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Voice Broadcast Best Practices For Your Next Campaign

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Published: Jan 6, 2023

Sending out voice broadcasts is an efficient way to get your message to your target audience. With a reach rate of 90%, which is the highest in marketing automation – voice broadcasts are one of the best ways to reach your audience. 

But voice broadcast messages are about more than just reaching thousands of people simultaneously. These tools enable you to

  1. Target specific audience segments. 
  2. Schedule messages on specific timeslots.
  3. Stay compliant with local rules and regulations.

While setting up a voice broadcast on CallHub is easy, there are some best practices you can implement to get the most out of your campaign. These voice broadcast practices result in–

  • Higher conversions,
  • Cleaner calling lists,
  • Effective follow-ups,
  • Efficiently executed campaigns.

Let’s explore voice broadcast best practices on CallHub with features described at every stage of the campaign set-up.

Voice broadcast best practices on CallHub

A voice broadcast on CallHub is set up in 4 steps:

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We’ve explored best practices under each section. 

Voice broadcast best practices for recording your message

At this stage of the campaign; you would record or set up the message that needs to go out to your target audience. We’ve listed best practices for this stage below–

  • Personalize your message: It is estimated that 72% of people only engage with personalized messaging.

Adding merge tags to your voice broadcast campaign is a sure way to boost engagement from your audience. You can start with the basic but crucial merge tag of {first_name} but also include their last name, city, country, or other relevant tags to personalize the message. 

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Step 1: Click on the ‘convert text to speech’ option and click on {} Personalize below.

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Step 2: Choose from a list of merge tag options
  • Leverage press-1 transfers: Press-1 campaigns allow you to cater to a diverse audience and understand their interest levels. You can connect contacts to live agents in the following scenarios. 
voice-broadcast-best-practices-press-1-transfer

Once your audience hears a message, you can choose what happens next–

  1. To be more inclusive of an audience that speaks different languages, use the transfer to phone number feature. Within the call center system, you can dedicate other numbers to reach agents fluent in different languages. 
  2. To increase engagement and understand actual interest, allow your audience to record a message indicating they have understood the message or share their thoughts about the campaign.
  3. If you are working with a multilingual audience but do not have agents fluent in those languages, you can still make the best of your campaign! You can record messages while also requesting a transcript you can later translate. You receive transcript links in your email. You do not have to miss out on any contact due to language being a barrier.
  • Allow opt-outs: You want to reach an audience happy to engage with your campaigns, especially when running a cold-calling campaign. 

Regular complaints against your campaign can land you in legal trouble or attract fines. Instead, give your audience an easy option to opt out of further communications if they do not wish to engage with your campaign.

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  • Drop an audio recording when you encounter an answering machine. 30% of calls reach an answering machine. Some studies estimate that number to be almost 80%. Make the most of your campaign by leaving behind an audio message since at least 5% of your audience will likely respond. 

On CallHub, you can use answering machine detection so that whenever the system encounters an answering machine, it can leave behind a pre-recorded message.

voice-broadcast-best-practices-answering-machine

Record your message in a compliant manner

  • Always wait 10-12 seconds before you begin to speak on a recorded message. It avoids overlapping audio from answering machines, ensuring the audience hears your entire message.
  • An audio message for voice broadcast should be more than 20 seconds to meet the requirements of different carriers.

Voice broadcast best practices for managing contacts

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After you record your message, you can select the contact list with which to share your campaign.

Before you begin any campaign, you need to work on your contacts on two levels:

  1. Segmenting your contacts
  2. Maintaining a clean, high-quality contact list.

Let’s look at them in further detail.

1. Segment your contacts

Understand which contacts you can reach out to comply with local regulations. 

For example, TCPA regulations in the U.S. mandate that you have opt-ins for voice broadcast campaigns before you send out robocalls. Therefore, you need to segment your contacts and only import those who have opted-in to receive communications from you.

You can learn more about TCPA compliance through our article: Telephone Protection Consumer Act (TCPA) Compliance – All the Latest Updates

2. Clean your contact list regularly

You need to create high-quality contact lists by periodically cleaning your lists. Delete wrong numbers, invalid numbers, etc., from your contact book. Separate mobile and landline numbers before you begin your campaign if you haven’t received opt-ins for mobile numbers.

This ensures that–

  • You do not waste your money reaching out to the wrong audience or numbers.
  • You can retarget contacts who actively engage with you in your next campaigns.
  • You avoid legal hassles when you clean out contacts who do not wish to receive communications from you.

Voice broadcast best practices for setting up your campaign

  • If you want to send out your campaign to reach all contacts urgently, especially in the case of emergencies, increase the rate of calls per minute. This ensures a higher throughput on your end. 

Use this option for last-minute sale announcements, GOTV drives, weather announcements, etc.

Note: You can also set the number of times you want to retry sharing a message with a contact in case they have not opened your message.

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Choose dialer settings to increase the number of outgoing robocalls per minute.

  • Show local presence to increase pick-up rates. If you are targeting contacts in a particular state and your validated/personal number is from a different geography, we suggest renting a local number instead. Local caller IDs increase your pick-up rates by upto 20%

Choose the country and area code you are reaching out to, and CallHub will rent a local phone number for your campaign.

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Choose your target geography to rent a local phone number.

Voice broadcast best practices for call scheduling

The last leg of your voice broadcast campaign is deciding the days and times during which it will take place.

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Research the best times to send out your voice broadcast campaigns and local laws on timings. With a schedule based on previous experiences and research, your campaign can–

  • Have higher pick-up and response rates. According to studies, 6 PM to 9 PM is the best time to deliver your broadcast. But we recommend analyzing your campaigns and picking the timings that have historically worked best for you.
  • Stay compliant with regulations. A best practice on CallHub is using the timezone calling feature, which allows your campaign to operate only in the permitted timings for the timezone. All calls and broadcasts will stop after the compliant hours automatically.

Before you begin your voice broadcast campaign

Here’s the last best practice before you launch your voice broadcast campaign. Go through our article on TCPA compliance to understand if you comply with regulations and avoid paying fines. Here it is– Your Cheat-Sheet to Tick All Boxes on a TCPA Compliance Checklist.

Featured Image Source: Karolina Grabowska

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