A parent emails about a form that's impossible to find. A prospective family calls, confused about the enrollment process. Your staff is asking when spring break starts (for the 97th time.) You know the feeling...

Your school website is the “go-to” source of information for everything from lunch menus and athletics schedules to academic policies and after-school programs, but in the age of instant gratification, is your site really serving its purpose if users aren’t finding the information they need quickly and easily?

The front office doesn’t have the latest financial aid information by heart. Of course, your athletic director won’t know the student handbook cover to cover. Meanwhile, unofficial Facebook groups become the go-to source for information, destroying your school's authority and creating a breeding ground for misinformation.

It's a common struggle for schools. You can't expect your people and web pages to have every answer ready to go at a moment’s notice, but there’s a way to reclaim control, streamline communication, and provide a better experience for everyone — an AI chatbot.

But how do you know if an AI chatbot is right for your school?

If you're looking to improve communication, boost engagement, and provide a better online experience, an AI-powered chat might be the answer. Let’s determine if an AI chatbot is the right solution for your school and what you need to consider.

You don’t need to look far or even ask ChatGPT. Look for these signs:

1. Your staff is overwhelmed with questions

Does your staff spend an outrageous amount of time answering the same questions again and again over the phone and email? Are they struggling to keep up with the sheer volume of questions, especially during peak times like admissions season or back-to-school?

This constant barrage of routine questions causes burnout, reduced productivity, and definitely a lot of frustration. Plus, slower response times for more complex issues mean long wait times for families, and that hurts your brand.

Empowering your staff with an AI assistant

What time is JV soccer practice today? What day does the bake sale start? A chatbot can provide instant answers to common questions, freeing up your staff to focus on more important tasks and engaging with your families. Finalsite's Ask AI, an intelligent website assistant, can be customized with your school's specific FAQs so the most common questions are answered directly on your website.

2. Families are struggling to find information on your website

If you’re seeing high bounce rates or low engagement or conversion rates on your website, these metrics can mean that visitors are having trouble.

Did you know that users will typically leave a website within 15 seconds if they can’t find the information they need? A site that's difficult to navigate and confusing to operate is a huge turnoff for families.

Guiding families with a 24/7 website assistant

A chatbot acts as a full-time guide, answering questions instantly and directing visitors to the appropriate resources 24/7/365. It can improve the user experience and help families find the information they need quickly and efficiently, which means more satisfaction and a higher perception of your school.

Ask AI takes this a step further by integrating with your website's content and knowledge base, providing dynamic and up-to-date answers to user queries.

3. You're losing potential inquiries

Prospective families expect quick responses and easy access to information about tuition, affordability, what to expect during the enrollment process, and more. If they can't get the answers they need from your website, they might look elsewhere.

Slow response times and unanswered questions lead to missed opportunities, especially during the admissions process. Families may think your school is unresponsive or disorganized, and when it comes to first impressions, they may ultimately choose another school that offers a more efficient and helpful experience.

Capturing every opportunity with instant support

A chatbot can provide immediate support so no question goes unanswered and no opportunity is missed. It's available 24/7 all year round, providing timely information and assistance even outside of regular office hours, over breaks, and during the summer.

With Ask AI, you’ll know that every interaction with your school, from the first website visit to the final inquiry, is positive, informative, and consistent with your school's messaging and branding.

4. A significant number of your families don't speak English as their first language

If your website and communication materials are only available in English, you could be excluding a large portion of your extended community. For international families and those speaking multiple languages who hope to find information on your site, they’re more than likely getting lost and shut out of important opportunities to understand and engage more with your content.

Welcoming every family with a multilingual chatbot

A chatbot can help you communicate effectively with all members of your community, regardless of their language background. For example, Finalsite's Ask AI can understand questions and provide answers in more than 40 languages, so now an even greater audience can become a part of your online experience.

Keep Reading: AI for School Marketers: 7 Underrated Ways to Stay Ahead

5. Your website's content is difficult to organize

Do you struggle to keep your website information current and accurate, or maybe you’re constantly battling outdated calendars, broken links, and conflicting information?

When families can't rely on your website for accurate information, they’ll start to question the credibility of your school as a whole, which can cause a reluctance to engage with your school.

Building trust with AI

A chatbot can be integrated with your school's publicly accessible content to provide a reliable source of information.

Ask AI's dynamic knowledge base ensures its information is always current and reduces the risk of confusion and misinformation. The information you supply and use to train Ask AI can be leveraged to provide strategic responses. That way, users will know that the answers aren’t the result of an AI’s "hallucination" and that the information they get is the best answer available.

Key Takeaway

AI chatbots represent a significant step forward in how schools connect with their communities. They offer a powerful way to improve communication, enhance efficiency, and provide a better online experience for everyone, including your families and staff. If you're ready to embrace the future of school communication, a chatbot might be the perfect tool to help you achieve your goals.

ABOUT THE AUTHOR

Connor has spent the last decade within the field of marketing and communications, working with independent schools and colleges throughout New England. As Finalsite’s Senior Content Marketing Manager, Connor plans and executes marketing strategies and digital content across the web. A former photojournalist, he has a passion for digital media, storytelling, coffee, and creating content that connects.