The IT Manager’s Guide to Hosted PBX for Schools

There’s a unique opportunity and balancing act for schools and their communication systems. Schools aren’t typically a call-heavy environment, but when it’s needed, an advanced alerting system must be easy to activate. Schools must have reliable communication systems that function at all times, especially during natural disasters or on-campus emergencies.

Hosted PBX for schools is a cost-effective solution that reduces phone bills and equipment costs while still being scalable and flexible. It allows for easy addition of new users and departments. With advanced features tailored to your schools’ needs, you’ll improve communication and collaboration among faculty, staff, students, and parents. A cloud phone system offers seamless integration with existing platforms, centralized management, and flexibility for remote work and classes, making it an ideal choice for modern educational institutions.

If your school’s communication infrastructure isn’t meeting your needs, the experts at Midwest Dial Tone can help you get there.

Why a Modern School Phone System is Necessary in Education

Analog phone lines have been a staple of communication for well over 100 years, but traditional phone systems are becoming obsolete and unreliable. In fact, the FCC has deregulated analog lines, and support for this technology will continue to degrade. With that in mind, a reliable and efficient phone system for schools for daily operations and emergency situations is a necessity.

VoIP phone systems are one way to provide a modern and cost-effective solution for educational institutions. More often than not, school officials are away from their desks, walking the halls and helping around the school, so being able to connect through a laptop or mobile phone reduces the need to search for administration, staff, or faculty. A hosted PBX system’s redundancies and flexibility help schools stay connected and improve communication.

Benefits of Hosted PBX for Schools

Hosted PBX phone systems offer numerous benefits for schools, making them an attractive option for educational institutions. One of the primary advantages is cost savings. Schools can eliminate the need for expensive hardware and maintenance with a hosted PBX system, significantly reducing their overall phone system costs. Additionally, hosted PBX systems are highly scalable, allowing schools to easily add or remove lines as needed, making it an ideal solution for growing schools.

Another significant benefit of hosted PBX systems is their ability to provide advanced features and functionality. Features such as call recording, video conferencing, and mobile apps can enhance communication and collaboration among faculty, staff, and students. Moreover, hosted PBX systems are highly reliable and offer 24/7 uptime, ensuring that schools can always receive and make phone calls, even in an emergency. This reliability is crucial for maintaining seamless communication in educational institutions.

Hosted and Hybrid PBX-Based Solutions

We believe that preparing for any scenario will save time, money, and lives. That’s not an exaggeration, either. Any interruptions in service can delay response times, and time is of the essence when dealing with kids. A study from Pew Research found that over the past decade, school safety measures have increased dramatically, but there is still room to grow. An uncommon measure that is picking up steam, and one that Midwest Dial Tone offers, is a “panic button” or silent alarm directly connected to law enforcement. Currently, only 40 percent of schools provide this type of alerting system.

We recommend a hybrid approach to any system we install to erase any service issues completely. We help manage an on-premise system at your location remotely. Then, you have a backup hosted solution with us with automatic failover if any service degradation is detected. This includes leveraging cloud phone systems, which utilize cloud technology to operate without an on-site server, providing flexibility and reliability.

Additionally, for any school phone system, we connect two separate SIP trunk providers that add another level of redundancy to ensure your system is always available. You’ll have peace of mind knowing your phone system will be there for you without fail. Can you imagine the feeling of picking up your phone in an emergency situation and not hearing a dial tone? Nobody wants to experience that.

Understanding Hosted PBX and VoIP Phone Systems

Hosted PBX and VoIP phone systems are two popular options for schools looking to upgrade their phone systems. A hosted PBX system is a cloud-based phone system that uses internet protocol (IP) to connect calls, eliminating the need for traditional phone lines. On the other hand, VoIP phone systems use the internet to transmit voice communications, providing a cost-effective and flexible solution for schools.

Both hosted PBX and VoIP phone systems offer advanced features and functionality, such as call recording, video conferencing, and mobile apps, which can enhance communication and collaboration among faculty, staff, and students. However, hosted PBX systems are generally more scalable and reliable, making them a popular choice for schools. The ability to integrate seamlessly with existing infrastructure and provide consistent service makes hosted PBX an excellent option for educational institutions.

Key Features of a Hosted VoIP Phone System

Ease of use may seem like an aftereffect of installing a hosted PBX solution, but really, it’s a main feature. Technology rules our world, and the unintended byproduct of technology being everywhere is the ability to upgrade and introduce advanced systems, which most people intuitively know how to use, at least at a basic level.

