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Unleash the Power of the Best Dialing System

Posted by Tim Smith in Mass Notification System on January 10, 2024

Unleash the Power of the Best Dialing System

In today’s fast-paced business world, top-notch communication is a must to run a successful enterprise. From connecting with potential clients and leads to internal organizational messaging, every aspect of a business requires seamless phone communication to thrive. Unfortunately, manual dialing leaves room for latency, disorganization, and unsatisfactory service, especially in more large-scale organizations.

With a dialer system, you can drastically improve internal and external communication within your firm, leading to better efficiency, productivity, and higher profit. In this article, we’ll delve into dialer systems, discussing extensively their features and why you should use them. Let’s begin.

What Is a Dialer System?

A dialer system, also known as an auto dialer or automated dialer, is a software or platform that helps you dial numbers automatically. In other words, instead of manually inputting your desired phone number before making a call, a dialer system automatically locates and calls selected contacts.

Not only do dialer systems place calls, but they also send bulk messages, whether they be voice broadcasts or robocalls, SMS, or MMS forms. These automated systems can reach your contacts simultaneously, notwithstanding the size of your contact list. Hence, you can easily and quickly send messages to several customers or workers, thus enhancing your productivity.

How Does an Auto Dialer System Work?

How Does an Auto Dialer System Work?

Although a system may be highly impressive, not understanding how it works leaves room for misuse or, worse, not fully maximizing its potential. So, to avoid this, you must understand how auto dialers operate, their basic functions and abilities, and the types of dialers available.

As their name suggests, auto dialers automatically place calls to a given list of contacts. This means that you’re responsible for providing the phone numbers for your dialer system, whether manually or with imported files. So, the auto dialer calls each provided number, detecting which calls were answered and which were directed to answering machines. Then, the system either responds with a pre-recorded message or routes the call to available live agents.

Depending on necessity and settings, some dialer systems also allow interaction with the receiver using a special technology called IVR (Interactive Voice Response). Additionally, they come in four different types, each with a distinct calling algorithm and mode of operation. We’ll look at them below.

1. Power Dialer

This is the most common type of auto dialer. Rather than simultaneous dialing, power dialers call one number at a time. After completing the first call, it connects the agent to the next number on the list. This way, you can better control your calling process and ensure you or your agents attend adequately to every call, offering personalized touches where needed.

2. Preview Dialer

Here, the agent can preview customer information from their CRM and study potential leads before determining whether to call. Next, the agent takes a manual action (such as clicking) before the call can go through. The preview dialer repeats this process for each number on the list, similar to power dialers. This method of auto dialing is also excellent for personalized conversations but can be time-consuming.

3. Predictive Dialer

Whereas power dialers make one call at a time and ensure agent availability, predictive dialers make multiple calls simultaneously. Here, there are more calls made compared to the number of agents, and the dialer system automatically routes calls to available agents.

Predictive dialers also work with a special algorithm to tell when a number is most likely to be responded to when called. Then, it calls this number at that specific time. Unlike power dialers that confirm agent availability before placing calls, predictive dialers make calls first and then channel them accordingly. This way, you can ensure productivity and maximize your time.

4. Progressive Dialer

Progressive dialers combine the speed of predictive dialers and the controlled nature of preview dialers. Similar to preview dialers, progressive dialers place calls singly, but rather than agents, the dialer system initiates calls after a predetermined period. This ensures that there is a ready, waiting agent to handle incoming calls while taking advantage of automation to hasten the process.

Why Choose Our Dialer System?

Like with any product, there are countless options of dialer systems on the market today, each with unique features and advantages. Different platforms give you access to various features, ranging from cloud-based services or purchasable software versions to varieties in use cases. So, why should you make DialMyCalls your preferred dialer system? In this section, we’ll show you some benefits you can get from using our dialer system, so keep reading.

1. Boost Agent Productivity

Boost Agent Productivity - Dialer System

No customer likes being kept on hold for prolonged periods before being attended to or redirected to the right person. With the DialMyCalls dialer system, you can quickly connect your callers to the appropriate personnel for the call. Doing that reduces your customers’ wait times and improves their satisfaction with your service.

Moreover, efficient calling systems ensure that agents maximize their call rates and prevent downtime between calls. Our dialer system automatically routes calls to available agents and keeps them actively engaged with calls. Thus, your calling process is effectively managed and streamlined to produce better results and keep agents more productive.

2. Maximize Lead Conversion

With manual dialing, there are only so many calls you can make within a given timeframe. However, our automated dialer system gives you the power to call several leads within a remarkably short time. This way, you can broaden your telemarketing reach and successfully phone several leads, increasing your chances of conversion. Also, our personalization features allow you to record customized messages that resonate with customers, thus increasing their chances of responding to your marketing efforts.

