How We Operate
Get a crystal-clear understanding of how we operate.
Discover how our expert call management services ensure your business stays responsive and captures every opportunity. Let’s discuss how we can help your business thrive.
Our approach is designed to provide high-quality service while maintaining transparency and efficiency.
Step 1: Understanding Your Requirements
Initial Consultation
- We start with a consultation to understand your business, target audience, and specific requirements.
- Define key goals, such as customer service, lead generation, or appointment setting.
Service Agreement:
- A Service Level Agreement (SLA) is created to outline deliverables, goals, and timelines.
Step 2: Setting Up Your Account
Client Onboarding
- We create a dedicated profile in our CRM system, storing customer information, service protocols, and escalation guidelines.
Custom Scripts
- Develop scripts tailored to your brand’s voice, ensuring consistent messaging across all interactions.
System Integration
- Integrate your existing tools (if applicable) with our systems for a unified workflow.
Receiving Calls
- IVR routes calls based on customer input.
- Zendesk AI identifies intent for accurate routing.
Simultaneous Call Management
- Cloud-based software manages multiple calls.
- AI optimizes queue handling to minimize wait times.
Assigning Calls
- AI auto-assigns calls based on agent expertise and workload.
- AI refines assignment with predictive matching.
Overflow Management
- Customers can opt for a callback, voicemail, or AI assistance for immediate responses.
AI-Powered Problem Resolution
- Troubleshooting: AI guides step-by-step solutions for common technical issues.
- Payment Processing: AI manages secure payment transactions and confirmations.
- Account Management: AI handles account updates, password resets, and order retrieval.
- Booking/Cancellations: AI enables self-service for appointments and service changes.
FAQs and Virtual Assistance
- AI responds to frequently asked questions with NLP-driven answers from a knowledge base.
Agent Support and Escalations
- AI provides real-time script and solution suggestions.
- Complex issues escalate with AI-generated summaries for senior agents.
We utilize cutting-edge technology to ensure smooth operations. Here’s an in-depth look at the tools we use:
CRM Software
Our Customer Relationship Management (CRM) system is the backbone of our operations.
What It Does:
- Stores customer details, interaction history, and issue resolutions.
- Provides a centralized dashboard for agents to access relevant information during calls.
- Tracks performance metrics such as call volume, resolution time, and customer satisfaction.
How It Works on Our Side:
- Each customer interaction is logged in real-time, creating a detailed history.
- Agents use the CRM to quickly retrieve information, ensuring personalized service.
- Automated workflows prioritize urgent tasks and streamline follow-ups.
Our CRM Options:
- HubSpot CRM: Free and feature-rich, ideal for startups.
Call-Handling Software
Our call center software is designed to ensure efficient communication, even during high call volumes.
Key Features:
- Call Routing: Automatically directs calls to the right agent or department using AI-enhanced intent recognition.
- IVR: AI-driven IVR allows customers to navigate dynamic menus, improving first-call resolution.
- Call Queues: Manages simultaneous calls, optimizing routing with AI predictions and notifying agents as they become available.
- Call Recording: Ensures quality assurance, compliance, and training opportunities.
- Real-Time Monitoring: Supervisors can monitor ongoing calls, supported by AI-driven sentiment analysis for proactive feedback or intervention.
- Virtual Assistants and FAQs: AI-powered bots handle routine inquiries, providing instant solutions to common customer problems.
- Automated Transcriptions: AI generates call transcripts for faster post-call actions and analysis.
How It Works on Our Side:
- Calls are processed through a VoIP (Voice over Internet Protocol) system, ensuring clear and reliable communication.
- The system integrates with our CRM to automatically log call details, enhanced by AI automation for tagging, categorization, and follow-up recommendations.
- Supervisors use AI-powered monitoring tools for performance oversight, with AI-driven analytics highlighting areas for improvement and success metrics.
Our Call-Handling Softwares:
- Aircall: Easy setup, seamless integration with CRM systems.
- Zendesk AI: Enhances call handling with AI-driven routing, predictive analytics, and virtual assistants for faster resolutions and improved customer experiences.
Hardware
We equip our team with:
- High-quality VoIP headsets for clear communication.
Computers with secure - connections to access client systems and CRM.
What Makes Task Free Different?
Transparent Pricing
Our pricing is clear and straightforward, with no hidden charges. Your monthly fee includes services like text notifications, order logging, CRM updates, and email delivery of after-hours voice messages—all at no extra cost.
No Scripts, Just Real Conversations
We’re a dedicated team of customer service professionals who handle your calls as if we were part of your own staff. No rigid scripts here—just genuine, personalized interactions that represent your business seamlessly
Tailored to Your Needs
Task Free offers more than call answering. From managing diaries and processing orders to qualifying leads and creating virtual call centers for peak demand, our solutions are tailored to your business requirements.
UK-Based
Our office is proudly based in the UK, ensuring we’re always aligned with the needs of local businesses. We value community, actively supporting local initiatives and building strong relationships with our clients.
Industry Expertise
With experience across a wide range of industries from finance and legal services to tech and hospitality, our team knows how to speak your language and connect with your customers in a way that reflects your business values.
Instant Appointment Service
We make onboarding simple and fast. Schedule an appointment today, and we’ll get started right away to help your business grow without delay.
How Task Free Works
Your phone rings
A customer reaches out by calling your number.
Ticket Creation
Every call generates a ticket in the system, logging customer details and the purpose of the call for tracking and resolution.
Call Answered by AI
AI answers calls with a friendly greeting, identifies needs, provides instant help, or routes the caller efficiently.
Call Answered by Agent
A trained call center agent answers the call, offering a friendly and professional response.
Inquiry, Resolution and Follow-Up
Agent identifies the inquiry type and routes it accordingly.
Simple issues are resolved immediately; complex ones are escalated.
Follow-up actions, like callbacks or updates, are handled promptly.
4o mini
Customer Satisfaction
The call ends with the customer feeling satisfied, thanks to clear communication and efficient service.
Your phone rings
A customer reaches out by calling your number.
Ticket Creation
Every call generates a ticket in the system, logging customer details and the purpose of the call for tracking and resolution.
Call Answered by AI
AI answers calls with a friendly greeting, identifies needs, provides instant help, or routes the caller efficiently.
Call Answered by Agent
A trained call center agent answers the call, offering a friendly and professional response.
Inquiry, Resolution and Follow-Up
Agent identifies the inquiry type and routes it accordingly.
Simple issues are resolved immediately; complex ones are escalated.
Follow-up actions, like callbacks or updates, are handled promptly.
4o mini
Customer Satisfaction
The call ends with the customer feeling satisfied, thanks to clear communication and efficient service.
99% of people who try us, stay with us
Don’t delay call us today on +44 7383332304 or fill in the form:
