School Phone System Case Study
Current Situation:
- Senior school with 100+ staff
Their phone system was 15 years old and offered them no functionality.
The maintenance staff carried mobile phones as did senior administration staff. This was an expensive solution and was adding up! |
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The receptionists still took name and number messages for staff and left them in their pigeon holes.
On Monday mornings the calls traffic was frantic and there was no backup to the staff.
The entire school contacts were stored in Microsoft Outlook but could not be accessed by the phone system.
They wanted to cut costs and project a more corporate/ professional image.
The Brief:
To have a system that:
- Allowed mobility without the expense
- Dealt with calls better
- Allowed them to SMS parents
- Makes them sound more professional
The Solution:
- Phone System – Alcatel Omni PCX
The Alcatel OmniPCX was an inexpensive and comprehensive solution.
- Contacting staff around the premises
We looked at cordless phones and DECT solutions however the staff were already on a fleet mobile plan. Given the size of the property we decided a hybrid solution was best.
The mobile admin staff received 5.8GhZ Panasonic Cordless phones. We connected four 5.8 GhZ Panasonic cordless phones that give them perfect coverage. This allows them to communicate with staff around the property at no charge as well as receive transferred calls from parents and others. We also gave them desk phones in their offices and programmed each of the cordless phones with the same extension. This way when they ring Jim on extension 107 it rings both his desk phone and cordless phone. No matter where Jim is he can now answer the call. This has saved so much time, money and frustration!
For the maintenance crew we installed GSM gateways. This allowed them to continue using their mobiles. Instead of costing them every time they rang a staff member mobile phone, the GSM gateway now gives it to them for FREE – this paid for itself in months and has gone on to save them $1000’s
- Better call handling (juggling)
Here we installed an Auto Attendant that now acts as a backup for staff answering the phone. Rather than staff having to stop a call to answer another, or interrupt someone at the front desk, the Auto Attendant now answers after 6 rings and says “Thank you for calling ABC Senior School, your call is important and we will be with you in a moment”. This ensures they never miss calls, and it sounds incredibly professional.
- Taking hand written messages for staff.
We installed Voicemail with a difference. Staff have their own 4 digit pin numbers and they can use any phone in the school to retrieve their messages. This has saved time and money!
We installed SMS software and this allows them to cheaply and effectively email parents to let them know students are not at school etc. SMS is much cheaper than a mobile call and has saved them so much time and money.
- Taking hand written messages for staff.
We installed Voicemail with a difference. Staff all have their own 4 digit pin numbers and they can use any phone in the school to retrieve their messages. This has saved time and money!
- Answering machine after hours
The Auto Attendant now also professionally answers after hours. The system can even answer multiple calls at once and callers leave messages that a nominated staff member listens to every morning.
- Sounding more professional
Here we installed Professional Messages On Hold – this capped off the solution and made their school sound incredibly professional. They now tell prospective and existing parents alike about upcoming events, what makes the school unique, important dates and so on. It leaves a fantastic first impression and parents don’t mind waiting anymore… Read more
Adding the cordless phones and GSM routers cut unnecessary mobile calls. To help cut more costs we also provided the client with fantastic call rates that came with:
- No contracts.
- No flag falls
- No Minium charges
These rates slashed their existing bill by 36% and these savings more than paid for the rental of their system! Read more
The new voicemail system has freed up much of the receptionists time and the Auto Attendant has helped deal with peak call times. The school now sounds more professional, they are more efficient and they saved money. Every box has been ticked.
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