December 16, 2021 clock 8 mins read eye Reads: 286

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Integration is the heart of every business.

All your systems and technologies must work together like a well-oiled machine in a modern enterprise. 

However, that’s not always the case. 

The most common problem that employees face when analysing customer data is that it’s scattered and hardly present in a single place. Integrating CRM (customer relationship management) systems with third-party apps allows companies to formulate customer data on a singular dashboard in an organised manner where the whole organisation can access it. 

One of the key aspects behind the growing popularity of CRM software is its accessibility. Today companies want to connect customer data with platforms and technologies to deliver a personalised experience and improve customer service. 

The CRM integration provides customer support teams with a one-stop solution to manage customer interactions efficiently and improve the organisation’s operations and productivity. 

What is CRM Integration?

Customer Relationship Management (CRM) is a software platform that allows you to build long-lasting relationships with your customers across customer journey touchpoints. It is the process of managing and recording business-client interactions to drive sales, streamline operations and improve the overall brand experience. 

A CRM solution helps organisations build relationships with individuals that include customers, colleagues, suppliers, or service users throughout the lifecycle. It includes finding new prospects and winning their business by providing support and additional services. 

CRM Integrations synchronises customer data across multiple systems and creates a holistic 360-degree view of customer data. It eliminates the tedious process of going back and forth between multiple systems to access customer data and information.
Integrations are of different types ranging from phone, email, social media, video, team communication, live chats, etc. You can also add different features to your CRM system that can help you boost business communication. One such feature is the click to call. 

Click-To-Call

Click-to-call is also known as click-to-talk or click-to-dial. The click to call button allows customers to connect with support agents of an organisation by just clicking on a button through the company’s website. It offers real-time communication between potential or existing clients and customer service agents. 

Sometimes there isn’t enough information available on a website, and customers may want to talk to a company representative before purchasing a product. They may have a query regarding the products and services your company offers, and connecting over a phone call seems like the logical option.
This is where the click to call button comes in handy and can help elevate your customer’s journey. 

The click to call button offers many benefits ranging from automatically logging calls, dropping pre-recorded voicemails, and power through call lists. It also helps to save time, reduces error, and increases the agent’s productivity. Some other reasons why it is a no brainer to integrate the click to call button in your CRM software are:

  • Improves customer engagement and segmentation

The key to conversion is calling the right customers at the right time. The click to call button captures customers in the research phase and allows you to segment them intelligently. 

For example, if your customer is scrolling on a particular web page, you can direct calls to that specific department to best serve the customer’s needs. It will encourage customers to call, which will solve queries quickly and deliver a satisfactory personalised experience. 

Intelligent engagement allows you to optimise proactive contacts. Businesses can set up parameters like the amount of time spent on the website or a product added in the cart to trigger the click to call popup, encouraging customers to connect and reach their desired result. The click to call button is the ideal funnel optimisation tool for businesses. 

  • Gathers customer journey insights

It is relatively easy to track click to call interactions because it is easy to track the web page the prospect came from. The data gathered can be instrumental in mapping customer journeys and empowering your agents. 

Customer journey mapping lets you understand where your customers call you from and highlights the sticking points on your website. For example, if the data shows that you receive many calls from a particular web page, it suggests that the information is not apt, and you can optimise that web page accordingly.  

The bulk of data you can gather will allow agents to be more effective and productive in their work. With the click to call option, agents can identify from which web page the customer is calling, and it will provide agents with the vital context that will help them solve the customer’s problem.
The information can help support staff streamline interactions, improve first call resolution rates and deliver a satisfactory customer experience.

  • Increases conversions and customer contact

The click to call feature is a great tool to improve customer engagement and encourage your audience to connect with your business. It helps to enhance the call conversion rates and return on investment significantly.

Research shows that 70% of mobile searches have used the click to call button to connect with a business from SERP and 61% of mobile searchers state that click to call is the essential feature while purchasing a product.

The more customers contact your business, the more chances of conversion. Customers like a fast and effective resolution to their queries. If customers receive a friendly web call that helps them resolve their problem, that would be the key to turning a customer who is on the fence into a client. 

  • Provides omnichannel support by going beyond voice

A traditional phone call is limited to voice calls. On the other hand, an entirely web-based click to call exchange allows customers to connect with businesses via live chat, video calls, and co-browsing

The seamless transaction allows agents to serve customers and offer a superior brand experience by connecting via different communication channels. It helps to increase the first call resolution rates, lead conversions, and customer satisfaction. 

These extra contact channels can optimise the customer journey. Firstly customers can quickly contact you through a simple click. Then depending on the request, the interaction can be escalated to a different contact channel again through one simple click. 

  • Saves money and increases return

The click to call button offers monetary benefits as well other than a customer satisfaction standpoint.

Firstly, pure web calls are cheaper than your traditional phone calls. Secondly, web click to call makes it easier and more affordable for your international customers to contact you. Every customer can get you through the same button without paying any additional international calling charges. 

