Auto Dialer Software: What is Auto Dialer and When to Use it

The auto dialer acts as a co-pilot for sales teams. The ideal software for outbound sales campaigns, an auto-dialer increases sales productivity by as much as 200%. Want to know how? Keep reading to find this out and everything else about the auto dialer. 

What is Auto Dialer? 

The auto dialer is a software that automatically dials up phone numbers from your database. Unlike a normal dialer, agents don’t have to punch numbers manually. On getting an answer, the Auto Dialer will connect the agent to a live contact. 

To put it in perspective, it automates the dialing process for the agents, sparing them the tedious manual tasks. It only connects to the answered calls. Meanwhile, all unanswered and abandoned calls are filtered out. It also leaves pre-recorded voice messages on behalf of the sales agents on entering the voice mailbox.

To put it in perspective, the auto dialer helps increase outbound calls and talk time and minimizes idle time. In fact, statistics show that the auto dialer can increase agents’ calling capacity by 7.5 times. As a result, agents spend more time on making conversations than on dialing.

Smart, Streamlined, and Swift Dialing

Think of the outbound sales campaigns as the manufacturing process. In a factory, the conveyor belt powered by motorized pulleys drives the production. It demands minimal assistance from the workers.

If the workers were to push the conveyor belt themselves, it would slow down the manufacturing process, considerably. The conveyor belt makes it possible to carry out large-scale manufacturing of products through an efficient, labor-saving process.

Likewise, manual dialing consumes agents’ time and efforts. Scouring through lists of contacts and then dialing their numbers by hand is a time-consuming task. An auto dialer, like the conveyor belt, speeds up the sales prospecting process.

The dialing time and waiting time get erased from the cold calling process. As such, agents can divert their efforts towards making more calls and filling up the sales pipeline.

How Does Auto Dialer Work?

The auto dialer works using a simple and affordable technology. To operate the auto dialer, an agent will need the auto dialer software, a voice modem, laptop, computer or mobile and an active phone line. The auto dialer can be used with a VoIP phone system or PSTN. In a call center setting, each agent will have a dedicated phone line to access the auto dialer.

Most importantly, it is the auto dialer software that directs the computer which numbers to dial. It completely removes the need for manual dialing. Once the agent starts an outbound dialing campaign, the auto dialer software dials up one number after the other from a database.

It uses predictive dialing to call multiple numbers simultaneously – predicting the duration within which an agent will get free from an ongoing call.

Predictive Dialer

The predictive dialer is a sophisticated solution that uses advanced algorithms to predict the answer time as well as the agent’s availability.

Both the auto dialer and the predictive dialer remove the need for manual dialing, thereby eliminating any form of delay in sales prospecting altogether.

The predictive dialer calls up different prospects simultaneously. Voice detection takes the agent to the answered calls. In the meantime, ringing calls are set aside. As soon as one of the calls is answered, the next available agent will get connected.

That being the case, the predictive dialer reduces the agent downtime to 5%. Agents also have the option for a cool-off time between calls and are more productive, in the process.

Voice Detection

The voice detection software helps separate a human voice from that of an answering machine. It discards calls that take longer than 4 rings or more than 25 seconds to be answered- given that it is less likely that the prospect will answer the call in this case.

In case the call is answered, voice detection software identifies the human voice by the length of the words spoken. If it encounters a pause after the first set of words, then it categorizes the voice as ‘human’.

On coming across an answering machine, the autodialer comes with a functionality that allows it to drop voicemails. So, the agent does not have to record a fresh voicemail each time.

 Auto Dialer Software Advantages

The auto dialer has altered the way call centers and sales teams function and that too for the better! Here’s how it can turn out to be a boon for teams:

1. Reduces Human Error

In manually dialing prospects, agents can end up punching the wrong numbers or call the same number again. Making calls is as it is time-consuming. Dialing up the wrong numbers further causes disruptions in the flow and wastes time. This is where the auto dialer comes in handy.

With the dialing process automated, there is no room for error. Punching numbers is replaced by the automatic calling software. So, you don’t have to worry about calling up the wrong number or calling the same number twice. The auto dialer software connects you to the right contacts and removes the scope for mistakes.

