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14 Tips for choosing the right School Management Software

School leaders have a responsibility to guide their communities towards progress. But transitions are often difficult, time-consuming, and effortful. When it comes to adopting new technology, fortunately, a few key steps can guide the principal and their team toward a sustainable decision that reduces risk and makes the transition easier for everyone involved. Here are a few simple steps that can bring more clarity when choosing a school management software for your school or childcare centre.

14 Tips for choosing the right School Management Software

1. Research at least 3-4 digital solutions before making a decision

If you think that preliminary research takes time, you probably don't yet imagine the amount of time and energy that could be lost trying to make a change midway. It's a small but highly effective investment to research several digital solutions and compare them before making a decision.

2. Involve the teachers in choosing a school management system

Teachers can be more than objects of change. They can make a valuable contribution to a decision and can even become ambassadors for a new way of working later on, if they are involved from the start. Research shows a much higher rate of adoption and use of technologies when users are consulted in advance.

3. Make a survey to ask students and parents about their opinion on the digital solutions available

Making the transition to a digital way of working involves more than just school staff. That's why it's important that everyone affected is informed and even involved in the decision-making. Students and parents can facilitate the adoption of new technologies if they feel the school values their role and contribution.

4. Look at the experience of other schools and principals you trust

The success stories of other schools are one of the best catalysts for transformation. The closer to home and the more eloquent the examples, the greater the impact. But equally useful are the mistakes, barriers, and difficulties that others have encountered because they are valuable sources of learning.

👉 Also see the case studies of schools that use Kinderpedia.

5. Evaluate the functionalities of the school management software in action

On paper, all offers look almost the same and the temptation to make a decision based on price or some familiarity is great. However, how a digital solution works is crucial in day-to-day practice. This is why it is important for the school team to discover alternative solutions in a demo, have access to an account populated with dummy data and simulate the actions they would have to do every day. If the solution looks outdated and moves slowly, despite a good price and fancy branding, it won't be effective in meeting everyday needs and demands.

6. Choose a solution that has a powerful mobile app

The future of education is undoubtedly digital, but it's also increasingly mobile. Gone are the days when teachers could only work from behind a desktop screen. They need to be on the move, interacting with students, providing immediate feedback, recording progress data, and creating personalised plans. Therefore, choosing a solution with a powerful mobile app is crucial. However, it's equally important to assess the accessibility and functionality of the app, as well as the reviews from current users.

7. Your school management software should have the best user experience possible

When it comes to software, not all solutions are created equal. The user experience is just as important as the functionality it provides. Consider the ease of posting on Facebook versus filing a tax return online. The difference is clear, and users today have the power to punish unfriendly apps with clunky interfaces by simply not using them. If you want to make a smart investment that brings value to your school community, it's crucial to choose an accessible, intuitive, and user-friendly school management platform. A cumbersome solution will likely be ignored and become a source of frustration for those forced to use it, and it may prevent you from making necessary changes down the line.

8. Ensure the school management solution you choose is GDPR compliant

Protecting user data, especially in sensitive school contexts, should be a top priority for principals considering school management solutions. To ensure compliance with GDPR regulations, it is essential to identify who has access to data and whether user rights are respected.

In implementing a school management system, it is crucial to establish different user roles and permissions based on their specific needs. This can include teachers, students, parents, as well as other staff members such as secretaries, accountants, nurses, or cooks. Each user should only be able to access data that is relevant to their role, such as class data or their own personal data.

Furthermore, all users must be aware of how their data is being processed and have access to it, as well as the ability to rectify or delete it if necessary. Users have the right to restrict data processing and receive unsolicited information, while the school and individual users can request data portability.

Ensuring GDPR compliance is a shared responsibility between schools and management platform providers, who must take steps to safeguard user data and respect their rights. Therefore, it is important to pay attention to GDPR issues when selecting a school management solution.

9. Safeguard your data with a Cloud solution

When choosing a school management software, it's important to opt for a cloud-based system. While local servers may be tempting due to lower costs, they can also be unstable and vulnerable, especially when hosting multiple websites, platforms, or applications. Cloud-based solutions, on the other hand, are highly secure, accessible from anywhere, and scalable, meaning they can easily handle an increasing number of users. By selecting a cloud solution, you can ensure the highest level of data security and minimize the risk of data breaches or instability.

10. Prioritise Cybersecurity: verify certificates and contracts for better protection

When choosing a school management software, cybersecurity should be a top priority. Cyber attacks pose a significant risk to data integrity and system functionality, and it's essential to ensure that the vendor follows best practices and security protocols to protect users. One way to verify this is by requesting a cybersecurity certificate from an authorized entity. Additionally, having an ongoing maintenance contract with an authorized institution can ensure that the vendor stays up to date with secure and sustainable practices.

Kinderpedia has a cyber security certificate issued by a company authorised by the European Cybersecurity Competence Centre and has an active audit and maintenance contract.

11. Invest in quality and don't sacrifice functionality for price

When selecting a digital solution for your school or kindergarten, it may be tempting to prioritize price above all else. However, this decision can lead to greater expenses in the long run. A low-cost solution may lack important features and functionalities, be unstable or vulnerable from a data security perspective, and ultimately require replacement.

In contrast, a high-performance solution may require a larger investment, but it will come with packages tailored to meet the specific needs of your institution. By paying only for what you need, you can avoid overspending on unnecessary features or functionality. Ultimately, investing in a quality solution will be more cost-effective than settling for a subpar product.

12. Make sure the software is integrated with the other apps you use

The key to an efficient workflow is integration between various software platforms. By integrating your school management software with other platforms, you can save hours of downloading and uploading data, and let technology do the heavy lifting for you. With seamless communication between solutions, you can access data and content from multiple platforms with the same account, send reports and statements with a single click, and process information according to your own needs. Don't settle for only partially digitizing your school's workflow, let integration take your efficiency to the next level.

13. Ensure the vendor helps you successfully implement the software

The implementation of a digital solution for your school or nursery is crucial for its success. It's important to ask the right questions upfront, such as who will be responsible for entering or importing the data, who will train the teachers, and what kind of support will be available for users along the way. The proper configuration of the platform, fast and accurate data import, comprehensive user training, and real-time support in the app are all key components of a successful implementation. By investing time and effort into ensuring a seamless implementation, you can set your school up for success and a smooth digital experience.

14. Plan for growth: ensure the platform helps with scalability

As your school grows and your student population increases, it's essential to have a School Management System that can accommodate your future plans. Failing to consider scalability can lead to costly and time-consuming system migrations down the road. One of the key considerations for scalability is cost implications. Will the system become prohibitively expensive as the school grows? It's important to choose a system that can scale with your needs without adding unnecessary overheads.

Another factor to consider is the system's capacity for student, parent, teacher, and staff record management. Can the system handle the increased volume of data that comes with a larger student body? It's essential to ensure that the system can manage the necessary records and maintain data integrity.

By planning for growth and ensuring scalability in your School Management System, you can save time, money, and hassle in the long run.

See Kinderpedia in action: get a free demo with our colleagues today

If you're excited about the possibilities that technology can bring to your school and the way it operates, then now is the time to take action. Schedule a demo with our colleagues to see the school management app Kinderpedia in action. With Kinderpedia, you can harness the power of technology to bring support to your users and create opportunities for 21st-century learning that are active, relevant, and grounded. Don't wait any longer to make a lasting change in education. Join us today and let's work together to achieve the critical mass needed for success.

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