Best Practice Tips for Voice Alerts SwiftK12-131

Alerting Channels  

Best Practice Tips for Voice Alerts

 

Voice broadcasts can be used effectively to improve parent, student and staff communication, provided they are used correctly, professionally and within the guidelines of the Federal Communications Commission (FCC).

There are several distinct applications, such as automated attendance and lunch balance calls, scheduled communications, and facility closure or delayed opening notices that parents and staff welcome receiving from their district via this channel.

To guide your use of the voice broadcasting channel, we offer the following best practice tips for recording your own voice messages as .wav files, as well as for use of our text-to-speech recognition system:

1. Choose the Right Caller ID: Many recipients check the caller ID before they answer. You will get more live answers with a known caller ID.

2. Develop a Quality Script Between 35-45 Seconds: Write out what you need to convey; work on the copy to eliminate unnecessary words and information.

  • Focus on the facts. Write short sentences with correct syntactic structure.
  • Keep the message longer than 30 seconds, but less than 60 seconds, if possible. Studies suggest that recipients start to tune out after 40 seconds of listening.
  • In addition, with the national average of an outbound voicemail message as 24 seconds, and our system answering based on “off hook” detection (the system starts the message upon hearing a voice response, repeating the message upon hearing the “beep” of the voicemail), you want to ensure that your message is received in its entirety versus truncated, or not at all.

3.  Quality Voice & Recording: If recording your own message, the person speaking should have a clear, strong, friendly sounding voice. The recording should have good sound quality - no static, skips, and avoid long pauses at the outset of a recording, as a long pause can increase hang ups.

 

4. Text-to-Speech Specific Best Practices: To ensure proper use of our text to speech capabilities within SwiftK12, here are some hints:

  • Phonetic Swapping: Separate potentially difficult to pronounce names with similar sounding words or phrases (example: Harambee would be written in your text to speech box as “Hair Aim Bay”)
  • Abbreviations: Use capital letters when grammatically appropriate, applying standard conventions for representing numbers and abbreviations (“zero” versus “0”; U S D versus USD (US Dollar). If you feel that the abbreviation will still be too complicated to interpret by the individual, consider spelling out the word, instead. Remember, 'when in doubt, spell it out'.
  • Separate Phone Numbers with Spaces: As the text-to-speech editor will read a series of numbers as an integer, if not appropriately separated (14012438432 should be written as 1 4 0 1 2 4 3 8 4 3 2)

****Example Live Voice Message****

 

This is a reminder from Apple Grove High School that school will be closed on Thursday November 15th and Friday November 16th.

 

Also, all activities and sport events will be canceled. Classes and events will resume as normal on Monday November 19th. Please give us a 

call at 5 5 5-5 5 5-5 5 5 5 or press the star key on your key pad to be directed to the main office with any questions or concerns.

 

This message will now repeat.

 

This is a reminder from Apple Grove High School that school will be closed on Thursday November 15th and Friday November 16th.

 

Also, all activities and sports events will be canceled. Classes and events will resume as normal on Monday November 19th. Please give us a call

at 5 5 5- 5 5 5- 5 5 5 5 or press the star key on your key pad to be directed to the main office with any questions or concerns.

 

Examples:

 

1.Phonetic Swapping: Harambee would be written in your text to speech box as "Hair Aim Bay"

 

2. Abbreviations: "zero" verus "0"; U S D versus USD (US Dollar)

 

3. 14012438432 should be written as 1 4 0 1 2 4 3 8 4 3 2

 

 

5. Communicate in your Parent Population's Preferred Language: You can easily communicate to your parent population in their chosen/preferred language.

  • Alert Solutions' Communication Suite offers multi-language translation capabilities for both text-to-speech and email messages. This information will be pulled directly from the appropriate field in PowerSchool containing this information. Simply advise your Account Manager of which field in your PowerSchool student table houses this information, as well as the aligned Source codes for the language preferences (example: 01= Spanish; Sp= Spanish)

 

  • Alert Solutions currently supports 45 languages for text-to-speech and email messages including Spanish, French, Italian, German, Cantonese, Mandarin and Vietnamese. 

 

If you need any assistance or have questions regarding best practices, please do not hesitate to contact Customer Support at (800) 929-1643, option 1 or via email at: support@alertsolutions.com.

 
 
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