The Best Ways to Use Call Scripts

To script or not to script?  That is the question…

In this article Stella Jones explores the best time and the best ways to use call scripting.

Effective scripts are the basis of most successful telemarketing campaigns as they ensure a consistent message and prepare the agent for any questions that may arise. However, there are many different types of script to choose from, from the word-for-word variety, to general call flows, and a combination of the two.

Whatever script you choose, it is vital that the agent is equipped with background information and, ideally, training, to enable them to think on their feet if the script doesn’t go as planned.

When making phone calls, especially sales calls, it can be very tempting to ask agents to follow a word-for-word script. Many people seem to think that this is the best way of ensuring that the customer will be informed of all the facts.

Avoid stilted conversations

However, what they are forgetting is that they are dealing with human beings. However good the agent, scripts that require the agent to deliver them word for word lead to stilted conversations, where the agent doesn’t have the option of engaging in a proper conversation. People instinctively know when a telemarketer is using a script, especially during the opening of the conversation, and this can make them feel like just another person on the list, and immediately turn them off from the conversation.

There are times when scripts like this are necessary, for example, if a piece of information needs delivering 100% accurately. This is especially common for legal compliance (such as in the insurance field) or a market research campaign where it is essential to ask the questions in a set order, and with exact wording, to avoid influencing the responses.

Don’t script the entire call

Thankfully, most people are usually accepting of scripts in these situations as they understand they are necessary. However, we would recommend not scripting the entire call, just the key sections. This allows the agent to highlight the fact that part of the conversation is scripted and explain the reasons behind it. For example, the scripted section could be prefaced with something like:
“For legal reasons, I need to ask you some scripted questions. Is this okay?”

or

“I’ll now move on to the market research questionnaire. The questions have to be asked in a set way to ensure we capture your true opinions and there is no influence over you from the way the question is asked. Are you happy for me to proceed?”

Once the scripted part has finished, the agent should then thank the person being called for allowing them to read from the script, and return to the previous format. However, what format should the rest of the call take?

Flexible scripting options

We recommend that companies equip those making calls with a ‘call flow’, the most flexible of the scripted options. It describes the general path the call should follow and tends to be in the form of a suggested introduction and reminders of information that they need to confirm, such as whether that person is a decision maker. It also gives guidance on methods of establishing a need for the product or service, a clear outline of the features and benefits, suggestions on objection handling, and ways to close the sale.

The call flow will often include snippets of scripted speech to include in the conversation, such as exactly how a company wants to be described, how to explain the benefits of a product, and scripted answers to questions they are likely to be asked, but it should not restrict the telemarketer so much that they do not allow the conversation to develop naturally.

Get the product information right

When using a call flow it is essential that the agent has access to plenty of background information on products and services so that they can speak with confidence, and answer any questions that arise. This method ensures that the agent can think on their feet and react professionally to questions and concerns the customer may have, rather than delivering a scripted message at the customer’s expense.
Most companies will choose a combination of these methods depending on the purpose of the calls and the experience of the agent.

Key points to remember

Whichever script format you choose, there are some key points to remember.

1. Make sure that all scripts have a conversational tone and that the agent uses their own character and voice inflections – no matter what the script – no one wants to talk to a robot.
2. Keep responses short and sharp, or they become too difficult to deliver in a natural way
3. Ensure they allow for the customer to participate and for the agent to respond to their views and possible objections.

Stella Jones is founder and CEO of B2B Contact Marketing – Creators of marketing map