What Is Call Center Software?

A Beginner's Guide To Call Center Software

What is Call Center Software

How Call Center Software Is Transforming The Customer Service Industry

Every business owner is aware of the importance of providing excellent customer service. Nowadays, improving customer satisfaction usually boils to the implementation of technology for calling centers. The technology is able to automate recording and call routing as well as numerous other functions.
Selecting a call center system However, it can be a daunting task. The first step is to determine which solution is best suited to your business structure. Then, it’s all about selecting the features that your employees will need to offer customers the highest quality of service possible.
This article will give you all the information you require to choose the most suitable tool for your company. We’ll go over the two primary kinds of software for call centers and then we’ll explain the methods to determine which one is suitable for your company. Before we get started we’ll discuss what is call center software?

Table of Contents

Call Center Software Features

What Is Call Center Software?

What Is Call Center Software? The software for calling centers can be described as a solution that is designed to simplify and improve the operation of call centers as well as Customer support centers. It includes the tools and features required to manage outbound and inbound interactions with customers, such as calls, emails chats, emails, and much more. The software for call centers is used extensively by businesses across a variety of industries to enhance customer service, boost efficiency, and enhance communication with customers.

Call Center Software Features

The ideal software for a call center for your business depends on the specific requirements of your business. Each tool comes with advantages and disadvantages based on how you intend to utilize it. To determine the best tool for you, develop your list of desired features and then narrow down the top options. Here are some features you could consider when you are looking for a tool.
  1. Omnichannel: If you’re in search of software for your call center, you’re likely to be supporting your customers via other communication channels, too (like live chat, email as well as social media). It’s important to take into consideration how your new software will work with your other channels. HubSpot discovered that a seamless customer experience can reduce customer frustration and enhance frontline efficiency. In the ideal scenario, all calls will be recorded at your help desk allowing agents to follow-up via email. This feature lets everyone in your team know the background of previous interactions with customers regardless of which channel they occurred on. This will help you provide a consistent customer experience, regardless of which channel your interaction starts on.

  2. Call Routing: If customers contact your company what do they need to do to connect to the correct person fast? If your application offers automated call routing, or customers have to choose one of your departments after listening to the various options available it’s crucial to know the way your call routing system will function. Some systems are difficult to update in a flash. So, make sure you set up and change your process during your trial to ensure that you’re not stuck with a single setup.

  3. CRM Integration for Customer Context: It is frustrating for customers to have to repeat the issue to support representatives from different companies and give a brief overview of the previous interactions.

    If agents are more aware of the person calling them they are able to offer more efficient support. They are able to quickly refer back to previous interactions with customers, to prevent customers from having to repeat themselves. Agents can analyze patterns in the use of products and take actions to ensure the customer doesn’t have to call back again regarding the same problem. A lot of call center software provides information through CTI (computer-telephony integration) pop-ups that can identify the customer by their phone number and highlight previous interactions with the browser. Knowing how the program evaluates, tracks calls and connects to different systems (like that of your CRM) is essential to provide your employees with the right information.

  4. Cloud-Based Calling: Call centers that operate using cloud computing will need a cloud phone system to be compatible with their databases online. There are many advantages and disadvantages to cloud computing. Cloud-based calls, also known as Voice over Internet Protocol, (VoIP) is a telephone system that is operated via the internet, not an actual phone line. Although a third party provider usually provides the service, it’s generally less expensive to set up and maintain than traditional landlines. It’s because VoIP does not require hardware that is on-premise and eliminates the usual infrastructure and maintenance costs that traditional phone lines incur.

  5. Reporting: Operating a call center demands managers to keep their fingers on the data from call center metrics like calls and trends in calls, as well as agent performance. It’s hard to manage scheduling and make plans to plan for future growth without understanding how the staff manages the fluctuation in call volume. Reporting can help you identify the most frequent problems that customers have been calling about, highlight areas of support that aren’t covered and provide insight into training opportunities.