2. Minimizes Agent Down Time

Dialing each contact consumes extra seconds where the agents could’ve spent time speaking with more customers. There is a good amount of downtime with conventional phone systems, rendering them unproductive.

Selling ends up taking the backseat due to all the manual work that comes with outbound calling. The agents can handover the dialing part to the auto dialer software and focus on making more calls.

A conventional, manual dialing process means an increased downtime for agents. The auto dialer helps do away with this downtime! It dials up contacts from a list and the agents get connected to the first prospect that answers. Using a voice detection system, it filters out unanswered calls.

3. Increases Agent Talk Time

If you didn’t already know, sales agents spend only a third of their time selling. More often than not, it is the less important tasks that take up most of the agents’ time. Typically, there are 3 types of scenarios when using a manual dialer:

• no answer from the prospect -> log this information into the CRM-> dial-up the next contact
• prospect picks up -> agent makes the sales pitch and takes note of important details -> manually log information into the CRM
• the agent enters the voicemail box -> record your voicemail -> log this detail in the CRM

The auto dialer automates workflows and is a huge time-saver. It increases agent talk time firstly, by automating the dialing process. Secondly, it removes the waiting time by directly connecting agents to the first call that gets answered. Thirdly, it uses a voice detection system to identify answering machines and voicemail boxes.

4. Boosts Productivity

The predictive dialer uses an algorithm to determines when a customer is likely to answer a call. It puts the call on queue in case the agents are unavailable. Further, it forecasts the duration of a call and starts dialing the next contact a few seconds before the ongoing call concludes.

In the process, agents can make back-to-back pitches to their customers, albeit with a few cool-off sessions in between. In that sense, the predictive dialer sets teams up for more productive workflows. Agents can cover more prospects in a day with a predictive dialer than with a regular, manual dialer.

5. Powers Up Lead Generation Capabilities

Agents go on back-to-back cold calling marathons with the goal to generate leads. And when it comes to lead generation, the more calls agents can make, the more their chances of generating leads.

With the auto dialer software, agents can jump from one call to another, eliminating any buffers related to manual tasks. It disregards the unanswered calls, and answering machines, dropping pre-corded voice messages where needed. Agents are able to connect with more live prospects and therefore increase their chances of making successful deals.

6. Improves Performance with Real-time Monitoring and Analytics

The auto dialer software allows you access to all the real-time call analytics you need to improve your performance. At the same time, it offers certain functionalities that allow you to monitor and guide agents’ performance.

Call recording lets managers keep an eye on agents’ performance and also use it for training purposes. Real-time call monitoring allows managers and team leaders to jump in on calls to guide agents. Another such feature allows managers to barge into calls between agents and customers.

Auto Dialer Software- Use Cases

The auto dialer software adds a layer of efficiency to cold calling campaigns. As a matter of fact, various industries are actively using this automated dialing software to take their efforts up a notch.

1. Remote Contact Center

The automatic dialing software enables smooth remote contact center operations. Agents can simply access the software on their mobile phone apps, desktops, or laptops. So, whether they are working from home or a co-working space or a coffee shop, agents can start auto dialer campaigns to connect with prospects, anywhere.

The predictive dialer as well as the CRM integrations ensure consistent and efficient workflows. Once the call ends, all call details automatically get logged into the CRM. This helps ensure that the remote contact center teams are on the same page.

Team leads and managers keep an eye on the agents with call monitoring and analytics. Managers can hop on to the ongoing calls and listen to the conversations between agents and prospects. To train rookie agents, managers can jump on their calls and guide them through, without the prospect knowing. Managers can barge in on calls with important, big-ticket leads.

2. Telesales Campaigns

The auto dialer helps run efficient and productive telesales campaigns.  It does the job of calling up numbers from your contact list. Agents don’t have to decide which numbers to call first. Nor do they have to worry about dialing up the wrong number.

If the auto dialer happens to encounter an answering machine, it automatically leaves a pre-recorded voice message. Meanwhile, telesales agents carry on with talking to the prospects and taking notes within the dialer during the calls. As a result, telesales teams are able to increase their daily calling capacity by over 2 times.

