Too Many Systems, Not Enough Time: Why Streamlining Platforms Is The Best Way To Improve Teacher Wellbeing

Ask any school leader how many digital systems their staff use in a day, and you’re likely to get a long list: one for lesson planning, another for attendance, one for safeguarding, another for parent communication. And that’s before you even get to curriculum tracking, professional development, appraisals, or internal communication.

For many schools, the promise of operational efficiency through digital systems has turned into a web of tabs, apps, and websites. Teachers are spending more and more time navigating platforms and less time planning engaging learning experiences and responding to students.

It’s time to rethink what we really mean by operational support.

Audit. Simplify. Communicate.

The solution starts with an honest audit. Where is your school’s core operational information stored? How many places do staff need to check to find it? Are they being asked to input the same data more than once? Or check for complementary information in more than one place?

Who Should Conduct The Audit?

Schools can appoint an internal audit team, often led by an operations manager, IT lead, or senior leader, or invite an external consultant for a fresh perspective. A structured checklist can support the process.

A broader and adaptable model is Zapier’s IT audit guide, which outlines five core evaluation areas: system security, standards, documentation, performance, and reporting. After reading the guide, you might find yourself wanting to start auditing everything immediately.

From there, the fix is not always fewer platforms, but clearer workflows. This may mean:

• Consolidating information into a SPOT (“single point of truth”). The staff hub has reclaimed its space in many schools, for example

• Agreeing on SOPs (standard operating procedures) for who updates what and when—and documenting these. A helpful starting point is Brown University’s SOP Template, which provides a clear and adaptable structure for operational procedures, particularly useful for school leaders developing internal workflows

• Streamlining internal communication so that only one channel is used for key updates

• Setting minimum expectations for system use, so staff aren’t left guessing

• Having a clear and structured link system that directs people to the most up-to-date information and channels

• Getting your shared drives in order

To expand on that last point, reviewing and reorganising shared drives is one of the most budget friendly ways to create clarity and consistency in your organisation. Review access permissions, remove outdated or duplicate versions of manuals and policies, and make sure everyone is working from the same, current documents.

It might feel overwhelming at first, but with clear ownership, a solid plan and good communication, you will be amazed at the progress you can make in just a few weeks. The key is being intentional: small, consistent steps can turn digital chaos into clarity.

This is not just an IT exercise, it’s a cultural one. Schools that do this well don’t just reduce administrative work, they increase confidence. Staff stop asking, “Where was that file again?” and start trusting the systems around them.

And as you do this work, make sure you are also complying with GDPR and relevant privacy laws. Cleaning up systems is an opportunity to strengthen your data governance and reduce risk.

Shared Drives: A Low Cost, High Impact Fix

• Audit folder structures and permissions

• Archive or delete outdated versions

• Rename files to standardised formats

• Replace duplicates or overlapping resources

• Ensure everyone uses the updated central documents

Protecting Teacher Presence

Teachers are not asking for fewer expectations, they are asking for coherence and consistency. When systems align with teaching and the rhythm of school life, they become invisible helpers.

Operational support isn’t just about processes, it is about protecting the mental and emotional space teachers need to reflect, respond, and recharge. Simplifying systems is one of the most effective ways school leaders can protect that space.

The best operational systems are not the flashiest or the most expensive. They are the ones your teachers barely notice because they just work.

Resources

• Brown University SOP Resources & Template

• Zapier – The IT Audit Guide