4 Tips for Getting Your School Tech Upgrades Approved

Crafting a compelling pitch

For most school administrators, the question is not, “Should we invest in technology?” Instead, it’s, “How do we know which technology is right for us?” If you’re trying to convince your school board or other stakeholders to upgrade your tech, these tips will help you answer that question and secure funding.

4 tips for an iron-clad pitch

1. Show return on investment

For many school boards, budgets are a top concern. They need to know that every dollar they spend is worthwhile and have the data to prove it. Technology upgrades can get expensive, and initial sticker shock can discourage those who hold the purse strings. In your pitch, you need to clearly demonstrate how your chosen technology will make a return on that investment.

One relatively straightforward example would be upgrading the software you use for administrative work. If the new software can implement automations, it will likely save staff time. That means more efficient work and more productivity. Over time, the software will pay for itself in hours worked.

Different technologies will generate different returns. If teachers get new tools for lesson planning, they may produce more effective and engaging lessons. That may not lead to cost savings, but it can lead to more engaged students and higher test scores. Recognize your chosen technology’s likely return and dig into it in your pitch.

In general, you’ll have more success pitching solutions that align with your school board’s stated goals. Even if your choice of technology doesn’t perfectly line up, try to emphasize how it can still aid in reaching those goals. For example, if the board is looking for cost savings and you’re pitching new email tools, highlight how these tools would make messaging donors more efficient and effective.

Wherever possible, share number estimates for any improvements. Those will help administrators understand your pitch in real terms.

For more ways to improve your fundraising, read 11 Must-Have Items to Maximize Impact at Your School’s Fundraiser.

2. Engage your users

If administrators seem hesitant to upgrade your tech, they may need help understanding the problems with current systems. To help illustrate that problem, try engaging the people who deal with those issues.

Say teachers in your district are using outdated tablets in their classrooms. They may have to fix constant malfunctions, taking up time they’d otherwise spend with students. If you can communicate those frustrations, you may win support from the school board. To do so, you’ll need numbers and narratives.

Start by distributing a survey to the people who will benefit most from your planned upgrade and ask them about the existing system. To take our tablet example, you might ask teachers questions such as:

• How much time do you spend troubleshooting tablets?

• How often do students lose focus because of tech malfunctions?

• How satisfied are you with the tablets?

With enough responses, you’ll gain data you can use to illustrate the need for an upgrade. You may get better results if you can also present that data visually. For instance, you can use analysis tools to transform your data into charts. Studies show that visual aids help us learn, and they can help administrators remember your key points.

At the same time, make sure to ask users for specific anecdotes that underline the problem. If you can tell a story that sums up your argument in one image, you have a chance to make a lasting impression on administrators.

Need a primer on the state of tech? Read our article The Ultimate Guide to Office Computers: Features, Performance & Value.

3. Plan for integration & training

Adopting new technology doesn’t happen overnight. It takes time, planning and training to integrate it into daily operations. The school board knows that—and that a failure to plan is a plan to fail. You should expect plenty of questions about how you’ll integrate the new technology so that it reaches its full potential.

Get ahead of those questions by making a thorough integration plan. Find or design training resources for staff and students. Create plenty of opportunities for participants to get additional help or ask follow-up questions. Try your best to anticipate potential problems, whether they might be tech incompatibilities or resistance to change, and come up with practical solutions.

The faster you can integrate, the more quickly the school board can call the investment a success.

4. Consider cyber security

According to the U.S. Government Accountability Office, 647,000 K-12 students were affected by cyber attacks in 2021. Each attack had the potential for serious consequences.

Those consequences start with workplace disruption. Staff can’t work as normal if they’re locked out of their accounts, and the lost productivity can cost as much as the attacker’s ransom demands. Even if you don’t pay the ransom, you may need to hire experts to resolve the attack. The whole time, the attackers could be compromising sensitive data. You’ll have to spend time and money alerting the victims, who could turn around and sue your school system. All told, the average education breach costs $3.5 million.

One reason hackers target schools is that they tend to use outdated technology. Hackers have had more time to study those older devices and software, so they know about more vulnerabilities and ways to break in.

In your pitch, emphasize to leadership that investing in new technology can help prevent breaches. New technology has more up-to-date malware protections. It also uses more recent software with fewer known vulnerabilities. Show stakeholders that upgrading your technology now can keep the school system safe and save money in the long run.

Learn more tips with Walmart Business

Technology is just one aspect of successful school administration. If you need advice on buying classroom supplies, upgrading your accounting software or shopping for the right office scanner, Walmart Business is here to help. Visit the Walmart Business content hub for more actionable tips.

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