TELEMARKETING: How to deliver on a DRTV campaign - For companies that use DRTV, a reliable contact centre is a must for success

In the past few months ITV's Pop Idol has whipped the nation into a

frenzy. The reality TV show is currently attracting an average audience

of eight million, with up to two million viewers calling in to vote for

their favourite contestant.



This kind feedback highlights the effectiveness of direct response

television (DRTV) - few advertising media can trigger such immediate

interest.



Providing a hotline number with an invitation to interact, buy a

product, enter a game show, or donate to charity can generate, on

average, as many as 100,000 calls, the vast majority within the first 20

minutes.



That's a very small window of opportunity, requiring flawless three-way

co-ordination between advertiser, media buyer and telemarketing

agency.



If the callers can't get through, the budget will be squandered and the

brand damaged.



"The worst thing is to spend millions on a TV campaign without

organising call answering," says Greg Smith, divisional director at IMS

Response.



"But brands have learned lessons in the past few years, and that rarely

happens now."



Planners have to decide whether to provide live operators or handle

calls automatically via interactive voice response (IVR).



Benefits of automation



At its peak, Celador's Who Wants to be a Millionaire took around 100,000

calls per show via Broadsystem's 3500 IVR lines. Initial calls are

handled automatically, with callers answering a simple question. Of

those who answer correctly, 100 are chosen at random and called back by

Celador's team. The network can be extended to 5000 lines when

necessary, but current volumes have reportedly fallen to such an extent

that the phone line is not generating enough profit to cover the show's

prize money.



An advantage of automation is that it bypasses the need to recruit and

teach operators, which means it can be implemented more or less

immediately.



Faced with the foot and mouth outbreak last year, the government set up

a hotline, but this was quickly swamped by calls from anxious

farmers.



It then appointed IMS Response, which had an operation up and running

within hours.



But IVR would have been an inappropriate response for many of the

hotline's callers, and by the next day the bureau had in place a

30-strong team of operators able to provide help and reassurance to

those most obviously at risk.



A live operation was also favoured by ONdigital (now ITV Digital) as the

best way to gather data and push sales for the launch of its TV

service.



The campaign was handled by Merchants, with operators at contact centres

in Milton Keynes and Cork handling as many incoming calls as possible,

the overspill being captured by IVR.



"When you consider what companies spend on an advert, they often skimp

on the response," says Sandra Galer, Merchants account manager.



That dual approach is also adopted by MM Group when handling the

response for the National Canine Defence League, which advertises over

Christmas.



Last year's spot generated a high volume of calls, although being shown

exclusively on cable and satellite made this manageable. According to

donor recruitment manager Mary-Anne Partridge, the priority was to make

it easy for callers to donate.



An IVR system is less effective with donations, since callers are often

unwilling to give their credit-card details to a machine. Where it comes

into its own is recording contact details, enabling operators to ring

back in quiet moments. "When we tried this with our charity clients, we

found that nine out of ten were quite happy to be contacted, making the

donation there and then," says MM Group operations director Stephanie

Rouse.



The tendency of viewers to respond immediately to a TV ad means that a

contact centre is faced with long periods of calm punctuated by frenzied

bursts of activity. This is a challenge for managers, who have to keep

staff motivated and alert. "We have a TV monitor on, so that people can

get ready when the ads are about to come on," says Merchants' Galer.



A way to avoid an imbalance is to advertise on non-terrestrial channels

as it helps spread the load. For instance, 24-hour shopping channel

Screen Shop advertises products with 'infomercials' that run

continuously.



Service capacity



Media buyers play a crucial role in gauging the likely response to a

client's campaign and recruiting a telemarketing bureau with the

appropriate capacity and level of service. The bureau will, at the very

least, be provided with a detailed media schedule that enables it to

recruit and train operators well in advance. Telemarketers are involved

at the outset, providing insights about the response that can favourably

influence the planning of the campaign.



But problems still occur. One of telemarketers' biggest bugbears is when

the client takes advantage of a late offer to place cheap advertising,

but forgets to tell the contact centre, which then gets swamped with

calls.



On the other hand, media buyers and clients rely on feedback from

telemarketers to help them plan their advertising strategy. But this

does not work if contact centre managers fail to understand what is

required.



Andrew Burgess, managing director of direct media specialist Equi-Media,

recalls a case where a company learned that most of its calls were being

made in response to ads in The Yellow Pages. So, it transferred a large

part of its budget to directories.



But response dived. Investigation showed that operators had not asked

which ad the caller had seen, and instead entered the easiest code to

remember, which happened to be for Yellow Pages.



DRTV is not just about responding to calls, but also collecting data to

feed back into marketing campaigns, making it a complex but extremely

valuable tool.



HOW POP IDOL DEALS WITH VOTING



More than three million viewers rang in to vote for their favourite Pop

Idol last Saturday night. In the weeks leading up to the show, the

average number of votes has been 1.2 million.



"We did expect a high volume, but the past two weeks exceeded

expectations," says Cathy Lincoln, account director at Telescope, the

show's customer contact management agency.



Pop Idol is aired in two parts, with votes being made in the two-hour

gap, and announced in the second show.



The system, run entirely through interactive voice response (IVR), is

managed by Telescope, which collates votes from phone lines and the web,

before passing the results to executive producers on the show.



Despite the 28,000 phone lines available to viewers, controversy has

arisen over complaints that lines close too early or are jammed. So how

does Telescope, the show's customer contact management agency, ensure it

can handle the volume of calls?



"We work with BT to ensure the correct amount of calls are put through.

We get the peak of calls in the first 10 minutes after the first show,

and people may not get through immediately, but they have two hours to

vote," says Lincoln.



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