You must answer calls carefully if you are a businessman and use a Business phone number. If your phone rings and suddenly distracts you from the conversation during a business meeting, it can be very annoying. While your phone rings and shows an unknown number on the screen, you must decide whether to attend this call. Sometimes, these calls are scams, promotional or advertising calls, or they may be important to you.
It can be very easy to decide whether you should answer that call or not if you would see the person’s name on your phone screen. You are not alone in this situation; many people face the same issue. But in this modern world of technology, there is a solution. A feature of VoIP technology can help you get to know who is calling you. This feature is call screening.
Call screening offers many benefits to its users. It helps you decide whether to answer the call. This blog will discuss call screening and its uses and benefits.
What Is Call Screening?
Call screening is a feature that allows you to identify who is calling and how to respond to an incoming call. It displays the name associated with a phone number and lets you decide whether to pick up the call. You don’t need to answer the call to see who is calling.
This technology informs you how to respond to an incoming call and prepares you for what you should discuss with the caller before answering. For those whose business number rings all day, using the call screening feature can save time and be less frustrating.
The call screening process also includes providing the caller’s name, phone number, geographic location and spam status. In small business phone systems, call routing features like Automated call distribution(ACD), and Interactive Voice Response (IVR) provide advanced call screening options. The virtual assistant or agent answers the call and prompts for the caller’s name and reason for calling before transferring this call.
Virtual assistants or agents can decide whether to respond, forward, or block the number based on the caller’s identification
How Does Call Screening Work?
Call screening identifies an incoming caller’s name using Caller ID Name Delivery (CNAM) and displays the caller’s information. It can also use an automated response, such as sending the call to voicemail, blocking it, or announcing the caller’s name.
Here’s a Step-By-Step Guide to How Call Screening Works Within Your Phone ystem:
- Receive the caller’s number: Your phone system collects inbound information, including the caller’s number and the phone call itself.
- Identify the caller’s name: The incoming number search within a CNAM (Calling Name) database enables your carrier to retrieve the associated name. Your phone carrier displays the number jointly with the name when a match exists in the CNAM.
- Prompt for the caller’s name: Your phone service shows phone numbers when it fails to retrieve the caller’s name from database searches. The phone system will activate a voice prompt requesting the caller to provide their name by activating Call Screening. When your phone system establishes a connection, it will first introduce the caller’s name to you.
- Identify spam status: Voice technology from your phone system will scan spam databases to confirm whether the incoming number holds any reported blacklisted entries.
- Automated action: When an inbound call arrives, your system can have programmed responses set in place that either decline the call, forward it to IVR, reply automatically with text, or direct it to a live agent
- Forward to live agents: When a call is extended to live agents, the phone system gives them two options: it shows the Caller ID or whispers the current caller’s name in a quiet voice.
Benefits of Call Screening
Straightforward call screening is a crucial decision that yields immediate benefits. There are almost no drawbacks, and you will notice several advantages:
i. Accept or Reject Calls in Seconds.
Call screening technology allows you to determine whether to accept or reject incoming calls by simply using one finger. A combination of phone data appears on your display screen to let you determine your response.
ii. No need to Google Phone Numbers
People who search Google for incoming caller identification no longer need to follow this habit. Your phone offers immediate access to all the displayed information. You decide what to do next.
iii. Quickly Block incoming Unwanted Numbers.
The solution to stopping spam calls and unwanted phone contacts involves blocking their numbers. Blocking a number via your phone’s function prevents the caller from triggering your phone’s notifications. You will not receive their messages, nor will they attempt to contact you again. Selective blocking keeps unwanted callers away but allows you to unblock numbers whenever you wish later.
Iv. Establish An Audio Prompt.
Through call screening configuration, you can create specific audio prompts for numbers that attempt to contact you. The tool enables users to receive the names of their callers before making them speak. The phone system allows you to respond or listen to their message on the voicemail.
V. Keep Spammers Off Your Phone
A spam call disrupts your daily routine by wasting your time with bothersome interruptions and hindering the call abilities of those who want to contact you. After you block the callers you want to avoid, your phone quiets down and becomes easier to reach.
Features of Call Screening
You can pick between multiple call screening options in the market, although their quality levels differ. The best call screening service requires compatibility with multiple functions that benefit your needs. Look for features like:
i. Call Blocking Algorithm
By studying call data from phones, the app develops capabilities to prevent spam-related phone calls from ever reaching users. A predictive spam call-blocking algorithm performs immediate call analyses as phone communications reach your device before your device rings. The automation ensures spammers become simpler to avoid, which enhances your experience. It also means fewer interruptions.
ii. Answer Bots
The top call screening tools enable you to inflict some payback against scammers. The Answer Bots process incoming likely spam calls by sending prerecorded messages designed to keep spammers engaged in dialogue. People eventually stop trying so you can view the called numbers through the application.
iii. Customization Options
Top-tier call screening solutions deliver multiple management features to tailor your experiences. These tools allow users to decide how aggressively their system should handle incoming calls. These options enable users to create blocklists, which they can activate or remove elements from as their needs evolve. The system helps you receive only high-quality phone calls.
Focusing on what angers you most about your current setup can help you select an appropriate call-screening tool. Identifying an appropriate solution can solve your problems.
Best Practices For Call Screening
To enhance call screening on your phone system, keep these best practices in mind
Utilize Automatic Call Screening
Caller ID functionality enables agents to screen and block unwanted calls successfully. However, your phone system can add automatic screening rules that allow predefined number blocking under certain conditions. A system implementing automated call screening eliminates the time-consuming work that agents would otherwise perform.
Use Robust CRM Software
CRM systems such as Salesforce and HubSpot store complete call logs and customer travel histories, helping professionals generate precise contact listings and complete customer profiles that direct more strategic call prioritization.
Evenly Distribute Your IVR Call Flows
Design your IVR system with an organized call flow system which distributes all inbound calls equitably among your agents. When your queue distribution strategy works properly wait times stay manageable.
Turn On Voicemail Notifications
The phone system must automatically alert agents when someone leaves a voicemail. When calls accidentally reach the voicemail system, agents can retrieve recorded voicemails and reconnect with the caller.
Keep IVR Menus Concise
Users find themselves annoyed when they need to endure prolonged IVR navigation until their caller reaches an agent. Shorten menu choices to allow users simple navigation for their choice of destinations.
Final Words - Call Screening 101
Call screening is a powerful tool for efficiently managing incoming calls. Whether you’re a business managing incoming calls efficiently or an individual trying to avoid robocalls, implementing call screening can save time, enhance security, and improve overall call management.
Call screening features include caller ID recognition, voicemail screening, and AI-powered filtering. These features help you focus on essential calls while blocking unwanted distractions. Call screening protects your privacy and increases productivity by reducing interruptions.
By staying informed and leveraging these tools, you can take control of your phone calls and communicate smarter.
FAQs
1. What is the best call screening app?
Google Call Screen, Truecaller, and Hiya are top-rated apps.
2. Can call screening to stop spam calls completely?
While it significantly reduces spam, some calls may still get through.
3. How does AI improve call screening?
AI can analyze call patterns and detect spam more accurately.
4. Is call screening available for landlines?
Yes, many VoIP services and landline providers offer call screening features.
5. Does call screening affect emergency calls?
No, emergency calls always go through, even with call screening enabled.
