What Is Voice Broadcasting? How To Effectively Use It For Your Business

Prashanth Kancherla

Nov 17, 2023 | 11 mins read

Voice broadcasting is a modern method of communication that allows businesses to reach hundreds, or even thousands, of people in a short amount of time. But despite being a staple in the marketing and customer service industries, there are some considerations to think about before diving into the technology head-first.

This article will explain everything you need to know about voice broadcasting, its applications, benefits, and challenges when considering whether it’s right for your organization.

What is Voice Broadcasting?

Voice broadcasting is a type of communication technology that allows an organization to quickly and simultaneously send pre-recorded audio messages over the phone to thousands of people at once. Voice broadcasting is also known as robo-calling, auto-dialing, or mass calling. This technology has been used by businesses, political organizations, and even emergency response teams for many years now. It originated in the 1990s and has since evolved to keep pace with modern communications.

Voice broadcasting is particularly useful for businesses in terms of customer service, marketing, and compliance. It allows companies to quickly send messages such as appointment reminders or promotional offers to their customers without having to manually place a call for each recipient. This not only saves time but also allows the company’s resources (e.g., employees) to be directed towards more impactful tasks that require human interaction rather than spending hours making thousands of phone calls manually.

Examples of Voice Broadcasting in Action

Need a bit more context to get the concept? Here are three real-world examples of where and how you might come across voice broadcasting in your day-to-day life:

Example #1

It’s 1 PM and you finally have a moment in the day to pause and take a break. Just as you do, the phone rings. When you pick up to say ‘Hello’, you’re surprised to be overspoken by a robotic voice. It’s your bank, notifying you of an upcoming transaction and asking if you authorize it.

Example #2

It’s 7 PM and you receive a call from your favorite restaurant giving you a special offer they’re running today. It’s not your average customer service representative, it’s an automated message that is inviting diners in for the night with an incentive of 10% off their meal. Press ‘1’ to connect with a host.

Example #3

It’s 11 AM, and you receive an automated phone call from your broadband service seeking your feedback on your recent customer service interaction. The voice broadcast politely requests your participation in a brief survey to share your experience and suggestions for improvement.

Challenges Associated with Voice Broadcasting

Voice broadcasting is a time-old, foundational part of many business communication strategies. Its scalability suits many different use cases, while its cost-effectiveness enables practically any organization to send out automated messages to hundreds, if not thousands of people. But while the advantages that can come with voice broadcasting are attractive, they aren’t given. This next section will walk you through a few of the biggest barriers companies face when implementing this technology into their outreach efforts.

Customer Experience Concerns

With the benefits of voice broadcasting for businesses being stated, it’s important to recognize the other side of the coin: customer experience. This technology can surely make your life easier by pumping out hundreds of calls at once, but it won’t be worth the time or effort if those calls fall on deaf ears.

As a relatively old form of business communication, most people recognize a robocall when they hear it. Unfortunately, over the years, automated calling has developed a bit of an undeserved reputation. To make sure your voice broadcasts are actually helping rather than hurting your outreach efforts, you should be aware of the potential customer experience concerns that may arise with this technology.

Aim to humanize your messages as much as possible. Utilize quality audio recordings, thoughtful scripting, and professional delivery to make sure people understand that they’re speaking to a real person who cares about their needs.

Non-compliance Risks

The Telephone Consumer Protection Act (TCPA) exists to protect individuals from the gross misuse of robocalling technology. There are heavy fines for violating it, making compliance a critical consideration to keep in mind during the campaign planning and administration process. Try to limit the number of calls you make and their frequency, particularly if they’re cold calls. Always ensure that your recipients have given permission before dialing them up. Get their explicit consent in writing, preferably via email or text message.

Careful Scheduling

No one likes to be woken up by a phone call in the middle of the night, regardless of who it’s from. If someone picks up to hear an impersonal automated message, they won’t be impressed either. Scheduling robocalls can help you avoid being intrusive while still delivering your message in a timely manner.

Popular Use Cases for Voice Broadcasting

Voice broadcasting isn’t necessarily limited to a specific industry or use case – it’s simply a tool designed to get messages across from one point A to many point Bs. To that end, the technology is commonly employed in a variety of situations, ranging from marketing campaigns to notifications of natural disasters.

Marketing Campaigns

Companies commonly use voice broadcasting to send out personalized promotional messages and discounts. It’s a cost-effective approach to creating mature and qualified leads. By delivering personalized messages, businesses create a sense of urgency and excitement, driving traffic to physical stores or online platforms.

