How Well Does Your School Use Software Solutions? 

Dr Paul Teys

Schools and educational organisations often invest significant time and money in sophisticated software systems. These solutions promise to revolutionise the way we manage student information, finances, pastoral care, learning analytics, communication, and more. Yet, despite their potential, many of these systems remain underutilised, frustrating staff and falling short of their promise. 

So, how effectively does your school use its software? And more importantly, what can you do as a leader or end-user to make these systems work better for everyone? 

Understanding the Concept 

School-wide software is designed to centralise and simplify processes. These systems include – 

• Student information management – Tracking attendance, academic progress, and personal details. 
• Financial management – Budgeting, payroll, and fee collections. 
• Pastoral care tools – Recording student wellbeing and behavioural concerns. 
• Learning management systems (LMS) – Hosting course materials, assessments, and feedback. 
• Communication platforms – Facilitating messaging between staff, parents, and students. 

These tools, when fully utilised, can save time, reduce errors, and provide actionable insights. However, their complexity and poor user experiences often lead to disengagement and inefficiency. 

The Problem 

Many schools face similar challenges when it comes to software utilisation – 

1. Underutilisation – Staff may use only a fraction of the system’s capabilities, either because they are unaware of its full potential or because the interface is confusing. 
2. Fragmentation – Schools often run multiple platforms, leading to duplication of work and inconsistent data. 
3. Training Gaps – Insufficient training leaves staff feeling unprepared and overwhelmed. 
4. Resistance to Change – Even the best systems face pushback when they disrupt established routines. 
5. Poor User Experience (UX) – Clunky, unintuitive interfaces make daily tasks frustrating. 

These issues can result in wasted investment, disengaged staff, and reduced productivity. 

What Can Employees Do? 

As an end-user, you have the power to influence how well your school utilises its software. Here’s how – 

1. Engage with Training Take full advantage of training sessions and resources provided. If your school offers tutorials, workshops, or help guides, prioritise attending or reviewing them. 
2. Ask Questions If something doesn’t make sense, speak up. Chances are that others feel the same way. Asking for clarity can spark valuable conversations and lead to improvements in how the system is used. 
3. Be Patient and Open-Minded Switching to a new system can feel cumbersome at first, but with time and practice, many platforms become second nature. Adopt a growth mindset and give yourself room to learn. 
4. Explore Features Take time to explore the system beyond your immediate needs. Understanding its broader capabilities can save time in the long run and open new possibilities for improving your workflow. 
5. Provide Constructive Feedback When something isn’t working, articulate why and suggest improvements. Constructive feedback can guide school leaders in making better-informed decisions. 

What Can Leaders Do? 

Leadership plays a critical role in ensuring school-wide software is used effectively. Here’s how managers and school leaders can address the challenges- 

1. Involve Staff Early Involve staff in selecting software to ensure it meets their needs. Input from teachers, administrators, and IT teams can help avoid adopting tools that don’t align with workflows. 
2. Invest in Training Ensure thorough training is provided not only during implementation but on an ongoing basis. Tailor training to specific user groups and provide easy access to support resources. 
3. Communicate the Vision Explain how the software aligns with the school’s goals and how it will benefit staff, students, and the community. A clear vision can reduce resistance and build buy-in. 
4. Simplify and Consolidate Systems Avoid overloading staff with multiple platforms. Aim for integration and consolidation where possible, so that data flows seamlessly across systems. 
5. Monitor Usage and Act on Feedback Regularly review how the system is being used. Are key features being overlooked? Are staff reporting frustrations? Use data and feedback to make adjustments and improve usability. 
6. Advocate for User-Friendly Software When purchasing software, prioritise vendors that offer intuitive interfaces and responsive customer support. Don’t be afraid to challenge providers to improve their UX if it’s not up to par. 

Actions for Better Software Utilisation 

Whether you’re a leader or an end-user, here are actionable steps to get started – 

1. Audit Current Systems Identify which tools are being underused and why. 
2. Create a Software Roadmap Set goals for how each system should be used and align them with school priorities. 
3. Champion a Software “Superuser” Designate tech-savvy staff members to help troubleshoot issues and share best practices. 
4. Foster a Feedback Culture Establish regular opportunities for staff to share experiences and suggest improvements. 
5. Celebrate Wins Highlight success stories where the software has made a difference—whether saving time, reducing errors, or improving student outcomes. 

Conclusion 

Investing in school-wide software is just the beginning. Ensuring that these tools serve their purpose requires commitment, collaboration, and a focus on user experience. By addressing underutilisation, improving training, and fostering open communication, schools can unlock the full potential of their systems. 

When staff feel empowered and supported, the software becomes a powerful ally rather than a burden. The question is – are you ready to take the first step toward smarter software use?