With DialMyCalls’ dialer system, you can integrate CRM (customer relationship management) software to update customer information and have better insight into your leads. This shows you which leads have more potential to convert so you can channel your marketing strategy on them.

3. Ensure Compliance and Security

Automated calling software raises security and privacy concerns, as you’ll be working with private information and contact details. So, your chosen auto dialer must be highly secure and guard against outsider breaches to prevent you from breaking privacy laws.

DialMyCalls’ dialer system offers you excellent, well-guarded dialer software with military-grade 256-bit SSL encryption as well as routine PCI compliance scans. Moreover, you have features like password control and two-factor authentication to prevent outsiders from accessing your auto dialer.

You can also use our compliance resources to ensure you’re on the right side of privacy laws and stay updated on these regulations. This way, your customers’ data is secure, and you can retain their loyalty and trust and improve your reputation.

4. Consistent Follow-Up

Most times, after making your first call to a lead, you’ll need to make follow-up calls to respond to inquiries. These follow-ups communicate to customers that you want a relationship with them and enable you to answer any further questions they may have. However, with a long list of potential leads and customers, you can easily forget to make follow-up calls.

Our dialer system can schedule automated calls or send call reminders to remind you or the customer of a scheduled follow-up call. Additionally, you can send interactive polls to your leads to inquire about the most convenient times to place your next call to them. This not only boosts interaction and personalization but also makes the customer feel valued and heard.

5. Customer Service

Customer Service - Dialer System

The way you treat customers determines how loyal they will be to your business, hence the importance of good customer service. Besides offering you splendid customer service, DialMyCalls can also help you achieve customer satisfaction and respond to their complaints efficiently.

Our customer service is highly reliable, offering you live chat support seven days a week and 24-hour emergency support. This way, you can access help immediately if you ever encounter problems while using our dialer system and prevent unnecessary downtime.

Meanwhile, our personalization and IVR features help you attend to customers better while using our auto dialer. Whether you’re sending a pre-recorded message to answer an FAQ or connecting to a live agent, DialMyCalls helps you attend to your customer quickly and thoroughly.

Key Features of Our Dialer System

Every automated calling software comes equipped with unique features, and DialMyCalls is no different. So, let’s look at the features we have to offer you and how you can implement these features to improve your day-to-day business activities.

1. Auto and Predictive Dialing

A common element of business communication is flexibility, and one method of communication may not always be ideal. So, a good dialer system gives you the ability to send your preferred type of message or connect to a live agent, depending on the situation and the number of agents available.

DialMyCalls has both auto dialing and predictive dialing features. This way, you can either send pre-recorded messages to contacts consecutively or connect to live agents when necessary. Depending on the number and skill of your available agents, you can route your calls accordingly and choose what kind of dialing you prefer. This lets you maximize your time, your agents, and your software to their full capacity and improve productivity.

2. Real-Time Analytics and Reporting

As a manager or organization owner, you must monitor your agents’ activities and marketing reach. Without being informed about these factors, it will be difficult for you to plan and make strategic decisions about your enterprise and channel your resources correctly.

DialMyCalls has real-time analytics features that help you monitor your agents’ calls and messages, view their call reports, and track their reach. Additionally, for every broadcast, you get detailed broadcast reports that tell you how each message was received. For example, our Accurate AMD (Answering Machine Detection) system can detect whether a live person or answering machine responded to your broadcast. You also get reports in the event of a poor signal or no answer.

3. CRM Integration

CRM Integration - Dialer System

Knowing your customer is the first step to successful marketing, and this is where CRM software comes into play. However, during telemarketing, switching repeatedly from your auto dialer application to your CRM software can be a frustrating chore.

Thankfully, DialMyCalls’ CRM integrations automatically solve this problem, as you can access popular CRMs like HubSpot, Zoho, and Salesforce from your auto dialer. Besides removing the need to switch between apps, you can also update information on your leads more quickly and access previous information easily. This comes in handy when engaging your customers, as you can better personalize your conversation and appeal to the client.

4. Access Control

The larger your business or organization size, the more you’re likely to need extra hands with telemarketing or sales management. But, sharing your login details with multiple people can be a security risk and compromise the privacy of your business communication application.

However, DialMyCalls lets you add multiple users to your account, granting access to its features without having to share your login details. Additionally, you can add permission groups and custom contact group permissions. Basically, this means that you have control over what features and contact groups you want each user to access.

