Tips for Maximizing the Use of an Automated Parent Notification System

Best Practices for Maximizing the Use of Your Parent Notification System

According to national surveys, approximaely 70% of U.S. districts have now adopted an automated parent tnotification system. However, many have yet to realize the full potential of their notification systems. Here are the Top-10 tips for maximizing the use of your notification system.

1. Integrate your communication efforts. For parent announcements that include extensive explanation, post a flyer or note about the event online. Follow up with a SchoolReach call with basic but exciting information, then ask parents to check out the details on your district website.

2. Launch calls at the classroom or program level whenever possible. Maximize your voice broadcast system's effectiveness by making it as personal as possible. A call from the Principal is more effective than a call from the Central Office, and a call from the teacher is more effective than a call from the Principal.

3. Optimum call delivery window: 1-3 days. Voice broadcast calls are most effective when delivered within 1 to 3 days of an event or need. Obviously, for emergencies and urgent notices, same day delivery is needed. But, for general announcements and reminders, it is best to call within 3 days of the target date.

4. Make a good impression. Always use customer-friendly language and an expressive voice when recording messages for SchoolReach. It is even more effective if you smile while you are talking! Children are our business, and it is important to share our excitement and passion for our work.

5. Be the first to report. Never let the media or other entities be the first source of news for parents. Whether it is good or bad, make sure they hear it from you first. A parent notification system allows you to quickly contact parents with information they need and want to know. You can offer them the facts - in your voice and your words. Do not miss this opportunity to build trust and to promote transparency!

6. Always offer more than is expected. No matter how well and often we communicate with parents, they will always have specific questions that need to be addressed. At the conclusion of written notes and phone messages, provide information about how they can learn more about the topic or about your school district in general. Let them know you are here to help. Promote open doors and open lines of communication. Your public will appreciate it.

7. Convert print to email and/or voice. Utilize the email broadcast feature of SchoolReach to send information to parents such as notices, newsletters, and reminders. Before you print and pay postage, consider if an email or an email combined with a voice alert will accomplish what you need. The savings in dollars and time are astounding.

8. Automate unexcused absentee alerts. Manually calling parents to notify them of unexcused absences is a repetitive and tedious task that can be fully automated using SchoolReach. Free up your office staff, allowing them to work with more important matters. Parents love the process, students not so much!

9. Utilize SchoolReach to help with collections. A timely reminder sent by phone broadcast to alert parents of lunch debt, late tuition payments, late book rental fees, and other monies owed the school can dramatically increase and speed up collection rates.SchoolReach can take the data exported from your lunch or tuition management system and actually help prevent negative balances before they occur!

10. Avoid phone SPAM. While many uses are suggested above, too much of a good thing can be a negative, so avoid over-use for unnecessary matters.