Maximize Outreach: Explore Sigma Voice's IVR, SMS & Voice Tools

How It Works: IVR Surveys

IVR Surveys offer an automated way to conduct surveys over the phone.

Outbound IVR Surveys

Design Your Survey: This step involves collaborating with a professional team to create a survey that aligns with your specific goals. The focus here is on crafting questions that are clear, concise, and relevant to the objectives you wish to achieve.

Upload Your Contact List: Here, you securely upload a list of phone numbers belonging to the target audience for your survey. This step is crucial for ensuring that your survey reaches the intended recipients.

Automated Calling: The IVR system takes over by automatically dialing the numbers on your contact list. This process is efficient and scalable, allowing for a wide reach without the need for manual calling.

Collect Responses: As the IVR system connects with respondents, they interact with the survey using their phone keypad. This method allows for easy participation, as respondents can answer questions by pressing designated keys for their responses.

Analyze Results: This final step involves accessing and analyzing the survey results. Most systems offer an online dashboard where you can view real-time data, analyze trends, and draw insights from the responses collected.

Inbound IVR Surveys

Select a Phone Number: For inbound surveys, the first step is to choose a suitable phone number (either local or toll-free) provided by a service like Sigma Voice. This number will be used by participants to access and respond to the survey.

Customize Your Survey: Similar to the outbound process, here you develop the survey content with expert assistance. The focus is on tailoring the survey to suit inbound engagement, ensuring it's welcoming and easy to navigate for callers.

Promote Your Number: This step involves sharing the chosen phone number through various communication channels. The goal is to invite and encourage participation by making potential respondents aware of how and where they can access the survey.

Receive Calls: As participants dial the provided number at their convenience, they are guided through the survey questions. This approach offers flexibility, allowing respondents to participate whenever it suits them.

Gather Insights: Like in the outbound process, the final step involves monitoring and analyzing the responses. Real-time data analysis is crucial for gaining timely insights and making informed decisions based on the survey results.

Both Outbound and Inbound IVR Surveys offer distinct advantages and can be tailored to suit different research needs. The key lies in effectively designing the survey, managing the response collection process, and skillfully analyzing the data for meaningful insights.

IVR Surveys FAQ

Q1: How long can the IVR survey be?

The length of an IVR survey can vary depending on the needs of your research. However, it's essential to balance thoroughness with conciseness. We generally recommend shorter surveys to keep respondents engaged. Long surveys may lead to respondent fatigue, potentially affecting the quality and reliability of the responses. A concise survey, ideally with a duration of 5-10 minutes, can effectively gather necessary information while respecting the respondents' time.

Q2: Can we customize the survey questions?

Yes, customization is a key feature of our platform. You have the full flexibility to tailor the survey questions to meet your specific objectives. This includes the ability to create various question types, from simple yes/no queries to more complex, multi-choice questions. Customization also extends to the survey's language, tone, and structure, allowing you to create a survey that resonates with your target audience.

Q3: Is there a limit to the number of respondents for a survey?

Our system is designed to handle a large number of respondents simultaneously, without any upper limit. This scalability ensures that you can reach a broad audience, making the tool suitable for both small and large-scale research projects. Additionally, our robust infrastructure ensures consistent performance, even with high respondent volumes, ensuring reliable data collection.

Q4: How secure is respondent data?

Data security and respondent privacy are top priorities in our service. We adhere to stringent data protection regulations, including GDPR, HIPAA, or others applicable in your region, to ensure the confidentiality and security of the data collected. Our systems employ advanced encryption and secure data storage practices to safeguard respondent information against unauthorized access and data breaches.

Q5: Can we access real-time survey results?

Yes, our platform offers the capability to access survey results in real-time. This feature allows you to monitor response trends as they happen, enabling quick analysis and decision-making. Our analytics tools provide various ways to view and interpret the data, including graphical representations, response rate metrics, and detailed reports, facilitating a comprehensive understanding of your survey's impact.

How It Works: SMS Broadcasting

SMS Broadcasting is a powerful tool for sending mass text messages to your audience.

1. Craft Your Message

Content Creation: Write a clear and impactful text message. Keep it concise to ensure your message is easily understood.

Personalization: Consider personalizing your message with recipient names or other relevant information to increase engagement.

Call to Action: Include a strong call to action, guiding recipients on what to do next.

2. Upload Recipient List

Secure Upload: Safely upload your list of mobile numbers to our platform, ensuring data privacy and security.

List Optimization: Make sure your list is current and segmented appropriately for targeted messaging.

Compliance Check: Verify that your list complies with applicable regulations and messaging guidelines.

3. Schedule or Send Instantly

Immediate Dispatch: Opt to send your message instantly for timely communication.

Scheduled Messages: Schedule your messages for future delivery to align with your campaign strategy or recipient availability.

