Voice Broadcasting FAQ

Visit our new support help desk to submit a campaign without dialer training or to open a trouble ticket.

What is Voice Broadcasting?

Voice Broadcasting is the method of rapidly delivering prerecorded information to multiple targeted recipients through their phone. Our technology allows you to avoid the cost and/or the time of calling each recipient individually.

What is voice broadcasting also known as?

Autodialing, Robo Calls, Automatic Calls, Automated Calls, Voice Blasting, Mass Calling, Voice Messaging, Outbound IVR (Interactive Voice Response), Robo Polling, etc.

What is Voice Broadcasting Used for?

Voice Broadcasting is used by Businesses, Non-profit groups, Political organizations, Schools, and Government Offices for a number of applications. These include, but are not limited to, the following: customer messaging, member announcements, event promotion, lead generation, fundraising, political promotion, get out the vote, emergency notifications, reminders, wake up calls, telephone polling, collections, and telemarketing.

What Fees are involved?

With Dynamic Interactive you simply pay for your outbound calling minutes only. We offer Free Account Setup, Free List Support, and Free Tech Support. We provide all equipment - There is NO need to purchase or lease your own equipment!

Do you bill by minute or by phone call?

We can bill you by minute or by delivered message (successful call). You will never be billed for busy signals, disconnected numbers, no answers, or operator tones. Call us and we can explain the difference between these billing methods to help you determine what best fits your needs.

Are there any contracts or commitments?

There is a Client Signup Service Agreement but no long-term commitments to use our service. Use us once and come back when you need us.

Are there any refunds or credits for unused minutes?

Dynamic Interactive cannot grant any refunds or credits for unused minutes due to the nature of this service. Funds are immediately allocated with phone carriers to conduct your campaigns. This prohibits us from issuing refunds. All Sales are final. Call us for more information about this company policy.
How do I sign up and get started?

How do I sign up and get started?

Simply contact us by telephone, email, or our online chat to request a client signup form. Once we receive this completed form, a customer support rep call you to complete your setup. Online signup is coming soon!

How quickly can I get my campaign going?

Your campaign can be setup in as little as 30 minutes, however, it may take up to one business day. Call to see if your account setup can be expedited.

Can I choose if I want only live answers or answering machine only campaigns?

You have the choice of executing any of the following type of campaigns:

1. Answering Machine Only Campaign - We leave your advertising message on answering machines and voice mails only. When we reach a live person they receive an apology for the wrong number.
2. Live only - When we reach a live person we deliver your advertising message. If the respondent requests more information we will immediately transfer the call to the telephone number of your choice.
3. Blended Campaign - If we reach an answering machine we will leave your advertising message. If we reach a live person we will play your advertising message. If the respondent requests more information we will immediately transfer the call to the telephone number of your choice.

Who actually records the message?

You are welcome to record your own messages via telephone or you may email us your audio messages in MP3 or WAV format. If you send us a script, we can have it recorded in our offices for free. We also offer (3rd party) professional recording services for a small fee.

How do I get the phone numbers to you?

You can easily upload any list directly to our user friendly online system, or you can email a list to your designated customer support representative. We can use your existing call lists from the applications that you are most familiar with such as Microsoft Excel (.xls, .xlsx, .csv), plain text, and Access, as well as industry standard formats such as ASCII comma delimited.

Can I choose the times that the calls will be made?

Yes! You have total control over call times. Simply choose what times you want to dial and our platform will do the rest. You can even schedule campaigns for future dates. Once again, our system offers a user friendly method, which you can control yourself. Or you can choose to have our customer support team assist you.

Can we have calls forwarded to our office if we want to speak to live prospects?

Yes you may specify any US / Canada phone number for all the call transfers.

What happens when we are on the phone with callers? How do we avoid being overloaded with transfers?

Dynamic Interactive offers a cutting edge call transfer management system that will automatically stop dialing when all of your available operators are on the phone, and resume dialing as soon as an agent becomes available. You have control to set the number of available reps at any given time during your campaigns.

Do you call people on the Do Not Call List?

No. Our Do Not Call list scrubbing tools allows you to honor the request of those who wish to opt out of future call campaigns. All lists are automatically scrubbed against the National Do Not Call Registry (DNC) unless requested otherwise. You may also easily add numbers to our internal do not call list at any time thorough our website. If you have had previous contact or a business relationship with people on the DNC list then you may contact them.

Are you in compliance with the TCPA?

Yes. For additional information please view the TCPA online at the FCC website.

What happens if I have duplicate numbers? Do I get charged for them?

Our powerful call list management ensures that you do not have to worry about sending duplicate calls to the same recipients. This feature saves you money by removing repeated numbers from you call list prior to launching a calling campaign.

How do the calls actually get made?

The calls are made by a sophisticated telephony server platform which is connected to several large telephone networks.

Voice Broadcasting Tips

• Set realistic goals for your marketing campaign. When planning your initial voice broadcasting campaign, it is crucial that you set realistic goals and expectations. What is your main purpose? To generate leads, to get returning customer sales, to reduce customer churn, to generate interest in a product, appointment setting, to survey public opinion, to promote an event, a reminder to members or customers, to get out the vote? Whatever your goal is, write it down in advance and understand that you probably cannot do all of the above at once.
• With your main objective in place, decide what your target & maximum "cost per "is (i.e; cost per lead, cost per acquisition, etc). For example, if you operate a carpet cleaning business and the maximum your business can bear is a $25 cost per appointment then make note of this.
• Now setting goals is the time to be realistic. As with any marketing campaign, do not set goals so high or low that they become impossible to hit. This will only lead to setting yourself up for disappointment. Feel free to ask your contact at your vendor company what the average response rates are for a specific industry, but also understand that there are many factors which can affect overall campaign performance (see below).
• Last but not least, it is time to test run your campaign to see where you stand in relationship to your goals and expectations. Make sure that your test campaign is run consistently over multiple days (at least 1 week) and try different times of the day/week to see what works best. Always be careful to avoid factors that can diminish results.

