A complete guide to voice broadcasting which is a technology that allows organizations to quickly and easily deliver important pre-recorded audio messages to 100's or even 1,000's of phones within minutes.
There are 4 types of voice broadcasting campaigns. They are Notify, Offer, Poll & Remind.
Notify plays your recording to humans and machines. One recording can be used for both scenarios or if you create 2 recordings, one recording can be used for human answers and a separate recording can be used for machine answers.
The Notify campaign type is used by Schools & Universities to call administrators, teachers, parents and students about important updates and alerts.
Offer plays your recording to humans along with a live transfer option which says 'press 1 to be transferred to our office'. It will play a separate recording to machines that does not say 'press 1 to be transferred'. The answering machine recording should say, 'please call us back at the following phone number ...'
The Offer campaign type helps recruiting & staffing organizations call their candidates to fill open positions efficiently.
Poll plays your recordings to humans asking one or more questions and collects DTMF responses. It will play a separate recording to machines.
The Poll campaign type is used by associations & unions to survey members about important issues.
Remind plays your personalized text-to-speech recording to humans and machines.
The Remind campaign helps home services companies reduce customer 'no shows' on service appointments.
Each campaign type includes many premium features for free. Below is a list of free features.
With a basic notification call broadcast, there is no interactivity. Your recording simply plays to your contacts after they say 'Hello' or after the answering machine greeting and 'beep'. Of course, your Caller ID will be displayed on their Caller ID display, so they can call that phone number if they want. Learn more about Notify.
With an interactive voice broadcast, each call recipient that answers their phone hears a prompt to press one or more DTMF keys. It's also referred to as a voice broadcasting press 1 campaign.
Your call recipients can interact with the phone call by pressing buttons on the phone keypad to navigate through a phone menu or be directly transferred in real-time to an agent without having to place a call separately.
The Offer, Poll & Remind campaigns have interactive functionality.
The recording for each contact can be personalized using text-to-speech (TTS) technology using the customer provided phone list data.
It works similar to an email campaign or a text campaign and it can boost response rates as well.
There are 2 options with personalization. One option is for the entire message can use the text to speech voice. The other option is to use a human voice for the static parts of the message and use the text to speech voice for the dynamic parts of the message.
Below is an example script that can be used. The bold words are the text to speech.
Hello This message is for Robert. This is On Time HVAC calling regarding your upcoming service appointment with our representativeSamuel on February 10th at 10:30am. If for some reason, you need to cancel this service appointment with On Time HVAC on February 10th at 10:30am please press 1 to be transferred to our office now. Otherwise, we look forward to seeing you soon.
Voice Broadcasting Phone Lines
One of the many benefits of using a hosted voice broadcasting service versus an on-premise voice broadcast software is the instant access to a large number of phone lines.
The number of phone lines used determines the speed at which your phone list will be dialed.
Let's use an example phone number list with 1,000 contacts.
1,000 completed calls in 0.7 Hours
In general, when manually calling a phone number, the 3 possible outcomes are human answer, machine answer and no answer.
The same is true with automated calling.
Regardless, these outcomes are referred to as call dispositions.
With an up-to-date phone list, the human answer and machine answer should make up the large majority of the call dispositions. The no answers should be quite small. Also, there is no charge for no answers.
Here is a quick example for a phone list of 1,000 contacts.
After the call broadcast is completed, 450 calls were answered by humans, 450 calls were answered by machines and 100 calls were no answers.
Please review the pie chart below.
Task Hours per Day
Human Answer 450
Machine Answer 450
No Answer 100
Even though there is no charge for no answers, it's a good idea to review your phone list data to determine why those phone numbers did not answer.
There are common sense rules and regulations for automated calling to protect consumers from SPAM calls, just as there are for sending emails through legitimate services like MailChimp or Constant Contact. See the CAN-SPAM Act.
Learn more about the Canadian laws from the Canadian Radio-television and Telecommunications Commission and the United States laws from the Federal Trade Commission about Robocalls.
When it comes to spam robocalling, spammers can be identified by one or more of the following things.
Sigma Voice conducts a thorough interview with each prospective customer before allowing access to our platform. This is how we prevent abuse of our platform as well as consumers in North America.
With all that said, there are several legal and valid use cases to use an automated calling service to reach your existing customers, employees or members.
Some frequently asked questions.
Yes! Sigma Voice offers a free trial of the calling service only. In order to qualify, please register using a company email address like email@example.com.
You can call 1,000 contacts for about $50 in about 10 minutes. That's about 100 calls per minute! This example is based on a 30-second voice recording, which is an average recording length for an automated phone call. This is based on 10 cents per minute. Small call broadcasts may incur a surcharge fee or minimum fee.
Yes. This is especially useful for organizations with multiple locations. Simply add each Caller ID one time then it's available to be used in a call broadcast.
Your recording can be as long as you want. Be sure to record in a quiet room to make sure recording is as clear as possible.
Sigma Voice accepts many popular formats like Microsoft Excel, CSV and TXT. Each phone number should consist of 10 digits.
Canada and US phones all use one single format: (NXX) NXX-XXXX, where N is 2–9 and X is 0–9.
Parantheses, dashes and periods or ok. Also, duplicate phone numbers will be automatically removed.
Sigma Voice accepts multiple forms of payment exclusively through PayPal.
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This service is fantastic. Setting up automated calls is super easy and affordable. I highly recommend it.
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With so many different types of robocall pricing, how do you know if you're getting the best deal? Read our guide to help you decide!
We've created a step-by-step process on how to perform an effective automated phone survey. Get started today!