Once the call is concluded, agents save the notes and tag contacts. Agents use disposition codes to create multi-channel follow-up campaigns spanning calls, email, and SMS. Telesales teams actively employ the auto dialer to scale-up outbound calling capacity.

3. Lead Generation in the Real Estate Industry

Real estate lead generation is undoubtedly a very complex and challenging task. There is a time lag between the prospecting process and the actual sale. This is why it is important to redouble real estate lead generation efforts.

Auto dialer for real estate agents helps cut out the inefficiencies in lead generation and speeds up the process by removing obstacles such as manual dialing and manual call logging.

Real-estate agents can access pre-written scripts to back up their pitch and take notes during the call. Once the prospect hangs up, the agents’ notes automatically get logged into the CRM. The auto dialer carries out the manual tasks while the real estate agents can work on closing deals. As a result, real estate agents are able to pull off more calls during a day and thereby generate more leads.

4. Insurance and Banking Industry Prospecting

The insurance and banking industry too has undergone the automation facelift. Banking and insurance companies rely heavily on the auto dialer software to contact prospects looking for loans, housing insurance, or automobile insurance.

The complex nature of the insurance and banking industry demands detailed clarification and information about financial and insurance products.  Insurance and banking agents ideally need more talking time to build a humane connect with the prospects. This becomes possible with the auto dialer.

Sales reps and call centers for financial services can attribute a higher contact rate to the auto dialer. All unanswered calls are automatically filtered-out and automatic voicemail drops spare agents the inconvenience of recording voice messages. Agents have more time on hand to not only make more calls but also to dedicate it to building rapport with insurance customers.

5. Telephone Surveys and Polls for Political Organizations

Political consultancies conduct mass surveys and polls for pre-poll campaigning, voter contact, and policymaking. To capture qualitative and quantitative data, these organizations carry out telephone surveys involving at least a thousand respondents. In order to carry out such large scale surveys, political organizations leverage the auto dialer.

To get started, researchers upload lists containing contacts of voters or respondents on the auto dialer. It connects the callers with only those respondents who answer their calls, without having to bother about answering machines and unanswered calls. With the survey script in front of them, they start posing the relevant set of questions to the respondent.

On the basis of call outcomes, the caller sets disposition codes. These disposition codes could trigger information dissemination campaigns through SMS and emails or SMS campaigns around updates for the election campaigns. Besides this, organizations can also carry out opinion polls to gather public sentiment.

Auto Dialer Software and Third-party Integrations

The auto dialer boots up your outbound communication system by clearing out redundant manual activities. To take it up a notch, the auto dialer syncs with various CRMs to build sound, integrated communication systems.

Going back and forth between the auto dialer software and the CRM is a cumbersome task. But, with auto dialer and CRM integrations, agents can leverage automated workflows such as:

• Directly run auto dialer campaigns from your CRM:

This functionality allows you to make calls using the auto dialer from the CRM itself. So, the agents don’t have to leave the CRM in order to run campaigns.

• Automatic call disposition codes in your CRM:

You can set disposition codes based on different call outcomes on the auto dialer. With this feature, call disposition codes are automatically tagged against the contacts in the CRM.

• Log call details automatically into your CRM: 

Another integration removes the need for entering call details into the CRM, manually. Agents can automatically save call details by syncing the auto dialer with the CRM.

• Customized call reports in your CRM : 

You can generate customized reports in your CRM based on call activities from the auto dialer, as well.

Boost Outbound Calling with the JustCall Auto Dialer

We realize how manual tasks can hamper outbound calling efforts. We also know that juggling between different tools and software can render even the most effective teams unproductive.

JustCall offers an auto dialer solution with more than 45 native integrations. Packed with a range of efficient features, the  JustCall auto dialer helps businesses boost productivity and build efficient workflows.

Book a demo call to learn how you can scale-up your business with the auto dialer!

Read More Here:

Predictive Dialer vs. Auto Dialer: Which is Right for your Business?

How Predictive Dialer can Increase your Calls by 3X

How to Increase Sales Calls per Agent Using JustCall Auto Dialer