Emergency Notifications

In times of crisis or an emergency, organizations utilize emergency voice broadcasting to swiftly communicate crucial information to a large audience. This technology enables businesses, government agencies, or institutions to deliver timely alerts, evacuation instructions, or safety protocols, ensuring that recipients receive vital information promptly.

Utility Notifications

Utility companies use voice broadcasting to inform customers about service interruptions, planned maintenance, or billing information. This ensures that customers are informed in advance, thereby minimizing potential inconveniences associated with service disruptions.

Corporate Communication

Voice broadcasting serves as a powerful tool for corporate communication, enabling organizations to disseminate important information swiftly and efficiently. Whether it’s conveying policy updates, sharing announcements, or ensuring consistent messaging during times of change, businesses leverage voice broadcasting for internal communication.

Surveys and Polls

Perhaps one of the most popular uses for voice broadcasting is conducting surveys and polls. Businesses, researchers, and even political campaigns use automated phone calls to ask potential customers or citizens questions about their opinions.

Educational Broadcasts

Schools, colleges, and universities often employ voice broadcasting to efficiently share notifications and announcements, ensuring students and staff stay informed about events, deadlines, and other critical updates in the educational community.

Sending Reminders

Healthcare providers have begun using voice broadcasting to remind patients of upcoming appointments or medication refill dates. Businesses may use voice broadcasting as a means of reminding customers that payments are due or providing updates about the status of their accounts.

Customer Service

By sending out pre-recorded messages, companies can quickly and easily provide customers with information about the status of their orders, shipping updates, or other customer service-related issues without having to individually contact each customer.

How Does Voice Broadcasting Work?

Enough of the examples. Let’s move on to answering a few of the biggest technical questions surrounding this technology. What is voice broadcasting and how does it work?

In its simplest form, voice broadcasting is a way of making large calls to many people quickly and simultaneously. It relies on automated software to dial numbers, record or play recordings, and manage responses. Usually, companies will need to purchase a voice broadcasting platform that is compatible with their existing phone system.

Once the software is in place, companies can create pre-recorded messages and input lists of contacts into the system. The message will then be sent automatically to each contact. The customer can then interact with the system through keypad commands or voice recognition technology. Based on their response, they could receive additional information or be transferred to a live representative if needed.

Most voice broadcasting solutions on the market today run on Voice over IP (VoIP) technology. This is a digital phone system that lets users make and receive calls over the Internet instead of using traditional phone lines. It proves particularly useful in the case of voice broadcasting, where the system needs to make multiple calls at once. The software is often capable of integrating with existing CRM databases, allowing businesses to personalize their messages and better track the success of each outreach attempt.

What Is Omnichannel Voice Broadcasting?

Remember earlier, when we said that voice broadcasting has evolved with the times?

Omnichannel voice broadcasting is a great example of that. Rather than just limiting you to one channel of communication (e.g., landlines), omnichannel voice broadcasting gives you the ability to send out messages on multiple channels, including landline phones, mobile devices, and even VoIP services like Skype and Google Voice. This allows you to send messages to a wide variety of people, regardless of what type of phone they have or where they are located.

What Are the Benefits of Voice Broadcasting?

Voice broadcasting hasn’t been popular for as long as it has out of luck; there are several advantages to implementing it in your business. We list some of the most prominent below.

Cost-effective and Efficient

The primary benefit of using voice broadcasting is that it is a cost-effective and efficient solution for companies that need to quickly reach large audiences. Voice broadcasting eliminates the hassle of manual dialing or using an , helping businesses save time, money, and resources, which can be used for other purposes.

Increased Reach and Brand Awareness

Voice broadcasting can be a great tool when it comes to increasing your reach and brand awareness. Not only does it allow you to quickly reach thousands of customers, but if done correctly, it can also help create a lasting impression on those customers.

Easy to Track and Manage Outreach Efforts

Voice broadcasting helps businesses easily track and manage their outreach efforts. Companies can track the performance of each broadcast, monitor customer responses, and adjust campaigns as needed to ensure that their message is reaching the intended audience. This is a much more efficient and insightful approach than manually tracking customer responses over the phone.

Instant Communication

Voice broadcasting enables real-time communication, making it ideal for businesses to deliver urgent messages, emergency notifications, or time-sensitive updates. By ensuring immediate outreach to a large audience, this technology significantly reduces response times, especially in scenarios requiring prompt dissemination of critical information for optimal decision-making and public safety.

Enhanced Productivity

Automated voice broadcasts not only handle routine tasks but also provide consistent and reliable information dissemination. By automating repetitive communication processes, organizations create a more productive work environment, enabling staff to concentrate on strategic initiatives and higher-value tasks. This increase in productivity contributes to a more agile and competitive business landscape.