The bottom line

Connecting with customers and providing excellent customer service is the key to building long-lasting relationships. 

The click to call button allows your audience to contact businesses with a single mouse click and resolve their queries. The feature will help to improve agents’ productivity, deliver a personalised experience and improve customer service experience. 

If you want to integrate the click to call button into your CRM software, you can get in touch with one of our experts at 1888-859-0450 or just drop us an email at [email protected].

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Understanding Parallel Ringing: Definition, Benefits and Working

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category Infographics calendar December 13, 2021 clock 8 mins read eye Reads: 313

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As the name suggests, parallel ringing or simultaneous ringing enables business call centers to automatically redirect incoming calls to all contact center agents. In simpler terms, it sends calls to every available agent and has the fastest one answer.

Essentially, parallel ringing allows brands to respond to their customers and prospective callers at a much faster rate than usual.

This improves customer experience to a vast extent and is especially advantageous for businesses that do not have huge customer service teams to manage their communications.

In fact, the parallel ringing feature offers increased operational efficiency to businesses of all sizes and scales. It also boosts employee productivity and reduces stress by equally delegating calls among the team members.

How-does-parallel-ringing-work

Top 5 benefits of parallel ringing 

1. Never miss calls

Every business, regardless of its size or domain, never wants to miss a customer’s call. However, with increased traffic and workload, your agents may lose out on some potential or existing customers.

The good news?

Parallel ringing can help you take care of the issue. And you can retain existing customers and convert leads into clients.

More importantly, businesses that rely on lead conversions via phone conversations can control all potential incoming leads and take customer service delivery to the next level.

2. Don’t put customers on hold 

Did you know, according to Microsoft’s State of Global Customer Service Report, at least 61% of customers don’t do business after one poor service experience?

Therefore, it’s more crucial than ever for organizations to ensure that they have appropriate technology solutions for their customers.

Parallel ringing enables you to build lasting connections by proactively ringing all agents at the same time. You can also schedule call routing according to agents skills and work hours of different agents and leave no customer queries unresolved.

3. Enhance customer experience 

An important aspect of customer communication and customer support is to ensure call center agents are always available. After all, customer queries can crop up at any time of the day—or even night, for that matter.

Moreover, a large chunk of customers seek issue resolution over call. Parallel ringing can help customers get in touch with agents seamlessly, no matter the hour.

4. Respond within seconds 

Not receiving a response at all when a customer tries to contact a business during rush hours is a frightening but possible reality. It is bound to make them think you don’t value their time and they will simply move on to another brand.

Therefore, it is essential to offer seamless and quick assistance to all your customers. It will help you retain the existing clientele and stand out against the competition.

Parallel ringing can help you respond within seconds, making your customers feel important. It automatically delegates call to the numbers arranged ahead of time, allowing you to serve your customers without having to think twice.

5. Simplify communication 

In addition to reduced waiting times, parallel ringing simplifies communication for your agents and customers. It enables you to divide calls among different departments and reduce agent workload.

Equal distribution of tasks will promote a feeling of equality among your team members, ultimately enhancing job satisfaction.

Furthermore, it ensures all customer calls are catered to in the most immediate and orderly fashion without interruption or service issues.

Wrap up 

Businesses, irrespective of their size, scale and domain, can use parallel ringing to strengthen customer support teams and build a healthier work environment for their workforce.

In fact, brands that rely heavily on call communication for lead conversions can significantly benefit from this feature.

Sectors where parallel ringing can be a game-changer include emergency service agencies like fire stations, ambulance services, hospitals, etc.

They can use parallel ringing to guarantee quick response times and faster access to resolution.

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Acefone provides a broad range of cloud communication services to businesses of all sizes, which includes Hosted Phone Systems, Free Phone Numbers, and Cloud Contact Center Solutions. Being the UK's leading provider of VoIP service provider, we always strive to provide excellent customer service and high-quality custom solutions to our customers.

Get Your Customer Support Holiday-Ready and Amp Up Your Customer Service

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Yukti Verma

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category Operations calendar clock 8 mins read eye Reads: 164

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All businesses know the importance of customer support and try to do what it takes to delight their customers. It is, after all, prudent to see customer service as an opportunity rather than just a cost. They see this from the prism of happier customers who will continue to remain loyal and will likely become good ambassadors. 

While service is an activity that goes on throughout the year, past experience shows that holidays are the time when demands on customer service peak. This period provides an excellent opportunity to businesses that see customer support as an opportunity. Now is the time to plan and be ready to harness this great opportunity.

Current landscape

With the experience of forced lockdowns followed by people working from homes, we have seen that consumer behaviour has gone through a significant change. Their expectations have changed too. So have the ways they reach out to companies. 

