For recruitment agents still using legacy networks, upgrading to the Talenta AI phone system delivers a noticeable boost in terms of efficiency and productivity. Here’s what it does, why Talenta is different to standard phone platforms, and where it fits into your current workflow.
Talenta AI phone system vs traditional answering service
What’s the typical experience for candidates or clients calling their chosen recruitment agency? After dialing the number, they’re connected to an agent who’s free, held in a queue, or sent to voicemail. In only the first scenario does the agency have a strong chance of retaining that client.
Here’s why there’s room for improvement, both for the caller and the agent picking up the phone.
1. Industry statistics indicate that customers who don’t connect at the first time of calling a live agent are unlikely to hold or call back. In most cases, they will call another recruiter.
2. A busy agent taking a call has no context. They see a number on the screen without the time to prepare. That often means the first 30-45 seconds are devoted to establishing fundamental details.
Why Talenta lets agents take calls differently
Talenta smart caller pop-up recognises the number of any caller in the CRM and displays their full name, details, and past conversations on screen. As a result, the agent can greet the caller by name and resume communication from the last relevant milestone, not the very beginning.
For new callers whose number is not yet in the CRM, Talenta AI phone system creates a new record and saves it automatically at the end of the call.
Smoother communication also works in the other direction. Instead of searching for a client’s number and scrambling to locate their record, the agent can open their file from the dashboard and call directly in one click without any need for a telephone handset.
That’s a huge time-saver for an agent who has a long list of interviews to confirm, missed calls to return, or prospects to cold call.
Talenta vs standalone voice agent
Proactive recruitment agents might already be testing the AI waters with an off-the-shelf voice agent. It’s certainly a slicker experience than leaving a voicemail, and solves the problem of out of hours calling. However, the benefits are limited.
1. Call handling quality varies considerably between agents. Some of the lower-end receptionists can sound robotic and stilted. Others struggle to complete a simple conversation successfully.
2. Somebody still needs to set up the integration to the agency CRM, grant permissions and provide ongoing support. That can often mean a period of acclimatisation during which technical support has to manage APIs and call settings to feed the relevant data to the appropriate form field.
How Talenta answers the call differently
As two platforms in one, Talenta combines a top-tier AI phone receptionist and AI phone system. Crucially, the AI phone receptionist can be primed with a custom dictionary during set up so that it responds with an authentic tone and vocabulary. It speaks fluently and humanly, with most callers unaware they were talking to AI.
Integration is also easy and intuitive. Talenta AI phone system connects directly to the CRM the agency is already using, without the requirement for a third-party API to provide the bridge.
24/7 call handling with instant intelligence
One of the areas where Talenta makes an instant, noticeable impact is in note-taking. Existing customers report time-saving measured in hours per day.
The status quo is for agents to scribble notes by hand during the call, then spend minutes after the call transferring them to the CRM. That’s the ideal scenario. The reality, however, is that another call will inevitably interrupt the sequence, or errors might creep in between note pad and database.
And if the call comes in out of hours or while the agent is on site for a viewing, even taking notes is ambitious.
How Talenta transforms note taking
Talenta AI phone system takes care of the whole process, leaving the agent’s hands free and their time unlimited. Talenta posts the call recording, transcription, summary and analysis instantly to the CRM. It can also allocate next steps and tag the appropriate people. Instead of coming back to the office from a client meeting or after the weekend to plough through voicemails, the agent finds a ready-made to-do list with all information neatly summarised.
From a compliance perspective – a particular area of concern for today’s recruitment agency – the automatic call transcription and tagging feature can be invaluable. Should a candidate allege discrimination or an employer allude to negligence, the agency has a verifiable call recording and transcript ready to produce to confirm exactly what was said, promised and understood.
Visibility into team performance
Whether it’s a boutique local recruitment agency or a nationwide chain, call performance is hard to monitor and manage with a legacy system.
Conventional phone systems track no call data, both within the agency and from the client perspective. That leaves branch or group managers with little visibility into the strengths and weaknesses of their teams, or the areas where opportunities await.
How Talenta illuminates the hidden insight
The key feature here is the conversation analysis tool, which interprets the call transcript and summary for performance indicators.
Was information conveyed accurately and clearly? Were all parts of the call completed, or were crucial opportunities lost during the opening or closing? Are teams fully capturing the opportunities and interpreting the nuances in between the lines? On a more fundamental level, are the best-performing agents paired with the most profitable vacancies?
The level of intelligence, analytics and insight that Talenta gathers is impressive. The simplicity with which it presents that data on a one-click-access dashboard goes far beyond any platform most agents will have worked with.
Built for recruitment agency workflows
A general-purpose system with a call centre-style AI answering service might be serviceable, but it lacks the context to support teams fully. In addition, integration is rarely as simple as ‘bolting on’ a phone system to your CRM. Retrofitting your AI phone system to match your CRM will inevitably lead to glitches and errors.
Talenta offers native integrations with the leading CRM systems for recruitment agents. Instead of creating a second system to manage, it plugs straight in and is ready to go almost immediately.
There’s a huge step up in quality from a system built for businesses, and a platform designed specifically for recruitment agents. In planning Talenta, we embarked on a mission to understand how recruitment agents work, what tools they need, and where frustrations arise. We then built a system whose full range of features they would actually use.
Want to upgrade from your legacy phone system to the next generation of smart AI phone systems?