Improved Engagement

Voice broadcasting excels in engagement by delivering tailored messages, fostering a connection with recipients. This personalized approach not only increases message response rates but also cultivates a positive and interactive relationship between businesses and their audience. It builds a foundation for lasting connections and customer loyalty, vital in today’s competitive landscape.

How Ozonetel’s Voice Broadcast Feature Helps

You can leverage Ozonetel’s Voice broadcast feature to send personalized messages to your customer base in just a few clicks. You can leverage our solution to relay messages, collect customer feedback, offer interactive options, or transfer calls to a live agent if required.

Select Contacts – Easily upload your contacts’ database or pick a list directly from your CRM.

Create Your Message – Seamlessly upload a recording or take advantage of our user-friendly text-to-speech feature to craft your message.

Blast Off – Simply hit Send. And that’s it! Your Voice Broadcast Campaign is set to commence.

Ozonetel Voice Broadcast: Key Features

Discover the simplicity and power of managing your Voice Broadcast Campaigns with Ozonetel. Here are some essential features that make it a seamless and effective experience:

Interactive Engagement: Use it for surveys, feedback collection, or appointment confirmations. Customers can respond via DTMF or natural language recognition.

Personalized Connection-Automatically integrate relevant customer data from your CRM, personalizing each message with details like names, bill amounts, or due dates.

Text-to-Speech Convenience: No need for audio recordings or voice-over artists. Create messages effortlessly using our natural-sounding text-to-speech conversion.

Comprehensive Reporting: Stay informed about your campaign’s performance with detailed reports, including successful deliveries, failed attempts, and pending responses, all accessible through a live dashboard.

Natural Conversations: Access AI-driven and NLP-powered voice technology that is intelligent, intuitive, and user-friendly.

With Ozonetel, experience the simplicity of setting up and managing your Voice Broadcast Campaigns for effective and personalized communication.

In Conclusion

Voice broadcasting can be a powerful tool for businesses of any size, allowing them to quickly reach their target audience and deliver important information in a timely manner. Whether you’re looking for a way to increase sales, remind customers of financial obligations, or provide customer service, this can be an effective and cost-efficient solution.

Of course, like other communication strategies, voice broadcasting is only as valuable if the partner you choose to implement it with is qualified. Ozonetel is a professional provider of voice broadcasting services, helping businesses to reach their audiences with speed and accuracy. Contact our team to learn more today.

Want to see what Ozonetel can do for your company? Sign up today for a free 21-day trial.

Frequently Asked Questions

Voice broadcasting is a popular technique adopted by organizations to deliver pre-recorded voice messages to a large number of people simultaneously. Businesses use automated systems to deliver information & updates, make announcements, or send alerts to recipients. It plays a crucial role in business communication, emergency notifications, and implementing diverse communication strategies on a large scale.

Autodialers are used by businesses to voice broadcast messages. These dialers can automatically dial phone numbers and deliver pre-recorded messages efficiently. This call center tool saves considerable time and effort for businesses making it easier for them to convey important information, promotional messages, or alerts to a large audience.  This streamlined approach enhances the overall efficiency of outreach campaigns.

Automated voice broadcasting, equipped with omnichannel capabilities, seamlessly integrates across multiple communication channels to deliver seamless customer experiences. This empowers organizations to connect with audiences through multiple touchpoints like phone calls, text messages, emails, chat, SMS, and social media. As a result, organizations can create and implement a unified engagement strategy that ensures effective and comprehensive communication across various digital platforms.

An example of voice broadcasting is when an e-commerce business uses this technology to announce special discounts to its customer base. The business records a promotional message and uses voice broadcasting to simultaneously deliver it to a large audience, informing customers about exclusive offers and driving engagement with the brand.

The core function of voice broadcasting is mass communication, allowing organizations to share important information, promotions, or alerts with a wide audience at the same time. This automated method simplifies outreach efforts, ensuring the efficient delivery of pre-recorded messages.  It is commonly used in multiple fields for a range of  applications including political campaigns, emergency notifications, marketing purposes, and other applications.

The elements of voice in broadcasting cover content clarity, tone, pitch, volume, and speed. Clarity ensures the audience understands the information, while an appropriate tone and modulation influence engagement. Crafting a compelling message using these elements is crucial for broadcasting success, enhancing understanding, and resonating effectively with the target audience. These elements also allow for conveying emotions and creating a sense of urgency or importance in the delivered message.

Prashanth Kancherla

Chief Product Officer, Ozonetel Communications

Over the past decade, Prashanth has worked with 3000+ customer experience and contact center leaders...

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