Businesses have also seen customer support activities stretching to cater to evolving customer expectations, demands, and the rush. This has already pushed boundaries and forced firms to innovate and implement systems to keep pace. Technologies to enable better customer support continue to evolve, and more businesses have learnt to use them.

The differences in approach and the results between the businesses that have refined their customer support and those who continue to struggle are clearly visible.

The road ahead

Holidays are approaching, and customer support demands will again increase, not only in volumes but also in variety. For businesses, the time is now to take stock of the expected volumes, anticipated customer expectations and review their current capabilities and capacities. 

The key to harness is in detail, both in planning and testing the operational capabilities plans. The process begins with stating the objective for customer support this holiday season. 

Any delay in taking suitable and timely actions will likely create frustrations in customers and lead to lost business opportunities. As the old saying goes, a stitch in time saves nine’’.

The necessary steps

An obvious starting point is to review the results from last holiday season and learn from the changing landscape of customer expectations over the last year when customers were operating from home. Couple this with learning from the best of companies who have excelled in customer service, and we should be in good shape. 

It will also make sense to evaluate which actions over the year have given better results and which channels for support have seen the highest evolution. For example, the adoption of self-service and instant communication tools has evolved significantly.

All this is easier said than done. This will require time and a series of checkboxes to tick. Let us review the steps and tips to learn from. 

  • Restate the objective

Restate the Objective

It is a good idea to have a relook at the objective statement in the changing landscape of customer engagements and their expectations.

This modified statement could also look at customer support from the perspective of newer opportunities harnessing while delighting the customers.

  • Get relevant data points together

Get Relevant Data Points Together

Any planning without relevant data points could go awry. Internal data from the last holiday rush is undoubtedly the one to have on the table. Add to it the data from the last full year with a focus on patterns and peaks in support traffic. The planned increase in sales revenue is another relevant data point because every additional sale is a potential customer support case. 

You can also link your hosted phone systems to your CRM software to unify customer data entry points, allowing you to store and collect relevant data in a single, user-friendly online portal. 

Additionally, your hosted phone system provides you with data on agent performance. These detailed reports allow you to view the average handling time per call, the number of first call resolutions, customer satisfaction scores etc. 

  • Redraft or modify the operational plan

Modify the Operational Plan

Your existing support obviously works. We are talking about redraft from the perspective of incorporating increased stress levels in consumers in the post-pandemic scenario. Incremental modifications to incorporate insights from data points collected as outlined above must be baked into the plan. 

The plan must also include multiple channels to provide support to customers wherever they are and in the form that works best for both the business and the consumer. 

The right plan based on relevant data points is an absolute must to reduce the probability of stretched execution. The plan also needs to be communicated well, the teams need to be aligned and inform the customers about how to reach out for support during the holidays. 

  • Put chatbots to use

Put Chatbots to Use

Chatbots are a great tool to save time for support agents by automating routine and mundane queries from customers. This allows agents to only focus on more complex requests, while the chatbots assist customers with quick solutions to simpler queries. 

Chatbots have seen significant acceptance for good reasons, and there are best practices available to learn from. It is a must-have for any business that is yet to include them in the support plans. 

Even for businesses already using chatbots, there are opportunities to refine them by training them further on evolving patterns in customer queries. And yes, the bots need to quickly hand over to a human for queries that may require intervention.

  • Live chat still works

Live Chat Still Works

There is simply no alternative to live chat for its convenience for customers. The near-instant resolutions through live chat are sure to crank up satisfaction levels. 

The key here is to review your existing chat tool for efficacy and look for alternate tools that could be superior. The other approach could be to increase the efficiency of your current chat tool through canned responses with links to articles that provide solutions, routing to relevant agents through the capture of keywords in chat, and such similar enhancements. 

  • Self-service is on the rise

Self-Service is On The Rise

A majority of younger customers today are happy to find resolutions themselves through the information that is made available to them. They have begun to prefer this over reaching out to businesses or their agents.

Enabling self-support through frequently asked questions or blogs should certainly be on the table. 

The key here is to review and update the frequently asked questions basis the current trends and patterns in customer queries. You should have data on your existing FAQ on its usage and effectiveness. There will always be an opportunity to improve this piece. Viewing this content from the perspective of customers is a good approach. In fact, contributions from your existing customers can be a great resource. 

Needless to add, this support channel has to ensure that the customer gets to the relevant information for his support needs in the easiest way possible and in the shortest time. After all, no one likes to navigate through mazes.

Self-service achieves two key objectives – it fulfils the evolving customer expectations around finding resolutions on their own, and it considerably brings down the load on the customer support operations.

  • Look for the differentiators this holiday season

Look For the Differentiators This Holiday Season

Innovation is the key when looking for that little extra that can make the experience for customers extraordinary. Review if tools like video chat make sense for a deeper engagement. Think out of the box and find things like co-browsing to guide the customers better. 

Differentiators make a business stand out from the pack, and they are undoubtedly worth inclusion in the overall support strategy.

