10 Proven Strategies: How to Get Clients for Virtual Call Center?

Are you struggling to find clients for your virtual call center? Have you been trying everything in your power and still lack results?

You are not alone, as many call centers, despite their time and effort, struggle to stand out in a competitive market.  

But it doesn’t always have to be that way. 

In this guide 10 Proven Strategies: How to Get Clients for Virtual Call Center, you will find actions to take on to consistently attract high-value clients and increase your market. 

Let’s explore how to unlock the true potential of a virtual call center. 

What is a Virtual Call Center?

As opposed to traditional or physical call centers, a virtual call center is a type in which an organization’s representatives are not situated in a workstation in one location. The employees are based in geographically diverse locations. 

One of the major advantages of a virtual call center is the ability to span multiple time zones. Since the employees don’t have to be in one geographic location, they can be dispersed in such a way that they are not restricted with business hours. 

With flexible schedules, the levels of employee churn are decreased massively, and the overall cost of operation is also reduced. 

How to Get Clients for Virtual Call Centers: Top 10 Strategies

1. Employ Industry-Specific Networking

To retain and add new customers, networking is a powerful tool as it helps in industry-specific talent acquisitions. You can attend virtual conferences to meet people who might need you and the services you offer. Explain your services in a perfect elevator pitch approach, underlining the importance your call center can offer them and their business. 

Alongside in-person networking, you can also perform virtual networking and use platforms like LinkedIn and Webinars. Try to connect with businesses with like minds and participate in discussions concerning your niche. 

Another efficient way of networking is to give talks and host webinars. Partner with service providers and earn valuable referrals. With networking, you can build a long-term business plan and turn relationships into client opportunities.

2. Create a Strong Online Presence

Creating a strong online presence is one of the first things you should think about when you are trying to get clients for a virtual call center. You can start this online outreach by creating a professional website filled with information about what you are as an agency and the services you offer. 

Optimize your website using Search Engine Optimization (SEO) techniques so that people can easily spot your online presence. But your presence boosting can not be limited to websites only. 

You also need to share your content on social media platforms like LinkedIn, Facebook, and Twitter. Use Email marketing and, additionally, set up profiles in industry-specific forums, where you can best find your potential clients. 

By increasing your interaction with these communities, you can drive their interest in your virtual call center. 

3. Use Cold Emailing and Outreach Campaigns

Even in this modern market, cold emails remain one of the most effective ways to attract clients for virtual call centers. However, most companies find it challenging to improve their cold emails. 

Personalization and avoiding generic messages are important ways to increase the success rate of emails. Thousands of users receive a handful of emails every day, so take that extra step to stand out. Use an attention-grabbing subject line and keep your message concise.

Mention how your call center can aid them, using as few words as possible. You should also mention a clear call to action, like scheduling a meeting or a follow-up. Complement your emails will contact on LinkedIn and make sure you are persistent and offer value in communication. 

4. Use Paid Advertising

If you are trying to get clients for a virtual call center, you must be willing to spend money on outreach campaigns. Various platforms, such as Google Ads and Facebook Ads, use algorithms that can help you extend your reach to millions more. 

Thoughtlessly spending a lot of cash will not solve your problems, however. You need to target your audience based on specific criteria like industry, job title, and company size. Find the right target and pay platforms to advertise your services to them. 

Create an appropriate, short, and informative ad before pushing it to potential customers. In some cases, retargeting the ads can also help potential clients remember your services in times of need. 

You also need trained personnel to monitor your campaigns and tailor your strategy to meet your goals. Tracking return on investment over your ads is a good way of identifying whether your campaign is a success or not. 

5. Connect in B2B Marketplaces

B2B marketplaces can help increase your virtual call center’s visibility in front of a targeted audience. Platforms like Upwork, Fiverr, and Freelances help businesses find outsourcing partners. 

To add more credibility, incorporate reviews and ratings of past clients. Further, the convenience of examining B2B platforms and forums specializing in certain sectors where clients who may need virtual call center services look. 

Be active and engage with clients by replying to their inquiries, bidding for appropriate projects, and updating one’s profile with new case studies or project accomplishments. 

Some of these marketplaces have rating options for sellers to show their ratings and try to deliver quality services as much as possible to gain a good reputation. Having an account on one social media platform only limits your chances of getting various clients who wish to do business with you. 