Time Zone Awareness: If your audience is spread across different time zones, adjust the sending time accordingly.

4. Delivery Confirmation

Status Tracking: Receive real-time updates on the delivery status of each message.

Success Rates: Monitor successful delivery rates to gauge the reach of your campaign.

Error Reporting: Identify and troubleshoot any issues with undelivered messages.

5. Engage and Respond

Two-Way Communication: Encourage and manage responses from recipients, turning your broadcast into an interactive dialogue.

Response Analysis: Monitor and analyze the responses to gain insights into audience engagement and preferences.

Follow-Up Strategies: Use response data to refine follow-up strategies and enhance future communications.

SMS Broadcasting FAQ

Q1: What is the maximum length of an SMS message?

A: Standard SMS messages are limited to 160 characters. However, Sigma Voice utilizes segments allowing for longer messages that can include emojis, links, images, and videos. Messages exceeding 160 characters are divided into segments and seamlessly concatenated for the recipient.

Q2: Can we schedule SMS messages in advance?

A: Yes, Sigma Voice's SMS Broadcasting service allows you to schedule messages to be sent at a future date and time, enabling you to plan and execute your messaging campaigns efficiently.

Q3: How do we know if the messages were successfully delivered?

A: Our platform provides delivery reports for each message sent, indicating their status.

Q4: Can recipients reply to the SMS, and how does two-way messaging work?

A: Yes, Sigma Voice's SMS Broadcasting service supports two-way messaging. This feature enables recipients to reply to your messages, facilitating interactive communication.

Q5: Can we personalize messages by merging data?

A: Absolutely! Sigma Voice’s SMS Broadcasting allows you to merge data such as names or specific details into your messages, enabling personalized communication for each recipient. This feature enhances engagement by making each message relevant and tailored to the individual.

How It Works: Voice Broadcasting

Voice Broadcasting allows you to send pre-recorded voice messages to a large audience quickly.

1. Choose Your Caller ID

Function: Select the Caller ID that recipients will see, enhancing recognition and trust.

Options: Use a number that represents your organization or specific campaign for consistency and brand awareness.

Impact: A familiar or relevant Caller ID can increase the chances of your call being answered.

2. Record Your Message

Personal Recording: Record your message in your own voice for a personal touch.

Professional Recording Services: Utilize our in-house professionals for a polished and engaging message.

Text-to-Speech Technology: Leverage advanced Text-to-Speech for efficient, automated message creation with a natural-sounding voice.

Content Tips: Ensure your message is clear, concise, and tailored to your audience for maximum impact.

3. List Management

Upload Contacts: Securely upload your contact list to our platform.

Data Segmentation: Segment your list for targeted messaging, ensuring the right message reaches the right audience.

List Hygiene: Regularly update and maintain your list to improve the accuracy and efficiency of your broadcasts.

4. Customize Your Campaign

Scheduling: Decide on the timing of your broadcasts - immediately or scheduled for later.

Frequency: Determine how often your message should be sent, whether it's a one-time alert or a recurring message.

Targeting: Fine-tune your campaign targeting based on demographic or behavioral data to increase relevance and effectiveness.

5. Broadcast Your Message

Automated Calling: Our system automatically dials numbers from your list and delivers your message.

Scalability: Capable of handling large-scale broadcasts to reach a wide audience efficiently.

Reliability: High delivery success rate with built-in redundancies to ensure message reach.

6. Track Results

Real-Time Analytics: Access real-time data on delivery, engagement, and response rates.

Performance Insights: Gain valuable insights into call outcomes and listener engagement.

Data-Driven Decisions: Use these analytics to refine future campaigns for better results.

Voice Broadcasting FAQ

Q1: How does the system determine when to play the message during a call?

A: Our Voice Broadcasting system is designed to ensure your message is delivered effectively, whether to a live person or an answering machine. Here's how it works:

For Live Answers: When a call is answered by a person, our system detects the human voice. It waits for the recipient to say "hello" or any initial greeting before playing your message. This ensures that the recipient is ready to listen.

For Answering Machines: If the call reaches an answering machine, the system identifies the beep that follows the machine's greeting. The message is played immediately after this beep, ensuring it is recorded in its entirety.

This intelligent detection allows for tailored message delivery, enhancing the likelihood of your message being heard and received as intended.

Q2: What are the guidelines and capabilities for the length of voice messages in voice broadcasting?

A: The length of voice messages in Sigma Voice's Voice Broadcasting service is flexible to suit various campaign needs, but there are some best practices to consider. Here's what you should know:

Recommended Length: We generally recommend keeping messages under 30 seconds. This duration is optimal for maintaining listener engagement and conveying a clear, concise message without losing the recipient's attention.

Support for Longer Messages: While shorter messages are often more effective, our system fully supports longer durations. If your campaign requires a more detailed message, you can extend beyond the 30-second guideline.