The regular checkboxes of adequate staffing, roster management, agent training, cohesive alignment of technical resources, appropriate escalation matrix, and rewards for exceptional customer support are all critical and must be visited. There are best practices available for each of these topics, and it is best to include the appropriate ones into the plan for customer support for this holiday season.

Final words

Two things are happening in customer engagements. There is a sea of sameness in support, and there are rising customer expectations with evolving engagement models.

In a nutshell, this is time for a change that is differentiated rather than just incremental. The upcoming holiday season is an excellent opportunity to take the next step and convert customer support to have delighted customers that add to your business’s bottom line. And the time for action is now.

At Acefone, we offer the best contact center solutions to optimise your customer support channels that will help your business to serve your customers well in this holiday season. 

Contact us at 1888-859-0450 or drop an email at [email protected].

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Yukti Verma

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Yukti is a content marketing enthusiast with a soft spot for Saas. She loves weaving complicated concepts into simple stories. When not at work, she is found reading books or watching movies.

Top 5 Practices to Offer Better Self-Service

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category Operations calendar December 9, 2021 clock 8 mins read eye Reads: 238

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Self-service technologies or SSTs are service interfaces that a customer can use without the help of an operator. 

An ATM (Automated Teller Machine) was the first self-service technology introduced to us. It replaced the people who usually dispense money at banks or help us check our account balance. 

In fact, the self-service technology market was USD 16.06 billion in 2015 and is expected to exceed USD 42 billion by 2023. This is a CAGR of 13.2% from 2016 to 2023.

Sounds whopping, right?

Well, this prediction shows that there are several advantages to using self-service technologies, as has been seen subsequently. Some of them include:

  • Saving resources: By implementing SSTs, you can save on precious resources needed to service the customer.
  • Adaptability: Self-service technologies are usually adaptable to changes in the working atmosphere. In most cases, it is just an up-gradation of the services on offer.
  • Connectivity: Most SSTs use networked systems, allowing operators to reach out to remote places without additional staffing.
  • Reach more customers: A single integration can handle customer traffic while saving on costs involved in servicing customers.
  • Better profits: Although there is a cost involved in rolling out SST points across a network, in the long run, they do lead to better margins for the operators.
  • Fast service: Companies that use SSTs deliver faster and better customer service than those using the human interface.
  • Better customer satisfaction: Organisations implementing SSTs tend to report a more satisfied customer base than those who do not use the technology.

Thus, the adoption of self-service technologies brings better productivity and operating environments for businesses of all sizes and scales. 

Furthermore, since most SST points do produce repetitive actions, it helps automate the process in the first place compared to a manual set of operations.  

Best practices of self-service technologies

Long gone are the days when customers would wait to seek solutions to their questions. Now, they demand instant answers. Consequently, contact centers need to stay available 24×7 to solve their queries.

Self-service allows customers to find information, request services and resolve issues on their own. Here are the top five best practices of self-service technology:

1. Easy to navigate self-service options

If a customer cannot locate the self-service options quickly, they would resort to other communication means like the telephone, email, etc., to resolve their issue. This would defeat the purpose of SSTs, which is to reduce the dependency on human resources to a significant extent. 

Therefore, you should:

  • Integrate self-service: into the operation of company websites. Just placing a link prominently that specifies where to locate a self-service point would help a great deal.
  • Design the self-service point: so that it is a continuum of the services provided by your organisation.
  • Implement search engine optimisation techniques: to target people who are more likely to use the service portal most of the time.
  • Support pages must be ranked: and indexed on the website of the company. This makes it relatively simpler and easier for customers to find the portal when the need arises. 

2. Empower customers, make SSTs easy to use 

Businesses that have been successful in implementing SSTs tend to be the ones that have focused on designing user-friendly service portals. 

In simpler terms, make your users feel confident and safe in transacting through self-service points. Displaying a large amount of information on the self-service portal would only lead to indecisions and a lack of trust in such systems. 

Here are a few recommendations you can practice to promote the use of self-service in your organisation:

  • Focussing on design simplicity: This empowers the customer to choose self-service over any other medium, thus reducing the need for human agents.
  • Infrequent use of the service point: would make the little time spent with them telling on customer experience. This would mean using a system that does not need a learning time and can be used immediately at the site. 
  • Always follow the 80/20 rule: It implies that 80% of the customers are consuming only 20% of your content. Thus, focus on creating this 20% of the content more user-friendly and accessible. This could also lead to misplaced priorities, but it helps in addressing the pain points the most. 
  • Design for probabilities: In simpler terms, offer the options and choices that are more likely to help your consumers. 
  • Use images and icons: to create a better recall and identification of services. 
  • Device compatibility: goes a long way in using self-service portals, for they can be used on various platforms. Therefore, ensure your user experiences a seamless journey on different devices.

3. Understand the issues faced by the users

This might seem an easy-to-follow step, but service providers often overlook the issues everyday users face in a hurry to implement the system. 