To direct you, you can use our Acess Control System guide for step-by-step instructions on implementing this feature.

5. Phone Tree App

Contrary to popular opinion, call dialers don’t work for sales and marketing purposes alone but can also be used for internal communication. In large organizations, you may want to circulate messages either to all employees or a specific department. Rather than manually dialing each number, phone trees and dialer systems can do a more efficient job.

Where manual dialing is slow and can lead to miscommunication, automated dialing is faster and reduces the chances of errors. Even better, DialMyCalls’ phone tree app lets you dial specified contacts automatically and provides specific templates for several scenarios.

For example, in the case of emergencies, hurriedly dialing numbers manually leaves the possibility of forgetting to phone a person or group. However, automated phone trees use the power of dialer systems to automatically call contacts that have been provided ahead of time. This way, you can quickly communicate the emergency effectively to all concerned, reducing the possibility of mistakes and latency.

How Our Dialer System Works

Simplicity is key for any system’s easy adaptability, as complexity tends to frustrate users. But, the simplest of systems still require you to understand how to use them for maximum efficiency. Here, we’ll show you how to use DialMyCalls’ straightforward dialer system in a detailed step-by-step guide. Keep reading.

Step 1: Sign Up

Sign Up - Dialer System

To enjoy the benefits of our dialer system, you need to sign up and create an account with DialMyCalls. This gives you immediate access to our features, depending on your subscribed plan.

Note that you don’t have to pay immediately, as you have 25 credits to try our auto dialer out for free. You can also request information if you need further clarity about our services. However, for unlimited use, you need to pay for any of our plans.

Step 2: Input Your Contacts

After signing up, you must have a stipulated contact list for the auto dialer to work with. You can choose to add single contacts or organize them in groups for easy identification, but this is your dialer system’s call list. Besides manual adding or copying and pasting, DialMyCalls also allows importing from any existing Excel or CSV file for easy inputting. Select either Add a contact, Quick add numbers, Create groups, or Upload contacts, depending on your method.

Step 3: Introduce Your System

If you’ve never used a dialer system in your business, your employees, agents, and even customers may be unfamiliar with it. For seamless adaptation and integration with your existing operations, you need to introduce your system.

So, conduct training sessions for your call agents or employees who will be using this dialer system. Also, DialMyCalls’ dialer system usually requires customers to opt-in before you can send broadcasts to them. This means that you’ll need to communicate and explain your dialer system to your customers and get their opinions and views.

Step 4: Record Your Message

Next, record the message you want to leave clients when they call. DialMyCalls lets you use a variety of recording options or devices, including the DialMyCalls mobile app. Also, like contacts, you can choose to upload existing files in MP3 or WAV format.

DialMyCalls gives you a text-2-speech option to enable you to convert digital text to audio form. This way, you can easily convert your texts or written messages to voice broadcasts. Equally, the phone-in system gives you the option to send recordings from your phone when you’re unable to log into your account.

Step 5: View Your Report

Immediately after sending your message, you can view through reports that reveal details of each broadcast. Whether you choose to send your message instantly or schedule it for later, you’ll get the analytics of every call made, showing you successful and unsuccessful calls. This tells you where to refocus your communication and where you may need to resend your message.

Testimonials: What Our Dialer System Customers Say

Lori B – Founder/CEO

“Cost-effective, creative way to boost sales. I used this service as a way to communicate with a nonprofit’s constituents regarding a fundraising and awareness-building event. There was an immediate return on investment realized!”

Jeffrey H. – Pastor

“In the old days, we would have to call everyone personally, one at a time. There is still a place for that, but to get out general reminders and announcements would take hours. Now we do it in a couple minutes.”

Craig S. – IT Manager

“Easy setup of broadcasts, contacts and groups, and text-to-voice option. I don’t think I’ve run across a feature I don’t like about it.”

Alicia V. – Project Specialist

“I use DialMyCalls to do a voice broadcast call one week before our meeting, which has increased our club attendance by 30%.”

Judith I. – Treasurer

“I don’t think our group could function effectively without DialMyCalls. I remember what it was like years ago when we had ineffective and time-consuming phone chains that took hours to accomplish what now takes minutes. We are so thankful for this company.”

Teresa B. – Administrative Assistant 

“Easy to implement, relatively easy to maintain and update. Great reporting tools. The app is excellent – very easy to use.”

Aaron M. – Assistant Pastor 

“The things we like most about this software are its ease of use, price points, and the ability to both use the app on our phones or the website on the computer to communicate with our audience.”

Jason P. – IT

“The software is user-friendly and very affordable and offers integration with third parties.”