Internally, it is important to note that B2B engagements are always carried out with the hope of doing business with the same partners again in the future.

6. Offer Customizable Service Packages

With customizable service packages, potential customers are immediately attracted to your company. Different businesses have different demands, and offering them the same services will not always work. If your call center provides customizable packages, it attracts a wide range of customers, each with their own needs. 

A small business may just need basic customer service, but a large enterprise needs 24/7 support and features like multilingual assistance. You must also offer packages of varying costs and highlight the benefits of each package. 

With customization available, businesses can choose only the services they need. This helps companies with minimal budget as they can spend only on the important stuff. 

Customization makes you stand out in the market, whereas other call centers often offer rigid, one-size-fits-all solutions. 

7. Use Multichannel Market

Promoting your market on multiple channels is a surefire way to success. You can use various channels, such as digital and traditional, to widen your market reach. 

After you have created a strong online presence, you can switch channels and also use email marketing campaigns to target businesses that benefit from outsourcing their customer support. 

Don’t stop there. Use paid platforms like Google Ads or LinkedIn to target decision-makers in specific industries. Write blogs, create case studies, and provide informative videos on who you are and what services you offer. 

Using all of these channels at once can help you create a marketing strategy that reaches potential clients and increases your chances of securing business. 

8. Use Employee Customer Referral Program

To gain new clients, referral programs are always a powerful tool. Word-of-mouth in marketing is highly trusted, and if existing clients recommend your call center to their network, you can expand your reach.

This campaign does not have to be only with customers. Your employees can also be encouraged to refer the services to people in their network. Providing excellent services can itself be a source of encouragement for both customers and employees.

You need to cater to your existing customers and solve their issues and demands so that they can be encouraged to refer your services to future potential customers. 

9. Offer Free Trials and Demos

Offering free samples or demos is one of the best strategies to persuade prospective customers to choose your virtual call center. 

Offering a hands-on experience can demonstrate the caliber of your service without needing an instant commitment. Prospective customers can experience how your team answers calls, fixes problems, and monitors customer satisfaction during a trial period. 

Providing a risk-free method for companies to try your services cuts down on reluctance. Provide a smooth, orderly demo that demonstrates how your virtual call center works with the client’s current systems.

10. Partner with Outsourcing Agencies

Working with outsourcing companies is a good way to guarantee consistent business for your virtual call center. Many companies turn to outsourcing companies for non-core functions like customer care. 

Partnering with these companies can help you access a steady flow of work. Speak with respectable companies that cater to markets similar to your target audience. Your virtual call center may attract more partners if it provides specialist services like round-the-clock customer care or bilingual help. 

Prepare a brief presentation that highlights your team’s talents and how they can complement the agency’s offerings. Long-term agreements resulting from these collaborations can guarantee a consistent flow of business. 

Signs That Show a Company Is Looking For BPO/Call Center Services

When a company is looking for BPO/Call center services, there are several indicators.Here are some signs which may help you identify whether a business is moving in this direction: 

I. Job Postings Related to Outsourcing: 

Companies that are looking for BPO/ Call Center services often hire for new roles to try and facilitate these changes. Here are some of the roles they hire for: 

• Vendor Management Roles
• Process Improvement Roles
• Outsourcing or Partner Relationship Roles

II. Requests for Proposals:

Another keyindicator for when a company is exploring outsourcing is Request for Proposals (RFPs). It is a process where businesses invite BPO providers to submit their proposals, explaining how they can help them. Common RFP-related signs include:

• Outsourcing Specific Functions
• Competitive Bidding Process
• Vendor Selection and Negotiation

III. Online Searches and Inquiries:

Companies also try to research online to find potential partners, and understand the industry trends. Here are some online signs:

• Search Engine Queries
• Engagement in Industry Forums
• Social Media Activity

IV. Declining Performance or Efficiency:

This is more of a reason than a sign for a company to switch to outsourcing. With declining performances in certain areas, the company outsources to regain efficiency. Here are some signs in performance that may lead the company to switch: 

• Difficult Managing Key Processes
• Clients or Employee Loss
• Increased Cost or Resource Strain 

V. Organizational Changes:

When an organization is looking for call center services, they often restructure their organization structure and reallocate resources. With these changes, the company tries to focus more on core competencies and outsource non-core activities. Some major indicators are: 

• Restructuring or Downsizing
• Creation of New Departments
• Resource Reallocation

3 Pillars That You Should Focus On to Succeed in a Virtual Call Center

If you wnat your company to succeed in a virtual call center, there are some rules you must adhere to.