The most common goal of self-service technology is to ensure users’ convenience. Therefore you must design your self-service portals in a way that benefits your customer. 

Here are some of the common touch points when it comes to using an SST portal. 

  • Create an incident: The customer would like to report an issue or raise a case on behalf of another customer.
  • Raise a request: The customer might require a new product or service. 
  • Employee request: This typically includes the employees of an organisation raising issues with the HR department most of the time. 
  • Get help: When a customer cannot resolve issues with the help of the self-service portal, there must be a provision to have an operator intervene. 

4. Readability issues with content on SSTs

Ensure that the content on your self-service portals is easy-to-read and understand. Not to forgetkeep the use of technical jargon to a bare minimum.

Additionally, enrich your content with graphics, visuals, and relatable videos to better interact with the audience. In fact, according to the Wyzowl survey, 69% of users prefer video over text. 

Overall, your portal must be interactive and easy to navigate. Craft it in a way that the user can get the desired results in minimum visits and clicks.

5. Analysing and receiving feedback

You must analyse every transaction done on self-service technologies and take steps to improve the interaction on future visits to the kiosk. In addition, the customer experience must be evaluated either through direct interaction with them or measured using metrics kept as part of the transactions. 

The real question: is human to human interactions redundant now?

It would be wrong to say that self-service technologies have made human-to-human interactions redundant. It’s critical to understand that self-service is an extension of the human interface and not a competitor to customer services. 

Essentially, we need to create a culture that seeks to enhance user experience significantly and at all times. And self-service is the right step in this direction.

It allows you to offer your customers the valuable information they are looking for. And in return, it awards you with higher conversion rates and more satisfied customers.

For more information, contact us at 1888-859-0450 or drop a mail at [email protected]

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Acefone provides a broad range of cloud communication services to businesses of all sizes, which includes Hosted Phone Systems, Free Phone Numbers, and Cloud Contact Center Solutions. Being the UK's leading provider of VoIP service provider, we always strive to provide excellent customer service and high-quality custom solutions to our customers.

7 Steps to Boost Productivity in Hybrid Work Environment

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Yukti Verma

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category Operations calendar December 6, 2021 clock 8 mins read eye Reads: 206

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The CoVID-19 pandemic has impacted almost every human on our planet in some form or the other. 

With lockdowns imposed all around the globe and social distancing norms in place, people began working from home and remote work became the norm.

Now, with the influx of vaccines, some employees have started returning to offices while some continue to work from home. 

However, work environments have seemingly become more complex, where engagements are a mix of face to face and remote.

In this article, we will explore this topic further and piece together some tips for businesses and employees to adapt to the hybrid culture without hampering their productivity. 

But first, let us define a hybrid work environment.

What is a hybrid work environment?

Basically, a work environment that harnesses the best of employee productivity levels by allowing them to work between remote and physical office spaces is referred to as a hybrid work model.

The good news? It offers endless benefits.

From the well being of your employees to better work-life balance and inclusiveness, a hybrid work environment is a perfect solution. 

However, you need appropriate technology updates and cloud solutions to implement a successful hybrid model. 

So, before we delve deeper, here are the top four hybrid models you need to be aware of:

Types of hybrid work models

You can implement any of the following models based on requirements such as the number of employees, size of the organisation and domain of your business. 

  • Weekly model

As the name suggests, employees switch between the physical office and work from home every week. 

  • Shift model

Here, employees alternate between remote and on-site shifts. Say, one half of the day in the office and the other at home. It is a complex model to implement but works for some industries.

  • Split week model

Employees work in a physical office for a few days and work remotely for the rest of the days. This can be implemented at an individual level as well as department wise. 

  • Full flexibility model

In this model, each employee chooses between the two options for each day of the week. For a face to face meeting, the employee operates from the office and works remotely for everything else.

With an approval mechanism in place, the choice rests with an employee or a department.

Each of the models listed above has its advantages. Some of them include:

  1. Higher productivity levels from existing employees and better collaboration opportunities
  2. Broader opportunities for learning  and attracting talent 
  3. Lower costs of operation through efficient use of workspaces 
  4. Higher employee satisfaction and mental health with best of facilities at home and office
  5. Better organisation culture

However, to derive the benefits mentioned above, you must work upon the following areas while defining a hybrid work culture for your company.

  1. Training to ensure effectiveness and productivity
  2. Equipment for efficient working
  3. Collaboration when remote working
  4. Access to resources when working from home
  5. Opportunities for growth and access to mentorship

Having understood the key benefits and the changes you must opt for, here are some tips to boost productivity in a hybrid work environment.

Steps to boost productivity

  • Keep the guiding lights of values and culture on

An organisation’s culture is built on its core values and is often unique. Therefore, keeping these values in view is crucial while rolling out the hybrid work culture. 