Types of Campaigns

Business to Business (B2B) - Campaigns where one business is focused on calling other businesses. Voice Mail campaigns after business hours are often effective for calling businesses.

Business to Consumer (B2C) - Campaigns where one business is focused on calling residences & consumers.

Surveys - Ask question(s) and allow responses by pressing keypad options. Our system records responses for reporting purposes.

Live Message Delivery Only Campaigns - Play your message only if the auto dialer detects that the phone has been answered by a live human voice. Live messages can offer the option to press a key to be transferred to a live representative or and an option to be taken off the call list.

Live Message & Voice mail Campaigns - Similar to a Live Message Only Campaign, this option will play tew (2) different messages, one for live answers and one for voice mails. Live messages will offer the option to press a key to be transferred to a live representative and an option to be taken off the call list. The voice mail messages simply leave an 800 number to call back.

Voice Mail Only Campaigns - Primarily used for Business to Business calls. This is a good way to generate call backs. Our system will leave voice mail messages with an 800 number to call back. That callback will be routed to your agents.

Message Campaign - You choose a message or messages to be broadcast to recipients from your phone list. There are 2 types of messages; a message with a transfer/voicemail option and a message with no transfer or voicemail option.

A message with no transfer option is usually an announcement or promotional message and does not generate an immediate response. This type of message should be less than 60 seconds sincevery few people will listen for longer than that.

A message with a live transfer option will allow you to more easily gauge your results the same day you broadcast. Here are some of the general rules for a good message:

A. Keep the message as short as possible while maintaining good content value. A shorter message will save you money if you are billed on 6 second increments. This means if your message is just 30 seconds long you will only incur 30 seconds worth of billing instead of more. Also please note that most people will only listen for a few seconds so longer messages are likely to be less effective

B. Be Clear, Be Concise, and KEEP IT SIMPLE. Remember, the people you are calling are also going through their regular daily routine. If you want them to respond positively, you need to keep it simple.

C. Use the AIDA acronym for structuring advertisements. Attention, Interest, Desire, Action.

- Attention: "Attention recent customer of bobs carpet cleaning"
- Interest: "Does $50 for 2 rooms of carpet cleaning sound good?"
- Desire: "Cleaning your carpets every 3 months will extend their life."
- Action: "Press 1 now and we will throw in a room for free. Press 1 now to speak to a live rep."

D. Say "press __ to speak to a live rep" at least 2 times. Remember, people are in the middle of their day and might only be listening 50% of the time.

E. Give them a Automatic Do not call option such as "press 8 to be removed from our call list". This will save you and your customer's from having headaches.

F. The tone of voice of the person recording the message is also an important factor. You may want to try different variations to see what works best for your market. Energetic sales pitches might or might not work for you. Sometimes trying a calm voice is the better option. Experiment to optimize your campaigns. Professional voice over people can sometime create a great message for fairly low cost but some have found these canned sounding messages to turn people off because they sound too "fake".

G. Change your message, voice, promotion, or call to action when ever your response dips below average with no explanation. Sometimes a message has been played too often in a certain area and needs to be switched out.

Common Pitfalls and Things to Avoid

1. Holidays and major events can skew response rates. Major holidays can mean that people are thinking about vacation or family get-togethers, rather than being in the "business mode". On the other hand, if you change your message to use the holiday as a marketing tool (July 4th special), then it can work on your benefit. Furthermore, rainy days tend to keep people inside and by the phone, which will improve results.
2. Dialing at the wrong time of day. Some products or services are best advertised in the evening, while others do well in the morning. Experiment to see what works best for you.
3. Using a message that is too long. Remember that people have short attention spans.
4. Calling out too fast can overload y our call center. This leads to missed calls and long hold times. Putting calls in queue = You Losing Calls.
5. Not answering phone live transfers properly. "Hello" is not sufficient. Pretend you heard a promo and hit 1 and someone just said hello. This is not very professional. Have your agents use a prepared One (1) Line Opener, such as "thanks for your interest, how many rooms do you want to have steam cleaned today?".
6. Calling the same phone list over and over within a short period of time. This will anger your prospects and your response rates will lower if your list is too small.
7. Calling for one day and stopping because it didn't work out right away.
8. Calling the Federal do not call list when you have no existing business relationship. Do not ever do this.

Handling Inbound calls

1. Make sure you have enough employees to answer all the calls you generate. Some dialing companies (such as Dynamic Interactive) can control the speed of the campaign based on how many agents you have available and how many of them are already on the phone.
2. Answer calls with a short, open, multiple choice or yes/no question such as: "thanks for your interest, how many rooms do you want to have steam cleaned today?"
3. Consider hiring a call center to answer you calls if the volume becomes difficult to manage. Some call centers can answer calls, qualify the callers, and then transfer the interested person directly to you.
4. As an alternative to hiring a call center, you can route your calls through a short recording which prompts the prospect to have their number removed from the call list a 2nd time. This cuts back on the removal request calls you get.
5. If someone wants their number removed from the call list, be professional and take their number down, no matter how angry or unpleasant they may be.
6. Gather a prospect's basic contact info at the beginning of each call (name, phone number, etc,) in case the call is dropped.

Following up with calls that didn't get through to your office.

Some caller might have been interested in your offer but didn't have the time to talk when you called. In instances where a person, who pressed 1, didn't wait to talk to an agent, it would be a good idea to give them a call back. Check your call logs for the people who pressed 1 and hung up before an agent answered. Call that person back to see if they were interested in moving forward. You might be surprised how many extra deals this can lead to..