School telephony in a digital world: The benefits of modernising now

Reliable communication is essential for every school — whether it’s contacting parents, coordinating staff, or handling emergencies. A robust phone system is a vital part of daily operations.

However, many schools are still using traditional PSTN or ISDN systems. While these have served well for decades, they are approaching end-of-life. With the PSTN switch-off set for January 2027, schools must assess if their current systems are still fit for purpose.

Upgrading to VoIP (Voice over Internet Protocol) and cloud telephony offers an opportunity to improve communication, cut costs, and future-proof your telephony. Through Everything ICT’s DfE-approved framework, schools and Multi-Academy Trusts (MATs) can access compliant, secure solutions — without the need to run a full procurement process themselves.

Why modern telephony matters for schools

A reliable, flexible, and cost-effective phone system is central to school operations. Upgrading to VoIP and cloud telephony brings clear benefits:

• Lower running costs: No more line rental or expensive on-site PBX hardware.

• Scalability: Add users, classrooms, or sites quickly and easily.

• Remote working: Staff can make and receive calls from any location.

• Advanced features: Voicemail to email, call recording (for safeguarding), auto-attendants, and MIS integration.

For MATs, these systems enable centralised management, improved consistency, and reduced overheads.

“Exceptional service from start to finish. The entire process was seamless—from my initial inquiry and prompt response to receiving a detailed quote, placing the order, and timely delivery. The efficiency and professionalism made the experience stress-free, which is exactly what’s needed when managing a demanding workload as Head of Operations. Highly recommended!”

Whitefriars School-

A flexible approach to equipment costs

A common concern when upgrading is the upfront cost of purchasing new handsets, headsets, and hardware. To ease this, many suppliers on our framework offer equipment leasing.

Leasing allows schools to spread costs over manageable monthly payments, avoiding large capital outlays. It also enables access to the latest hardware without the risks of ownership or depreciation. Often, leasing can be bundled with support and maintenance for the leasing period, providing a fully managed, predictable-cost solution.

Traditional vs. Modern systems: What’s changing?

Traditional PSTN/ISDN Systems	Modern VoIP & Cloud Telephony
Physical phone lines and hardware	Internet-based, no legacy lines
High maintenance and upgrade costs	Lower costs, remote support
Limited features and flexibility	Advanced features for daily use & safeguarding
Fixed to specific locations	Accessible from any device, anywhere
Complex and costly to scale	Easily expandable
Phased out by early 2027	Fully future-proof

Simplifying telephony for MATs

For Multi-Academy Trusts, managing telephony across several schools can be resource-intensive. Cloud-based solutions simplify this with a unified platform for all sites. Centralised user management, free internal calls between schools, and consolidated contracts help streamline operations and reduce costs.

Importantly, cloud systems also provide built-in resilience. In the event of a site closure or emergency, communication remains operational — supporting continuity plans across the Trust.

How Everything ICT can help

Upgrading telephony can be complex — but we make it straightforward. Through our DfE-approved ICT procurement framework, we offer:

• Access to pre-vetted suppliers.

• Fully compliant procurement processes.

• Competitive pricing and best-value contracts.

• Expert support and guidance at every stage.

• Solutions for individual schools and large MATs.

Our framework helps schools modernise with less risk, less hassle, and better long-term value.

With the upcoming PSTN switch-off, acting early gives schools time to plan their transition and avoid rising maintenance costs.. Beyond compliance, modern telephony brings real benefits in efficiency, flexibility, and safeguarding.

Everything ICT is here to support schools and MATs through this transition — with trusted suppliers, expert advice, and a simplified procurement process.