6 Summer Fixes for a Smooth Start in August with Let’s Talk

If there’s one thing I always tell district leaders this time of year, it’s this: don’t wait until August to clean up your systems. 

A little summer maintenance prevents a lot of August mayhem, and can save your team hours of scrambling when families start flooding your inbox.

This is the final post in our three-part series on how school districts can use the summer months to boost operational efficiency. You’ve heard the strategic why from our CEO, Suhail Farooqui, and the systems-level how from former superintendent Daniel Clemens. Now let’s talk about what your team can actually do to prepare for a smooth start.

If you’re looking to get more out of Let’s Talk, here’s your summer to-do list:

1. Organize and optimize. Archive old dialogues, remove outdated topics, and replace any visible email addresses with Let’s Talk buttons, especially for high-volume areas like transportation, enrollment, and school supply lists. A cluttered system slows everyone down.

Follow the example of The School District of Philadelphia (SDP), one of the largest districts in the country. Their team worked to phase out all public-facing email addresses and replace them with a centralized Let’s Talk portal. This shift has dramatically reduced confusion for families and helped staff stay focused.

2. Do a data check. Review last year’s data to spot trends and recurring issues. Use that insight to plan proactively for the year ahead.

SDP used Let’s Talk analytics to build board agendas around real-time community concerns and update school websites with information families were actively seeking.

3. Double-check your routing rules. Make sure nothing is still being sent to someone who’s left or changed roles. Nothing frustrates parents like radio silence.

4. Refresh your auto-responses. Ditch the generic “we’ll get back to you” message. Let families know exactly when to expect a reply, and what to do next.

5. Launch back-to-school campaigns to remind your community about using Let’s Talk. Remind your community how to get in touch. Add Let’s Talk to your district homepage, newsletters, or text alerts. Use QR codes to make access even easier. (Already a customer and need help? Contact your client success manager for our Summer Checklist for monthly suggestions.

In its first year using Let’s Talk, SDP responded to more than 10,500 inquiries, averaging just three days per response and earning an 8/10 Cx score. That kind of performance builds trust fast.

6. Update your AI chatbot content. Make sure your Let’s Talk Assistant is updated with current calendars, policies, and answers to common questions.

“August doesn’t sneak up on well-prepared districts. Where I see the biggest return on summer planning is when I can sit with a cabinet and review rich data in October or November. This helps districts drive decisions that truly improve customer service.” 

– Krista Coleman, chief customer officer, K12 Insight

Ready to get started?

Schedule a summer tune-up with your Client Success Manager, or contact us to get started.

Calendars fill up fast. Book now so you’re not scrambling later.

Whether you’re setting district vision, managing daily operations, or leading community communications, the K12 Insight team is here to support you.

Better systems mean less stress for your team, happier families, and a smoother school year for everyone.