In call centers, experts generally coin the three pillars as the base for an efficiently functional virtual call center. 

Let’s have an in-depth look at all the factors that affect the success of a call center:

1. Effective Communication

As the whole workings of a call center are based on communication, effective communication is a foundation for success. All center agents must possess necessary communication talents, such as empathy, listening, and articulateness.

With the whole virtual call center, there are no visual cues for the agents to pick up on. This immediately increases the importance of other factors like tone, pace, and choice of words. 

All call centers must conduct regular training of the agents, and focus on features like active listening and verbal empathy. Clear and consise communication always improves customer experience.

The call centers can also provide scripts and guidelines to help the agents standardize communication and maintain professionalism. 

2. Technical Proficiency

Alongside communication skills, a call center agent must also possess technical skills to conduct the workplace efficiently. In a virtual environment, agents need to be adept in using call center softwares and CRM systems. 

Many minor tech issues arise, and calling dedicated personnel for each small issue is not optimal. Ensuring that all the employers are comfortable in using tools like VoIP, live chat platforms and remote desktops can increase performance. 

Like with communication, the employees need to be regularly trained to keep them updated with any new  systems that hit the market. A stable internet connection and a properly set-up workspace is also important to ensure uninterrupted performance. 

3. Time Management and Self- Discipline

In a virtual call center, the agents can’t be bound by office discipline and rules, which is why they must be managed by themselves. Self-management skills become detrimental for the success of the call centers. 

Time tracking tools, daily goals and tracking performance metrics can be a good way to keep the employees in check, either by themselves or by a superior officer. 

The office must develop a self-work culture and keep the employees motivated so that they remain focused and productive while maintaining a healthy work-life balance.

Get Call Center Clients using Dialaxy’s Virtual Call Center System

If you are trying to get more call center clients by using a virtual call center system, then Dialaxy must be one of the top choices. Dialaxy offers a powerful solution for businesses so they can secure more clients.

With Dialaxy, companies can streamline operations and manage large volumes of calls, both inbound and outbound, from a virtual location. We offer advanced features like real time call monitoring, customer interaction tracking and analytics. 

Businesses can optimize their performance and provide excellent customer services with the help of Dialaxy. We offer seamless integration with CRM platforms and boost the business efficiency. Businesses can scale operations and attract more client. 

Conclusion

A virtual call center is an effective dynamism introduced by a lot of businesses. With the flexibility in offer, many companies are switching to virtual call centers to provide a passage for clients. 

But, implementing a virtual call center is an intricate process and there are a lot of things to consider. By implementing the 10 steps mentioned above, you can improve your efficiency and may be stand out in the market. 

You can customize the strategies by analyzing your business. Same thing may not always work for everyone so don’t be afraid to try new things. 

FAQs

What is the key to success in a call center?

Here are some of the key critical elements that lead to success in a call center:

• Customer-Centricity
• Product Knowledge
• Training and Development
• Technology Integration
• Positive Work Environment
• Effective Communication Skills

How can I increase my call center conversion rate?

If you are trying to increase your call center conversion rate, here are some steps for you to undertake: 

• Understanding your audience
• Improve product and service knowledge
• Personalize communications
• Track and monitor Performance
• Consistent Follow-Up

How to cold call a potential client? 

Businesses often find it hard to warm up a cold call reducing their success rate. Here are some steps you can take to improve your cold calls:

• Research
• Write a script
• Be brief, respect their time
• Call to action (meeting, demo, etc)
• Follow up

How do I get campaigns for my Call Center?  

To get campaigns for your call centers, you first need to identify your specialization. To garner attention online, you need a professional online presence and a strong, informative website. By underlining your services, expertise, and past successes, you can network with potential clients. 

A chunk of your focus must also be placed on providing excellent services to existing clients to make sure that you retain them and gain referrals. 

What are the five Cs of Call Centers?

The five Cs of Call Centers are Customer focus, communication skills, consistency, competence, and cost efficiency.