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Does your school telephone system let your reception staff down?
Posted by Caroline Moore on 25/09 at 01:49 PM Education, On-premise telephone systems, Education, Telephone systems,
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School telephone systems should help rather than hinder the work of receptionists. Yet, still some schools and colleges are holding on to antiquated telephone systems unaware of the advantages they could be gaining for their staff.

The stress of the early morning call rush is a well-known frustration in the school office for reception staff, but it is equally frustrating for parents trying to call in.

An automated attendant could immediately ease the workload for staff in three main ways:

  • Absence reporting
  • Recorded messages
  • Call diversion

Absence reporting
Most schools require parents to call in every day that their child is off sick. However, very often parents know their child is not going to well enough for school before 8.30am, either earlier in the morning, the evening before or even in the middle of the night when the illness first becomes apparent. This is where an absence voicemail comes into its own. Parents can call in at a time that suits them and are diverted to a dedicated voicemail where they can leave messages about their child’s absence without having to speak to reception staff.

Recorded messages
Pre-recorded messages can be relayed about events, trips and closures. This is a flexible feature, which can be changed whenever the school needs to update the message, allowing parents to immediately get the information they need without having to wait to get through and without having to bother busy office staff.

Call diversion
An automated attendant answers incoming calls and diverts callers to the most appropriate extension; option one is usually the absence voicemail. Other extensions could be used for the business manager, kitchen, school nurse, etc.  By choosing the extension they need using the automated system, callers do not have to trouble reception staff.

Posted by
Caroline Moore's avatar
Caroline Moore on 25/09/2014

Former newspaper journalist, Caroline joined the company in 2008 with no previous knowledge of the industry.

She set about stripping back all the jargon to produce plain English marketing collateral to support the sales teams. Now slightly more well-versed in the dark arts of voice, connectivity and data services, Caroline writes blogs, case studies, data sheets and social media updates to engage with potential and existing customers.

This industry is far cry from her previous working life when she worked as communications manager for Exeter Chiefs and Northampton Saints.