  6. Outgoing Calls: The software for call centers isn’t just for customer service inbound. Agents could be required to take outbound calls when you provide proactive customer service options. Sales teams could use the software used by your call center for placing calls to prospective customers. If your contact center needs sales representatives or agents to make outgoing calls, search for a software with an automated dialer as well as easy-to-use call recording features to ensure that your CRM is current.

  7. Usage Pricing: Check out the pricing of the software per call or per usage. Depending on the method your software assigns your numbers, you could be charged more than you expected for each minute you spend on the phone. Before you sign up for new lines, you should confirm what’s included in the plan and the amount each minute or call will cost.

  8. Interactive Voice Response: A voice response system that is interactive allows your customers to communicate with an automated system before contacting the support staff. While your customers might not like speaking to a machine, they might be able to solve their issues by using this feature or provide some basic details that allow your staff to assist better. A IVR feature can help you control the volume of calls for your team and automatically collect pertinent details from the customer. If the customer connects to a live person and is connected to a representative, all the information required by the representative is accessible, so the customer will not have to repeat themselves.

  9. Call Scripting: If you are handling a large number of calls that relate to the same problems, it’s a good idea to think about a call center application that has a call scripting feature. Much like a chatbot the script recognizes specific keywords in the email of the customer and offers troubleshooting tips using a typical response. It is possible to review the script past and tailor your responses to the individual customer.

    A call scripting tool could be useful as it lets you create scripts that your agents can utilize. This way, the client will experience the same service regardless of which agent they’ve contacted.

  10. Escalation Management: The most effective call center software can help you manage the escalation process in case of urgent customer support issues. From the time the customer makes a call for help they must be able to transfer the call to the right person throughout the procedure. Your software for call centers should also allow your staff to handle issues without escalating them by offering vouchers, discounts or refunds via the program, specifically on a single phone call.

Who Uses Call Center Software?

The software used by call centers isn’t specific to any particular industry. Sales and customer service teams can utilize call center telephone systems within these sectors:
  • Healthcare
  • Financial services
  • Ecommerce
  • Retail
  • Technology
  • Business process outsourcing
  • Consulting
  • Business services
A lot of industries utilize software for call centers, but depending on the number of calls you get, you might or might not require it.

Which Call Center Software Type Is Best For My Company?

Software for call centers is a major investment. Therefore, to help you choose the best solution for your company let us go over the major differences between two kinds of software for call centers: cloud-based and on-premises.
  • On-premises call center software: Also referred to as traditional or legacy Call center systems that are on premises run by using internal servers. They are located in an actual place, like the data room of the office of your call center. Any maintenance or IT updates should be performed in a manual manner on the spot, which enables firms to keep full control over their software.

    The software for call centers on premises uses local phone lines and not an internet connection to manage calls both outgoing and inbound. Local lines typically offer better quality phone calls over cloud-based providers, and do not require an internet connection for operation.

    Overall, on-premises contact center software is an excellent choice for companies that need full supervision over the software as well as a safer solution for storing customer data.

  • Cloud-based call center software: Cloud-based software is often viewed as the more affordable, flexible alternative to the on-premises system. It is ideal for smaller teams of support personnel and remote-based companies and those with smaller IT budgets.

    Cloud-based software means that there is no need for physical space to store servers or other equipment. This means that teams that utilize this software are able to avoid the cost of maintenance and labor that comes with software that is installed on premises.

    Since the majority of cloud-based call center software is subscription-based, smaller businesses aren’t required to invest an enormous amount of money in order to utilize it. Businesses typically pay only the amount of licenses or “seats” that they need.

    Additionally, cloud-based solutions do not require physical location, giving companies to use agents from anywhere in the world. Employers can select from a broader selection of applicants and provide 24/7 support, without having to ask agents to work on shifts beyond their local time zones.

    If flexibility and affordability are top priorities when you are deciding on which software for call centers to use We highly suggest cloud-based solutions.

Why Is Call Center Software Important?

Software for call centers is essential as it helps businesses enhance customer service, decrease expenses, and boost efficiency. Here are a few advantages of using call center software:
  • Improved customer service: Call center software could aid businesses in improving their customer service by offering a better and more personal customer experience. For instance, call center software is able to automate tasks like IVR and call routing, which frees up employees to concentrate on providing superior customer service. In addition, software for call centers can give businesses statistics on customer satisfaction and can then be utilized to determine areas where improvements could be improved.

