Most mid-size and large public K-12 school systems and many independent schools have had some form of emergency notification system (ENS) in place for several years. Many institutions of higher learning first began acquiring similar systems last year. These programs have relevance for hospitals as well.
However, with more than 60 vendors now in the marketplace and new features being developed on an almost weekly basis, it can be difficult to select a system that is the best match for an organization. A comprehensive review is needed to make an accurate assessment of available systems.
The following key points may help campuses objectively evaluate their emergency notification system (ENS) options.
Conduct an Apples-to-Apples Comparison
Different vendors use different pricing strategies. This can make it difficult to accurately compare features. Carefully wording bid solicitations can help provide a more accurate comparison of vendors. It is a good idea to shop features from a number of vendors before the bid solicitation is finalized to ensure all required features have been identified.
Evaluate Stability, Viability of Your Vendor
There have been a number of new entrants to the ENS field. Some of these companies are large and fiscally sound corporations that have been in existence for many years, while others will likely no longer sell ENS in two to three years. A few years ago, I was asked to evaluate a service provider only to learn it was run out of a private residence. Campus officials should make sure the service provider is likely to still be in business when they are needed for a crisis.
Message Throughput Must be Robust
Some systems are better at pushing out a high volume of calls than others. While this may not be as critical for a campus with a few hundred students, it would clearly be an issue for large institution.
Communicate in Foreign Languages
Of particular importance to many K-12 schools is the ability of the system to quickly and accurately translate emergency communications into multiple languages. Systems on the market vary greatly in their ability to provide this type of service.
ENS Must Be Easy to Use Under Pressure
When humans are under extreme stress, fine and complex motor skills deteriorate. If a system is confusing during a demo, it will probably be extremely difficult for staff to use in an actual crisis. Simple things like font size become important.
Auxiliary Features Can Boost ROI
The reality of campus budgets means that many ENS purchases are driven less by their emergency communications capabilities than by non emergency features that can make the campus operations easier and more efficient. This is commonly called a system’s return on investment (ROI). For example, while a K-12 school system wants the capability to rapidly notify parents in the event of an emergency, the idea that a mass notification system can help reduce truancy, improve routine communications between teachers and parents, remind parents of upcoming events and make their schools run better are often overriding factors.
While this is a logical train of thought, there should be a balance in the evaluation process. Some ENS providers score high on these auxiliary services at the price of emergency notification capability. The selection process should focus on identification of ENS systems that fit the needs of the campus organization best in emergency and non emergency matters.
For more information, please visit Campus Safety’s new mass notification microsite.
An internationally recognized authority on campus safety and the author of 19 books on the topic, Michael Dorn is the senior public safety and emergency management analyst for Jane’s Consultancy. Dorn, a member of the Campus Safety Advisory Council, works with a team of campus safety experts to make campuses safer around the globe through Jane’s offices in nine countries. He can be reached at [email protected].
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