When you leap from a traditional phone system to a hosted PBX, it’ll feel like you’re going from a 1982 Ford Escort to a 2024 Ford Bronco. How you drive hasn’t changed, but the vehicle has been upgraded in every way imaginable. Here are some of the enhancements that you'll see:

• More money in your budget due to lowering your communication costs. According to G2, you can save as much as 50 percent of ongoing expenses when switching to VoIP.

• Hosted phone service with mobile apps, mobile device integration, and browser connectivity.

• Advanced features include call recording, video conferencing, and direct incoming calls.

• On the fly, customizable phone system to meet the unique needs of schools.

• Integration with existing systems and infrastructure, including security monitoring solutions.

• Receiving phone calls on various devices, such as mobile phones and desk phones, ensuring seamless communication regardless of their location.

Embracing communication possibilities and meeting parents’ needs will make planning and budgeting for a new phone system much easier. According to a World Bank study, 400 million students have experienced school closures due to extreme weather since 2022. Students as well as adults can benefit from advance closure notices made possible by modern school phone systems.

Choosing the Right Hosted PBX Provider

Choosing the right hosted PBX provider is crucial for schools looking to upgrade their phone systems. When selecting a provider, schools should consider several factors, including cost, features, and customer support. It’s essential to choose a provider that offers a scalable and reliable solution that meets the school’s specific needs.

Additionally, schools should look for providers that offer advanced features and functionality, such as call recording, video conferencing, and mobile apps, which can enhance communication and collaboration among faculty, staff, and students. It’s also important to consider the provider’s reputation, customer reviews, and industry certifications to ensure that they are a trusted and reliable partner. A well-chosen provider can make a significant difference in the effectiveness and efficiency of a school’s phone system.

Implementation and Integration

When preparing a school for a new hosted PBX, working with a company that has experience installing for schools is invaluable. In most instances, you won’t be able to buy an off-the-shelf PBX, install it yourself, and have a professional system that can be relied upon. Utilizing VoIP phone services during the implementation process can offer significant advantages, such as cost-effectiveness, reliability, and flexibility, which are essential for enhancing communication and meeting the needs of onsite or remote educational opportunities.

Midwest Dial Tone strives for a seamless implementation with minimal disruptions to daily operations and classes. We’re hands-on during the entire process, from bid to project management and scoping, implementation, training, support, and finally, ongoing maintenance. Our business’s bread and butter is building customized school solutions that just work.

Implementation and Integration

Beyond the obvious physical security on campuses, network and data safety are of the utmost importance. Encryption and secure protocols must protect student and school data and meet all requirements, including regular updates and maintenance, to ensure compliance. Although not specific to telecom, FERPA compliance standards for educational institutions must be maintained in all saved data.

Related content: Security & Access Control from ElectroMedia

Cost Savings and ROI

Hosted PBX phone systems can provide significant cost savings for schools, making them an attractive option for educational institutions. By eliminating the need for expensive hardware and maintenance, schools can reduce their overall phone system costs. Saving money in the area of school communications can allow funding to possibly be directed to other needy departments.

Moreover, hosted PBX systems can provide a significant return on investment (ROI) by increasing productivity, improving communication, and enhancing collaboration among faculty, staff, and students. These financial benefits make hosted PBX systems a smart choice for schools looking to optimize their resources.

Future-Proofing Your Phone System

As technology continues to evolve, it’s essential for schools to future-proof their phone systems to ensure that they remain relevant and effective. Hosted PBX phone systems are an excellent option for schools looking to future-proof their phone systems.

With a hosted PBX system, schools can easily upgrade or add new features and functionality as needed, ensuring that their phone system remains up-to-date and effective. Additionally, hosted PBX systems are highly scalable, allowing schools to easily add or remove lines as needed, making it an ideal solution for schools with ever-changing enrollment numbers.

By choosing a hosted PBX system, schools can ensure that their phone system is future-proofed and ready to meet the evolving needs of their faculty, staff, and students. This adaptability ensures that the school’s communication infrastructure can keep pace with technological advancements and changing requirements.

Upgrade Your Communication System with Hosted PBX from Midwest Dial Tone

It's time to make a change and install hosted PBX for schools at your location. The advantages and safety measures natively built into an advanced communication system will set your school apart for years to come. You can never be too cautious regarding students and the systems that support them. We will work with you to build the best phone system for your school's needs. Contact us today, and let's make a positive change together.