  • Reduced costs: Call center software may aid businesses in reducing expenses by automating processes such as call routing or IVR. Furthermore, software for call centers can assist businesses in improving efficiency, leading to a reduction in expenses. For instance call center software may be used to monitor agent performance and pinpoint areas where agents can become more efficient.

  • Increased efficiency: Call center software can aid businesses in increasing efficiency by giving agents the tools needed to solve customer problems quickly and effortlessly. For instance, call center software may offer agents access to knowledge bases that can assist them in finding the data they require to respond to customer queries. Furthermore, software used in call centers provides agents with tools for tracking customer interactions. This can assist them in identifying the patterns as well as trends.

  • Improved data visibility: Call center software can aid businesses in improving visibility of their data by providing data and analysis regarding call volume waiting times, wait time, and satisfaction of customers. These data can be utilized by businesses to determine areas where improvements could be implemented. For instance, companies can make use of data about the volume of calls to determine periods of the day when there is a high volume of calls and alter staffing levels in line with the volume.

  • Increased productivity: Call center software can assist businesses in increasing their productivity by giving agents the tools they require to address customer concerns quickly and efficiently. For instance, call center software could offer agents access to knowledge bases which will help them locate the necessary information to respond to customer queries. Furthermore, call center software will provide agents with tools for tracking interactions with customers, which could assist them in identifying the patterns as well as trends.

  • Enhanced security: Call center software may aid businesses in enhancing security by offering features like the recording of calls and detection of fraud. Call recording is a great tool to observe the performance of agents as well as to investigate complaints from customers. Fraud detection is a method to spot and deter fraud.

  • Compliance with regulations:  The use of call center software can aid businesses in complying with rules by offering features like call recording as well as data encryption. Recording calls can be used to show compliance with rules like those of the General Data Protection Regulation (GDPR). Data encryption is a way to secure customer data from unauthorized access.

Best Call Center Software

There are numerous excellent call center software options out there, so it could be difficult to select the right solution for your company. Here are some of the most highly-rated call center software options in 2023:
  • Zendesk Talk: Zendesk Talk is a cloud-based call center software that offers a wide range of features, including automatic call distribution, call recording, and chat and messaging. It is a good choice for businesses of all sizes.
  • RingCentral Contact Center: RingCentral Contact Center is another cloud-based call center software that offers a wide range of features. It is a good choice for businesses that need to support multiple communication channels, such as phone, chat, and email.
  • Freshdesk Contact Center: Freshdesk Contact Center is a cloud-based call center software that is specifically designed for small businesses. It offers a user-friendly interface and a wide range of features, including automatic call distribution, call recording, and chat and me.
  • Talkdesk: Talkdesk is a cloud-based call center software that is designed for businesses that need to handle high call volumes. It offers a number of features that can help businesses improve customer satisfaction, such as predictive dialing and call queuing.
  • Five9: Five9 is a cloud-based call center software that is designed for businesses that need to support a global workforce. It offers a number of features that can help businesses improve efficiency, such as workforce management and call routing.

Frequently Asked Questions

Agents at call centers utilize a variety of tools for software, such as software designed to handle calls as well as CRM systems that store customer information and knowledge base software for access to information and ticketing systems for issue tracking, and communications tools such as chat and email to aid customers effectively.

Software for call centers is used to manage customer interactions efficiently to route outgoing and incoming calls, offer support via multiple channels and access customer information, assess agent performance and automate various operations related to customer service and support.

There are many kinds of software for call centers, such as an inbound software designed for taking care of calls coming in as well as calls center outbound software that is used for calling out Omnichannel software that manages various communication channels, and cloud-based applications for remote and flexible operations.

Simple software for call centers typically includes the basic routing, call management and phone handling features, but without the features that are found in more advanced solutions. This makes it ideal for small companies or those with basic requirements for customer service.

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