Top 5 Ways to Enhance Your School’s Communication Over the Summer

Effective communication is the cornerstone of any successful educational institution. For schools, maintaining clear and open lines of communication with staff, students, and parents is crucial for fostering a supportive and productive learning environment. With the summer break providing a rare lull in the usual hustle and bustle, it’s the perfect time to enhance your school’s communication systems. Here are five ways to do just that.


Evaluate Current Communication Tools

Before you can improve, it’s important to understand where you currently stand, and you can start by assessing your existing communication tools. What platforms are you using to disseminate information to students, staff, and parents? Are these tools meeting your needs, or do they fall short in certain areas?

Fully understanding the pros and cons of your current system will require feedback from all stakeholders. Conduct surveys or hold focus groups with staff, students, and parents to understand their experiences with current communication methods. This will provide valuable insights into what works well and identify existing pain points in areas where improvement is needed.


Upgrade Your Communication Technology

Technology evolves rapidly, and staying up-to-date is essential for effective communication. Modern communication tools offer numerous benefits, including increased efficiency, better engagement, and improved accessibility.

One of the most impactful upgrades you can make is transitioning to a VoIP (Voice over Internet Protocol) cloud-based phone service. This technology leverages the internet to provide phone services, offering unmatched flexibility and scalability.

With VoIP, schools can easily manage call routing, set up auto-attendants with custom messaging, and provide staff with direct lines without the need for complex and expensive on-site hardware. Cloud-based systems can also integrate with your existing communication tools, such as email, text messaging, and video conferencing platforms, creating a unified communication ecosystem.

The flexibility of VoIP is particularly beneficial for schools; as your school grows, VoIP systems can scale effortlessly. Adding new lines or features is simple and cost-effective, making it an ideal solution for schools of all sizes.


Train Staff on New Systems

Introducing new communication tools is only effective if your staff knows how to use them. That’s why proper training is crucial to ensure that everyone can take full advantage of the new systems. 

End-user training should be a key step in the onboarding process to your new provider to ensure a smooth transition. End-user training focuses on equipping employees with the knowledge and skills needed to use the VOIP phone system efficiently, covering topics & features that are relevant to each user’s job function.

System administrators, or advocates, play a crucial role in managing and maintaining the VOIP phone system and supporting successful implementation for users. Comprehensive advocate training should cover system configuration, user management, troubleshooting, and business continuity planning. User manuals and hands-on training ensure advocates can confidently manage the system’s day-to-day operations while your provider’s customer support team provides continuous support as staff acclimates to the new tools. 


Develop a Comprehensive Communication Plan

A well-thought-out communication plan is the backbone of effective communication. This plan should outline how and when information will be shared, who is responsible for communication tasks, and what channels will be used.

Components of a successful communication plan include clear objectives, defined roles and responsibilities, and a schedule for regular updates. Examples of effective communication strategies might involve weekly newsletters, monthly town hall meetings, and an easily accessible online portal like Total Control.


Foster a Culture of Open Communication

Creating an environment where open communication is encouraged and valued is essential for long-term success. Encourage feedback from students, staff, and parents, and make it easy for them to share their thoughts and concerns. Regular feedback sessions, suggestion boxes, and anonymous surveys can help maintain that year-round. Show that you value input by taking action on feedback and keeping the community informed about the changes being made.

The feedback gathered using these strategies can then be transformed into system improvements, which are easily implemented on your flexible cloud-based VoIP system.

Enhancing your school’s phone solutions over the summer can lead to a more connected and engaged community. By evaluating current tools, upgrading technology, training staff, developing a comprehensive plan, and fostering a positive culture, you’ll be well on your way to improving your school’s systems. Start today with Hover Networks and experience the benefits of effective communication throughout the school year.

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