The culture glues an organisation together through the transition. An organisation that places adequate emphasis on both encourages optimal performance and promotes optimism within employees.

  • Refine leadership

The transition to a hybrid will be led by the top leaders who will articulate the direction and will approve the framework. However, it is the mid-level managers who will drive the transition through engagements with the employees.

Therefore, it becomes crucial to support them through relevant training sessions. After all, managers are expected to not only keep the employees engaged but also guide them through the process implementation of the hybrid model.

  • Keep sustained communication

Communication, even over communication, is crucial in any transition. Employees must be clear on the new regime’s objectives, directions, priorities, roles, and deliverables. 

Communication can help you gain alignment, address questions and concerns, and highlight achievements along the way.

Any inadequacy in crisp communication is a trap. And many companies tend to walk into one, thereby leaving employees and other stakeholders like customers and partners confused.

Another potential trap is perceived exclusion by the remote workforce. It is important to maintain a line of sight and visibility during the normal course of working.

  • Build on trust

It is easier to foster trust when everyone’s working in close proximity. The equation can change when remote working comes into play. And this can spell doom.

Hence, it is essential to redefine the definition of trust for the hybrid work environment. While the key elements of trust can vary depending upon the industry, ways to retain and build upon trust levels need to be articulated well.

Setting clear expectations, having processes around keeping everyone informed transparently, and clear accountabilities are good elements to build upon.

  • Focus on mental health

All transitions entail an impact on mental health, whether positive or negative. And most employees have seen one in the recent pastfrom working full time in offices to working full time remotely. 

Now we are talking about rolling out another onethe hybrid. 

The majority of employees are looking forward to returning to the office for social reasons as well.

Herein lies the crucial elementlearn what employees feel and incorporate the findings into the plans for a hybrid. Restructuring current ways of engagement while keeping mental health in focus inculcates a sense of belonging in the hybrid work environment. 

  • Increase focus on feedback

There is a lot you can learn from remote working models of different companies. Employees have learnt to adapt and know which tools and resources work best for them. This treasure of knowledge should be leaned upon while building the hybrid model that works for you. 

At the same time, regular feedback to employees on their contribution needs to remain in focus. A two-way feedback mechanism will drive superior engagement and will indeed work wonders during and beyond the transition.

  • Upgrade technology

Organisations have already invested in technology to support full remote working. However, that investment is unlikely to be sufficient in the hybrid model. IT will remain the backbone, and it is crucial to make the requisite upgrades. 

Final words

Here’s an old sayingthere’s always a brighter side to everything. 

While the recent pandemic has affected almost everything around us, we have also learnt that there is a better way to work. A hybrid work environment is undoubtedly the way forward.

It will require a transition, judicious planning, and focused implementation. Early adopters have moved forward, and templates including key steps are available. Go for it and drive the change.

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DDoS Attacks: What are They and How to Secure your Systems Against One

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category Editors Choice calendar December 2, 2021 clock 8 mins read eye Reads: 207

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In the world of cybercrime, targeting of businesses is commonplace. 

It is not just large businesses that are threatened by such attacks. Unfortunately, whether an organisation is big or small, the vulnerability exists. And it is important to be cognizant of disruptions that such attacks can bring about. 

This is certainly an important topic for both—your enterprise cloud phone system as well as your overall business.   

Read on as you build your strategy against DDoS attacks.

What is a DDoS attack and what are its symptoms?

DDoS stands for Distributed Denial of Service. In simpler terms, DDoS refers to a digital attack that renders a service unavailable for users. 

In cyberattacks, this happens when a system on the Internet begins to send a targeted overload of requests or malware to a web server.

When such malware or malicious requests come in from multiple systems connected on the Internet, we call it Distributed Denial of Service or DDoS. 

The modus operandi of attackers is simple—swarm a web server with an extraordinarily large number of requests for a page or a barrage of queries to a database. 

In both cases, attackers choke either the bandwidth or resources of the web server like CPU or the available RAM.  

Invariably, there are initial symptoms such as a possible break in the network or just a server going down. Only an analysis of the traffic gives real insights into the severity of the attack. 

Now, the drop in services can happen due to the unavailability of either or some of the following:

  1. Servers 
  2. Attached devices
  3. Applications
  4. Networks
  5. Certain types of transactions in applications 

When a web server comes under such an attack, the disturbance may range from a denial of service for a short period of time to something as severe as the whole system crashing. 

Types of DDoS attacks

Types of DDoS Attacks

While such attacks can come camouflaged in a multitude of ways, they all have the same underlying objective—to choke the resources to a point where access becomes extremely slow or completely unavailable. 

