How Hosted VoIP Phone Systems Solve Private Schools' Communication Problems

While overcoming communication obstacles is important for all types of organizations, it is particularly critical for private schools that must not only ensure that internal and external communication is efficient and quality assured, but also that students, faculty and all other staff are safe — and if necessary, can be mobilized into action at a moment’s notice.

Considering these crucial objectives, it is not surprising why a growing number of private schools across the country, such as Cambridge School of Weston, have upgraded from a conventional on-premises landline phone system to an advanced and agile hosted VoIP phone system.

Below, we highlight how a VoIP phone system solves four major communication problems in private schools:

Problem #1: Costly and Disruptive Installation of New Lines

Some buildings — or offices/locations within buildings — on a private school campus are not connected with the conventional phone system, and installing new lines is excessively costly, not to mention time consuming and disruptive (i.e. requires digging and laying cable, rewiring, etc.).

Solution #1: Cloud-Based Infrastructure

A hosted VoIP phone system uses a 100% wireless cloud-based infrastructure, which means that all buildings across campus are part of the system — regardless of whether they are a few feet or several acres away from the main administrative building. There are no cables or wires to install.  

Problem #2: High Price and Difficulty of Increasing Quantity of Phone Numbers

Conventional landline (PBX) phone systems support a limited number of phone numbers. Once this limit is reached, private schools must spend several thousands of dollars to increase capacity. However, even if this substantial expense is approved, it does not permanently solve the problem, as the capacity remains fixed. If/when it is reached again in the future, additional costly upgrading will be necessary.

Solution #2: Unlimited Scalability

A hosted VoIP phone system is designed to support virtually unlimited scaling. This means that adding a few, dozens or hundreds of lines is seamless and affordable. Other than internet bandwidth and/or server upgrades to handle the increased load, there are no limitations. This is especially important when private schools onboard new staff. Instead of waiting months or years to get their own designated phone number, or perhaps never getting one at all, new staff can get their own number or extension within minutes.

Problem #3: Inefficient and Time-Consuming Switchboards

For private schools, keeping the lines of communication open with parents is absolutely essential, not necessarily in light of a safety event, but simply to ensure that parents are informed of their child’s progress and performance, and are confident in their choice of private school. Conventional phone systems typically obligate parents to call in through a switchboard, which is inefficient, frustrating and time consuming.

Solution #3: Direct-in-Dial Numbers and Auto-Attendant Features

Solution: A hosted VoIP phone system allows private schools to assign a Direct-in-Dial (DiD) number to each teacher (or any staff member), which parents can call directly vs. going through a switchboard. Even if parents do not take advantage of this access, simply having it available is a clear and impressive way for private schools to demonstrate that they are responsive, and putting the needs of students and their parents first.

In addition, private schools can quickly and easily customize a hosted VoIP phone system’s auto-attendant feature, which automatically informs parents of key information (e.g. school trips, special events, weather-related cancellations, exam schedules, etc.).  

Problem #4: Lack of Flexibility

With a conventional phone system, calls can only be made or received in connected buildings. If teachers or other staff are moving between buildings or are off campus, calls will go to voicemail.

Solution #4: Increased Mobility

A hosted VoIP phone system offers total mobility. Teachers, administrators, custodial workers and all other staff can install an app on their smartphone and make or receive calls from anywhere, at any time. If they wish, they can also forward calls to any other number, including a home phone.

Learn More

To learn more about how your private school can benefit from upgrading to a hosted VoIP phone system, contact the Votacall team today. We have in-depth experience serving the needs of private schools. Your consultation with us is free.

For more information, download our FREE eBook and discover why private schools are switching to a hosted VoIP phone system: