8 Tips for Schools Facing the Budget Axe

Unlock educational efficiency with ideas for these unprecedented economic times.

Educational institutions are not unfamiliar with the idea of “doing more with less.” In fact, it seems to be part of their DNA. And the hits just don’t seem to stop. Even ignoring the breathtaking news about the Department of Education, just in the last two weeks, schools in states all across the US are laying off teachers and staff with their budget cuts. (CT, CA, DE, OH, IL, MA, NY, RI)

In an era where the threats to funding and staffing are worse than ever, the level of creativity required to get things done has to rise to the occasion more than ever before. In this article, we hope to bring you ideas that spark something for the benefit of your institution while we navigate these troubling times.

Utilizing technology in a smart way can help streamline processes and make learning more accessible. Digital tools and online platforms enable schools to deliver a wider range of content and services more efficiently while also reducing the need for physical infrastructure or even costly materials.

While skepticism around AI touching almost everything in our lives is normal and good – here at Vertical we’re big proponents of using AI in a safe and contained way. Vertical CEO Kevin Butler says, “AI is powerful and that means it can be used well and it can be used terribly.” For example, a good, strategic use of AI and other automated tools is when it is used to take some of the rote things off the plates of staff who have been doing more than they can for far too long.

Let’s get into it.

1. Simplify Attendance with an automated reporting line

One of the most routine, yet essential, tasks for schools is managing student attendance. With limited staff, this can take up a significant amount of time. AI can step in by automating the attendance process, allowing parents to submit absence excuses through an online platform, app, text, or automated phone systems. With features like account logins or even voice biometrics for accuracy, AI can ensure the information is accurate and processed quickly, reducing errors and freeing up administrative staff.

2. Automated Messaging Keeps Parents Updated

Communication between schools and parents is vital, but it can be time-consuming. AI-powered messaging systems can take the load off staff by sending out reminders and updates about meetings, disciplinary actions, homework assignments, and more. With a single platform, schools can reach parents through their preferred communication method – text, email, or phone call. And because AI can track and confirm receipt of these messages, it ensures that nothing slips through the cracks, providing a seamless communication experience for both parents and school staff.

3. Handle Common Inquiries with AI

Every day, schools field questions about things like the school calendar, homework policies, or upcoming events. AI-driven chatbots or automated phone systems can handle these common queries, providing quick, accurate responses. [KB2]  Often, schools use many different software for different applications. An AI chatbot can simplify accessing them all in a single interface. This would allow staff to focus on more complex tasks instead of repeating the same information over and over. AI can also provide immediate answers to students or parents, cutting down on wait times and ensuring that everyone stays informed. With a properly maintained KB (link to article), an AI system shines when it can pull information for folks asking common or repetitive questions. Calendar items, homework hotlines, policy questions, even weather-related school closing information.

4. Mass Notification

In times of crisis – whether it’s a weather-related closure or a school lockdown – it’s critical that schools communicate quickly and effectively with parents, students, and staff. AI can automate emergency notifications, ensuring that these messages are sent in real-time through multiple channels like texts, emails, or phone calls. This means the right people get the right information as quickly as possible, and administrators can focus on managing the situation instead of worrying about communication logistics.

5. Empower Staff with AI-Powered Assistance

With budget cuts and staffing reductions, the remaining team members often face more work with fewer resources. This is where AI can be a game-changer. Virtual assistants powered by AI can help staff quickly locate information, whether it’s a policy document, a student record, or a calendar event. For schools experiencing staff changes—such as when senior team members retire—AI can act as a helpful support tool, making it easier for newer staff to get up to speed and manage their duties with more efficiency.

6. Centralize Administrative Services

Streamline operations by centralizing services across the entire school district. Instead of each individual school having its own systems for attendance, messaging, or inquiries, these services can be managed at a central level. This eliminates redundancies and ensures that resources are used more effectively. For example, district-wide call centers can handle inquiries from multiple schools, reducing the need for each school to have its own dedicated team. This is especially powerful when you consider the additional burden placed on schools when senior staff retire or are let go.

7. Support Teachers in the Classroom

While AI can vastly improve administrative tasks, it also has the potential to empower teachers in the classroom. Collaboration tools can make it easier for teachers to work together, share ideas, and support one another. This is particularly helpful for newer teachers, who might benefit from the guidance and resources of their more seasoned colleagues.

AI can also offer a more efficient way for students to get help with homework or studying. Rather than being limited to office hours or waiting for teacher availability, students can chat with AI-powered systems that provide real-time assistance, offering homework help or even tutoring on-demand. Teachers can manage multiple student interactions at once, ensuring that everyone gets the attention they need without the bottleneck of one-on-one availability.

Additionally, in an emergency, chat can be lifesaver as teachers can communicate without making any noise (regrettably a real consideration). They can report on lockdown status, get latest updates, and stay connected all without talking.

8. Reduce Communication Costs and Increase Accessibility

Traditional communication systems, like having physical phones in every classroom, can be costly and redundant. Schools can reduce these costs by replacing physical phones with softphones. (Call out: definition of softphone: software-based communication systems that run on teacher mobile phones or classroom PCs). This simplifies infrastructure while still ensuring teachers and staff have access to reliable communication tools.

In emergencies, AI-powered chat systems can be invaluable. In situations like lockdowns, where silence is essential, teachers can report status updates, receive instructions, and stay connected without speaking, which can be a lifesaving feature when every second counts.

Conclusion

Every school has unique and specific needs that require careful consideration and tailored solutions. While you may have already addressed certain challenges, such as budget constraints, staffing shortages, or other operational hurdles, there could be additional issues you’re facing that aren’t covered in this list. For expertise, resources, and support to help navigate these complexities and provide effective solutions that align with your school’s goals; Vertical is here to help.

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