These attacks can broadly be classified into three key types:

  • Volume attacks

Measured in bits per second, or BPS, such attacks happen through huge volumes of malicious traffic targeting a web server or a particular website 

  • Attacks on network layer

Network layer attacks are measured in packets per second or PPS. They involve an extraordinarily large number of packets sent to the targeted infrastructure. The points of such attacks are the network management tools and/or the network infrastructure itself

  • Attacks on application layer

Measured in requests per second, or RPS, these attacks are created with malicious intent and send a flood of requests targeting a specific application

Key tips for mitigating DDoS attacks

DDoS attacks have been around for almost two decades now and have evolved over time. They are now sharper, more incisive and, as we have seen, come in different forms. 

Let us review some tips that will help you minimise the impact of such attacks. These are relevant for all aspects of your business, starting with your cloud system.

  • Plan ahead

From the different types of attacks listed above, we know that primary vulnerabilities show up in the network infrastructure, connected devices, and applications.

This step is all about accepting the fact that an attack is inevitable, sooner or later. And thus, planning a suitable response in advance.  

In other words, the first step, and possibly the most important one, is to create a plan that an organisation can put into action almost immediately to fight the attack. 

Such plans are usually referred to as emergency responses. One should identify points of vulnerability in all three components, seek expert advice and document the plan during the initial set-up itself. 

Following need to be part of the plan for appropriate mitigation:

  1. A disaster recovery plan (DRP) including fail-over networks in case the DDoS attack actually takes over the entire system
  2. Infrastructure diversity—both in the type of components used in infrastructure and their geographical deployment
  3. Using a combination of private and public cloud systems
  4. For enterprises, it makes sense to integrate their network and application teams for a cohesive plan, with suitable escalation mechanisms that kick in when the attack actually occurs  

An effective way that is used by enterprises is to have a larger number of wide-area network (WAN) entry points. They also enlist cloud scrubbing service providers in order to re-route such attacks to scrubbers.

We will talk about such service providers further in the article. 

  • Refinements and adjustments

Attackers with obvious malicious intent are getting smarter and more innovative. They are now able to modify attacks based on the responses of companies. 

In real-time, they are able to attack from a different IP, a different port, or even a different protocol. It is thus important to continuously adjust and refine the response to such attacks.

  • Agreements with mitigation and protection service providers

There is a lot that companies can do themselves to establish an operational response plan. However, to augment their efforts, it is advisable to take help from service providers in this domain. 

On one hand, a business gets the benefit of advice from domain experts; their services are also more affordable than putting it all together. The other benefit is that these service providers also collaborate within themselves and are, thus, ahead on the knowledge curve.

Even if you’re signing up for external service providers, you can still monitor everything in-house to ensure alertness in case of abnormal traffic. 

  • Onsite devices are never enough

However powerful or secure onsite devices like firewalls, load balancers or even systems for prevention of intrusion may be, the fact is that they may not be able to block off all types of attacks. 

While these tools are extremely crucial in setting up defensive measures, there are certain inherent vulnerabilities that attackers can target despite these protections. 

The key here is to handle such attacks before they land on your on-site devices. Services offered by third party providers come in handy while diverting the attacks away from the main site. 

  • On-site actions for application layer

For the application layer, network mitigations may not be successful as targeted attacks on certain applications can still go through on-site protection devices. 

For these applications, you will need tools for web protection in your data center

Such tools enable you to conduct deep inspections at packet levels to view the application layer. These are possibly the best mitigation tips for attacks on individual applications.

Another approach is to deploy application redundancy through multiple cloud systems. This way, in the event of an attack on the application, you can always switch to another cloud network.

  • Collaborate

It will be helpful to share information and mitigation plans with companies in the same industry or domain. 

Collaboration on a topic like this, with mutual sharing of knowledge and information, will be immensely helpful to all participants. Your telecom service providers are the other party that you can collaborate with as you plan and refine your responses to DDoS attacks.

  • Remain vigilant, especially for secondary attacks

Another trend that is becoming more common is a more targeted or sustained attack following an initial DDoS attack. In other words, the first attack may just be a distraction to something bigger. 

DDoS attacks may just be deployed to create a panic situation, while a backdoor application gets targeted to extract more valuable data.

Conclusion

Attackers do not just target large enterprises. They can target all types of businesses, whether large or small. 

Your cloud phone system, or even upstream providers like telecom, are equally vulnerable. In certain instances, attackers have also taken an indirect route to target a particular company’s information.  

We have reviewed the different types of attacks and how they may be multi-pronged, increasing the scale of their impact. 

Planning for mitigation is simpler than it may seem. There are domain experts that can offer invaluable advice to keep you and your data secure.

The bottom line is to plan, review, refine, and evolve. And this needs to keep pace with the evolution of sophisticated attackers. 

If you are looking to implement secure cloud communications for your business, then connect today with our cloud experts at 1888-859-0450 or write to us at [email protected]

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Acefone provides a broad range of cloud communication services to businesses of all sizes, which includes Hosted Phone Systems, Free Phone Numbers, and Cloud Contact Center Solutions. Being the UK's leading provider of VoIP service provider, we always strive to provide excellent customer service and high-quality custom solutions to our customers.

