Deploying an inbound agent on an existing phone line
Deploying an inbound agent on an existing phone line can significantly enhance your customer support operations. This guide explores three principal options to achieve this, each with its unique advantages and challenges. Choose the approach that best aligns with your organization’s needs, infrastructure, and operational requirements.
Option 1: Direct Redirection to Another Line
Overview
This option involves redirecting incoming calls from the existing phone line directly to another designated phone line where the inbound agent operates. This is the most straightforward method to route calls to an agent.
Advantages
- Preservation of Existing Number: Maintains continuity for callers who are familiar with the original number.
- Simplicity: Easy to set up without requiring significant changes to existing infrastructure.
- Immediate Implementation: Quick deployment with minimal technical adjustments.
- Flexibility: Useful for temporary redirection needs, such as during peak times or out of office hours.
Challenges
- Single Use of Existing Line: Once redirected, the original phone line cannot receive any other calls, which can be problematic for critical operations such as medical secretariats.
Implementation Steps
- Identify the Target Agent Line:
- Determine which phone line will handle the redirected calls. This is the phone line associated with the agent on the agent.
- Configure Call Forwarding:
- Access your phone system settings.
- Set up call forwarding from the existing phone line to the agent’s designated line.
- Test the Redirection:
- Make test calls to ensure that calls are properly redirected to the agent’s line.
- Monitor and Adjust:
- Continuously monitor call flow and adjust settings as necessary to maintain optimal performance.
If you are limited by the number of phone channels available, redirecting calls to an agent’s phone line will reduce the number of channels available. Two channels are required for the agent to be able to handle calls.
Option 2: Digitalizing the Old Phone Number
Overview
Digitalizing the old phone number involves working with phone operators or integrators to redirect incoming calls from the existing number to a new phone line provided for the inbound agent. This approach maintains the original phone number while enabling call management through a digital platform.
Advantages
- Preservation of Existing Number: Maintains continuity for callers who are familiar with the original number.
- Enhanced Call Management: Allows for more sophisticated call routing and management.
- Flexibility: Agents can redirect calls back to phones used to answer calls.
Challenges
- Coordination with Providers: Requires collaboration with phone operators or integrators.
- Potential Costs: May involve additional fees from the phone operator or integrator for the service (can be negotiated).
Implementation Steps
- Consult with Phone Operators/Integrators:
- Engage with your current phone service provider or a third-party integrator to discuss digitalizing your phone number.
- Set Up Digital Forwarding:
- Configure the redirection settings to forward calls from the old number to the new agent-provided phone line.
- Obtain and Configure the New Number:
- If you require a human operator to continue to answer redirected calls for instance, you can associate the phones that were associated with the older number to a new phone number. Then you can set up a transfer tool on the agent, in order to transfer calls back to the human operator.
- Test the System:
- Conduct thorough testing to ensure calls are properly redirected and managed.
Option 3: Redirecting via Existing IVR Rules
Overview
If your organization already utilizes an Interactive Voice Response (IVR) system, you can configure it to redirect calls to the inbound agent based on specific rules or criteria. This method leverages existing telephony infrastructure to manage call routing dynamically.
Advantages
- Utilizes Existing Infrastructure: Builds upon your current IVR setup without requiring significant changes.
- Advanced Call Routing: Enables sophisticated routing based on caller input, time of day, or other predefined rules.
- Scalability: Easily accommodates additional agents or departments by updating IVR rules.
Challenges
- Complex Configuration: Setting up advanced IVR rules can be technically challenging and may require assistance from your IVR provider.
Implementation Steps
- Review Existing IVR Capabilities:
- Assess your current IVR system’s features and limitations regarding call redirection.
- Define Redirection Rules:
- Determine the criteria for redirecting calls to the inbound agent (e.g., specific menu selections, caller input).
- Configure IVR Settings:
- Update the IVR configuration to include rules that redirect appropriate calls to the agent’s phone line.
- Test the Redirection Workflow:
- Perform comprehensive testing to verify that calls are correctly routed based on the defined rules.
Conclusion
Deploying an inbound agent on an existing phone line offers various approaches, each suited to different organizational needs and technical capabilities.
- Direct Redirection is ideal for simple, immediate call forwarding but may disrupt existing call handling.
- Digitalizing the Old Phone Number maintains continuity and offers advanced call management, suitable for organizations seeking flexibility and scalability.
- Redirecting via Existing IVR Rules leverages existing telephony infrastructure for sophisticated call routing, best for organizations with established IVR systems.
Evaluate your organization’s specific requirements, resources, and long-term goals to select the most appropriate deployment option. Proper implementation and continuous monitoring will ensure that your inbound call system operates efficiently, enhancing customer satisfaction and operational effectiveness.