Content Considerations: The ideal length of your message also depends on the content. For simple alerts or reminders, shorter messages are typically sufficient. However, for more complex information or storytelling, longer messages may be necessary.

Listener Response: It's important to consider the listener's experience. Longer messages may lead to higher drop-off rates, so it’s essential to keep the content engaging and relevant throughout.

Testing and Optimization: We recommend testing different message lengths to see what works best for your audience. Analyzing engagement metrics can help you optimize the message length for future campaigns.

Ultimately, the length of your voice message should align with your communication goals while keeping the recipient's experience in mind.

Q3: How flexible is the scheduling for voice broadcasts, and what are the options available?

A: Sigma Voice's Voice Broadcasting service offers a high degree of flexibility in scheduling your calls, ensuring that your messages are delivered at the most opportune time. Here's how you can take advantage of this feature:

Specific Date and Time Scheduling: You can schedule your voice broadcast to go out at a specific date and time. This is particularly useful for ensuring your message reaches your audience at a time when they are most likely to be available and receptive.

Time Zone Adjustments: For campaigns targeting recipients in different time zones, our system allows you to adjust the delivery time according to each time zone, ensuring that your message is delivered at an appropriate local time.

Recurring Schedules: If your campaign requires repeated messages, such as reminders or ongoing notifications, you can set up a recurring schedule. This can be daily, weekly, monthly, or any custom interval that suits your campaign needs.

Last-Minute Changes: Plans change, and our system accommodates last-minute adjustments to your scheduled broadcasts, allowing you to adapt quickly to new circumstances or information.

Automated Scheduling System: Our user-friendly interface makes it easy to set up and manage your scheduling, whether it’s for a one-time send or a complex, multi-tiered campaign.

With these scheduling capabilities, you can effectively plan and execute your voice broadcasting campaigns to align with your strategic communication goals and audience availability.

Q4: What metrics and tools does Sigma Voice provide to measure the success of a voice broadcasting campaign?

A: Sigma Voice's platform offers a robust suite of analytics to help you gauge the effectiveness of your voice broadcasting campaign.

Call Reach Analytics: Our system tracks the number of calls made, successfully connected, and the geographical distribution of these calls. This helps you understand how widely your message was distributed.

Response Rates: We provide insights into how many people interacted with your message, such as those who listened to the entire message, those who followed prompted actions (like pressing a key to get more information), and hang-up rates.

Listener Engagement: Detailed reports on the duration of each call give you an idea of how engaging your message was. Longer listener durations often indicate higher engagement.

Real-Time Tracking: Access real-time data on the progress of your campaign, allowing for timely adjustments and optimization.

Customizable Reports: Tailor reports to focus on specific metrics that matter most to your campaign objectives, whether it's reach, engagement, or response actions.

Historical Comparison: Compare current campaign performance against past campaigns to identify trends, improvements, or areas needing attention.

These analytics are critical for understanding the impact of your campaign and for making data-driven decisions to improve future messaging and strategy.

Q5: How can we personalize voice messages, and what are the capabilities of text-to-speech personalization?

A: Personalization is a key feature of Sigma Voice's Voice Broadcasting system, and it is achieved through advanced text-to-speech technology. Here's how it works:

Data Integration: Our system integrates with your contact list, allowing you to use specific information such as names, locations, or any other relevant data stored in your list.

Dynamic Message Creation: You can create a template message with placeholders for personal information. Our text-to-speech system will dynamically replace these placeholders with the corresponding data from your contact list for each call.

Natural-Sounding Voice: The text-to-speech technology produces a natural and engaging voice, ensuring that each personalized message sounds clear and professional.

Versatility in Use: This feature is ideal for a variety of scenarios, such as appointment reminders, personalized greetings, or targeted marketing messages, enhancing the connection with your audience.

Customization Options: You have the flexibility to choose the voice type and language, tailoring the message to best suit your audience.

This level of personalization ensures that your voice broadcasts are not only heard but also resonate more with each individual recipient, making your communication efforts more effective and impactful.

Q6: How are unanswered calls and busy numbers handled?

A: Sigma Voice's Voice Broadcasting system offers the option to retry calls to busy numbers or unanswered lines to ensure your message reaches its intended audience.

Retries for Busy Numbers and No Answers: If a call is not answered or the line is busy, our system can optionally retry up to 5 times. This increases the likelihood of successful delivery.

Consistency in Attempts: Each attempt, from the first to the fifth, is executed with the same level of quality and precision to ensure consistent message delivery.

Customizable Settings: You have the option to customize the number of retry attempts in your campaign settings, tailoring it to your specific needs and preferences.

This feature is designed to maximize the reach of your campaign by persistently attempting to connect with your audience, while also giving you the flexibility to choose the extent of these efforts.