Enhance Post Purchase Experiences for Customers with Automated Emails and Calls

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Yukti Verma

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category Operations calendar November 29, 2021 clock 8 mins read eye Reads: 292

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After a customer makes a successful purchase, you might think that the job is done. 

However, this isn’t the case!

If you don’t offer any post-purchase service, you could be at risk of losing a potentially loyal customer. Some customers may also be dissatisfied with the care they receive after the sale, making them return the product, and you losing the sale. 

The post-purchase experience is integral for keeping your customers happy and ensuring they make repeat purchases with your brand. 

This article will explore how you can enhance post-purchase experiences and their effects on your sales and customer satisfaction rates.

Automated emails to enhance the post-purchase experience

Automated emails are a great way to enhance your customer’s post-purchase experience. You can trigger emails to be sent at different intervals and make sure that you remain on your customer’s minds whenever they need your service. 

There are a few different ways to use automated emails to keep customers informed and build trust: 

Order confirmation emails

Once customers have made a purchase, they want an immediate response confirming their order. Without this, customers might think that their order has not been processed correctly and may either purchase the product again or go elsewhere.

Order confirmation emails serve a few different purposes. While they tell a customer their order has been successfully placed, they also inform the customer of the next steps. You can detail the whole delivery and dispatch process in this email so as to be transparent and manage customer expectations. 

These emails enhance post-purchase experiences by providing customers with all the information they need about their order. Moreover, they also provide an opportunity for you to introduce other offerings of your business to the customer.

While thanking customers for their business in these emails, you can also direct them to similar products and encourage them to purchase again. You can even include incentives such as discount codes for their next order. 

Whatever you may choose, you shouldn’t miss this opportunity to start building a rapport with your customer. 

Shipping notification emails

Shipping is the period where a majority of customer complaints arise. Therefore, sending notification emails ensures that the customer is kept informed about the status of their order. 

These notifications provide timely updates on the progress of their delivery and help reduce the number of customers reaching out for updates. 

You can also add different support options in your emails to further enhance the post-purchase experience and ensure customers see you as a trustworthy and transparent business. 

Add links to different support options and connect customers directly to your agents from their email. If you have a hosted phone system, you can ensure that customers are always responded to, regardless of the channels they use. 

With a hosted phone system connected to your CRM, you can pull order status and share this with the customer. This saves your agents time and makes customer service run more smoothly.  

Delivery confirmation emails

Upon successful delivery, you can trigger automated emails to check in with the customer and gain their feedback on the delivery process or offer further support. These can include how-to videos for their purchased product. 

Such emails show initiative from a business to reach out to the customer with more information about the product. It also helps to reduce the number of calls about common queries. The customer will see this as a testament to your service offerings and feel that you care about their experience with your product.

By gaining feedback from the customer while the order is fresh in their minds, you can gain highly actionable insights on your delivery process. This can help inform future developments and benefit future customers too.

Follow up emails

Once the customer has had a few weeks with their purchase, you can trigger a follow-up email to check in with them. This follow-up can include complimentary items that the customer may want to purchase with their current product or suggestions on new products that may interest them.

By using follow-up emails, you ensure that you keep in touch with each customer and stay at the top of their mind when they are out for their next purchase. If a company provides timely and relevant updates, they are sure to be favoured by customers in the future. 

Automated calls to follow up with customers

Another way to follow up with customers is to use automated calls. These calls can be used to suggest new products, check if the customer has any questions, or simply to build a relationship.

Follow-up calls can be scheduled right from your hosted phone system, and auto-dialers make this process easier than ever. Without the need for manual dialling customers, your agents can use automatic dialers and get connected. Hosted phone systems also allow them to see all the relevant information about that customer.

Automated calls create goodwill with your customers and show that your business is willing to put in the time and effort to deliver to them a great experience. These calls build up trust and ensure that your sales agents are more accessible to customers, making it easier for them to make repeat purchases.

Naturally, when customers are speaking to your sales or customer service team more often, there is more opportunity for sales to be made. This ease allows customers to become familiar with a brand, creating a satisfied customer who is more likely to make repeat purchases. 

When combined with emails, automated calls can make a fantastic addition to your post-purchase strategy.

Enhance your post-purchase experience with automation

It is easy to enhance your post-purchase customer experience when using automation. By sending simple emails or making follow-up sales calls, you can build strong relationships with customers and increase your sales output!

Your hosted phone system is fitted with all the necessary tools to make this a reality. With it, you can schedule messages, make calls, note important information and so much more.

If you are interested in increasing your sales potential with an improved post-purchase strategy, you can call us on 1888-859-0450 or write to us at [email protected] and talk with experts to find which tools work best for your business.

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Yukti Verma

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Yukti is a content marketing enthusiast with a soft spot for Saas. She loves weaving complicated concepts into simple stories. When not at work, she is found reading books or watching movies.