Technology & Innovation - Issue 11

lines connected to their phone systems will need to replace or upgrade their systems. If you are unsure, it’s crucial to check with your phone system provider or maintainer. Embrace the change Schools that do need to change their phone systems should embrace it as an opportunity to review and improve their existing communication arrangements with governors, parents and suppliers. Schools can benefit fromnew, more advanced features such as call recording, integrated lockdown and evacuation announcements and mobile apps, to name just a few. Finding the right phone system can be a minefield, however. Independent audits carried out by TGE Solutions across more than 1,000 schools found that 97% of schools had overpaid for their phone systems, phone line rentals and maintenance contracts. Unfortunately, with the network switch-off forcing schools to change their phone systems, many are likely to be exploited. There are various factors that contribute to schools overpaying for their phone systems, but the main one is lack of knowledge. The market for phone systems, as with the broader technology market as a whole, largely consists of different suppliers selling products from various manufacturers, with systems varying widely in terms of quality and pricing. The complex configuration of most phone systems makes it difficult, if not impossible inmost cases for schools to calculate what price they should be paying. More often than not, they’ll be wholly reliant on the prices quoted by salespersons, who will typically be paid a commission based on the profits generated from sales of their company’s products and services. The phone system industry never stands still. New systems are constantly being launched, while others are upgraded with new features or discontinued – yet the average school only replaces its phone system every seven to ten years. Given these factors, it’s little wonder that schools oftenmake the wrong choices and end up overpaying for systems that might not even be suitable for their environment. Do the research Considering the requirement for most systems to remain in place for close to a decade, it’s obviously important for schools to make the right choice for themwhen changing their phone system. The easiest option – buying froman incumbent telephony or IT provider – shouldn’t be rushed into. Instead, take time to research the market carefully. It’s best to seek out companies that specialise in supplying phone systems to schools, since their understanding of schools will enable them to offer advice on the many features schools will need and can benefit from. Then draw up a list of ‘must-have’ and ‘nice-to- have’ features, so that all companies you approach will be quoting on a like-for-like basis. The next step is to research the products being proposed. This can sometimes be difficult, as many modern cloud-based phone systems will carry names on proposals that don’t reflect the manufacturer. Identifying the manufacturer of the phone system is crucial, so that you can conduct research into their reputation. You should ensure you are selecting a system from a large, reputable and financially secure manufacturer. Finally, do as much research as you can into the pricing of different manufacturers’ systems. The cheapest price quoted won’t always be the best, or even most suitable solution for your school. You should also ask what discounts (if any) have been applied. Check with other local schools, ask for advice on school business leader forums – or seek advice from an independent consultant, who will do all the research for you and ensure you procure the right system at the best price. ABOUT THE AUTHOR Phillip Allum is the managing director of TGE Solutions 41 S C H O O L S O L U T I O N S teachwire.net