David B. – Cabinet Member

“I can inexpensively broadcast a message to all or a portion of the members of my organization in just a couple of minutes. This software saves me hours of phone calls and getting stuck in time-consuming small talk when a member answers the phone. I love this software and recommend it to anyone in charge of communicating with members of a non-profit organization.”

Key Factors to Consider When Choosing a Dialer System

Key Factors to Consider When Choosing a Dialer System

Previously, you’ve seen that there are numerous dialer systems available today, each with distinct abilities and use cases. To choose the best auto dialer software for you, you must consider certain factors to make an informed decision. These factors determine whether you may end up with an auto dialer that’s unsuitable for your needs and business.

So, let’s look at a list of factors you should have in mind before going for any dialer system. Keep reading.

1. Type of Business/Business Needs

The nature of your business determines your needs, requirements, and, consequently, the type of auto dialer you’ll purchase. As business needs differ, so do dialer system requirements; the auto dialer that works for a friend’s business may not be ideal for you.

For instance, if you’re running a larger-scale enterprise with several call agents, then a dialer system with superb predictive dialer features is best. On the other hand, a smaller organization with a handful of call agents may be more suited to power or preview dialers.

Thus, make a list of your business priorities and demands, and compare your requirements to selected dialer systems’ offers.

2. Security and Compliance

When dealing with data, security is a major factor to consider, as you should have a reputation for protecting customers’ identities. Without this reputation, it’ll be significantly harder to gain your customers’ trust in your dialer system and encourage them to use it.

Before signing up with any automated dialer, review their privacy policies and security measures. This way, you can ensure they are compliant with major privacy and telephone laws. Examples of such laws are the Telephone Consumer Protection Act (TCPA) and the General Data Protection Regulation (GDPR).

3. Features and Integrations

Besides noting the type of auto dialer you’ll buy, your business needs also tell you the necessary features to employ. Every dialer system has its strongest features, so you need to ensure that your chosen auto-dialer not only has the features you need but also implements them excellently.

Basic features to look out for include CRM integration, reports and analytics, personalization features, and contact management. You can also check for more advanced features, but ensure you’re going strictly for what you need.

4. User-Friendliness and Scalability

How easy and user-friendly are the systems you’re considering? A dialer system that proves difficult to use will suffer pushback from your team, reduce their productivity, and negatively affect your returns. As a business owner, you want your team and your customers to adapt easily to your new system. Therefore, ensure its interface is neat and straightforward, and everyone can easily follow stipulated instructions for use.

But, while your application should be simple enough to grasp, it shouldn’t be too simple to accommodate growth. Scalability is important when adapting to any system, as your business should have room for growth. As such, check that your chosen dialer system can accommodate more users without struggle.

5. Cost

DialMyCalls Pricing - ClickSend Alternatives

Finally, your dialer system should be proportional to your budget size. Shelling out a huge chunk of your business resources on auto dialers is unlikely to work in your favor, as you’ll need to channel funds to other areas as well. So, ensure your dialer system is affordable and gives you good value for your money.

DialMyCalls gives you 25 free credits to try out the software for free. This is one way to browse through features and be sure you’re getting your money’s worth.

FAQs on Dialer Systems

1. How much is a dialer system?

The price of your dialer system depends on the provider you choose and the plan or additional features you select. DialMyCalls’s Standard plan costs $7.49/monthly or $6.74/annually.

2. How easy is it to integrate your dialer system with my existing CRM?

Integrating dialer systems with CRMs is straightforward and seamless as long as your dialer system provides integration features for your CRM. DialMyCalls offers integrations for several popular CRMs, including Zoho, Zapier, Monday.com, Salesforce, and HubSpot. Also, our website has easy guides to walk you through each integration process.

3. How does your dialer system handle ‘Do Not Call’ lists and ensure compliance with telemarketing regulations?

Every reputable dialer system adheres strictly to ‘Do Not Call’ (DNC) lists and respects telemarketing privacy laws. With DialMyCalls, you can add a number to the DNC list, and that number will no longer receive automated calls.

4. What is a 3-line dialer?

While single-line dialers call one number at a time, a 3-line dialer can dial up to three numbers simultaneously. Then, the first number that picks gets pre-eminence and is connected to a live agent.

Get Started With Your Dialer System Today

Dialer systems are a foolproof way to improve your marketing and build customer relationships while maximizing productivity. Manual dialing can lead to poor communication and follow-up, but dialer systems like DialMyCalls boost and help you win customer loyalty through phone calls.

Sign up with DialMyCalls and enjoy the benefits of automated call dialing today.