How do you build the experience and confidence to know which are the best procurement options for your school?
We’ve all heard the horror stories of costly tech systems that over-promise and under-deliver, faddish resources that end up gathering dust, and building projects that overrun and overspend due to factors beyond our control.
The way to avoid such issues involves changing one’s mindset, and avoiding reactive problem-solving in favour of proactive, strategic procurement.
1. Build a foundation of knowledge
Confidence stems from knowledge, so before diving into any procurement process, take the time to first really understand your school’s needs. That means engaging with stakeholders – teachers, students, parents, support staff – but could also involve challenging instructions from other senior staff, to ensure that they have really thought their projects through.
Getting the vision right at the start will give any procurement or resourcing project a far greater chance of success.
Conduct surveys, hold focus groups and use your own observations and intuition to determine what people want from the project.
What are their pain points? What are their aspirations? What’s the real ask? As well as focusing on ‘what’, however, we also need to examine the ‘why.’ Why do we need a new library system? Why are we considering a new catering provider?
Taking the time to understand the underlying rationale will help you articulate your needs more clearly, and evaluate potential solutions more effectively.
2. Adopt a strategic procurement mindset
Procurement isn’t just about ‘buying things properly’; it’s about investing in your school’s future.
Adopt a strategic approach, prioritising long-term value over short-term savings. That means considering the total cost of ownership, including maintenance, training and ongoing support.
This can sometimes be overlooked in procurement processes, as we’re under pressure to deliver, but think beyond that initial purchase. How will this particular product or service impact upon student outcomes? Will it improve staff efficiency? Will it enhance the school’s reputation? Consider the return on investment and how this might align with your school’s strategic goals – ‘Will we still need it in 5 years time…?’
3. Cultivate strong supplier relationships
Building strong relationships with suppliers is crucial for securing the best possible value. Don’t treat your suppliers as mere vendors; view them as partners in your school’s success.
Engage in open and honest communication. Clearly articulate your expectations and provide constructive feedback.
Don’t be afraid to negotiate, but do so fairly and respectfully. Remember – a mutually beneficial relationship will ultimately lead to better outcomes for your school. Most suppliers want to do an excellent job for you, so that you’ll come back to them again in the future.
4. Embrace a data-driven approach
Collect and analyse the data regarding your past procurement decisions. What worked well? What could have worked better? What were the weaknesses in your previous process?
Use this information to inform your future decisions and make improvements. Don’t rely solely on anecdotal evidence. Instead, seek out objective data pertaining to product performance, supplier reliability and wider market trends.
Trawl the internet for customer feedback, from outside the education sector if applicable. Then use this data to benchmark your school’s performance and identify best practices.
5. Avoid costly errors
Now, let’s address the elephant in the room – avoiding costly mistakes. Some key strategies to consider here include the following:
Due Diligence is key
Never rush into a decision, however much pressure you might feel to move quickly. Conduct thorough research, compare multiple options and seek independent advice. Don’t be afraid to ask tough questions and challenge assumptions. This is you doing the job you’ve been employed to do. This is the value you add.
Pilot projects
Before committing to a large-scale investment, consider running a pilot project. This lets you test the product or service in a controlled environment and gather feedback before making a final decision. Suppliers will often offer a trial version that you can test.
Clear contracts
Ensure that all contracts are clear, comprehensive and legally sound. Pay close attention to terms and conditions, payment schedules and dispute resolution procedures. Test the legal stuff to make sure you’re covered.
Manage risks
Identify potential risks and develop contingency plans. What will happen if the supplier fails to deliver? Having a plan in place will help you mitigate potential problems.
Communicate internally
Keep all stakeholders informed throughout the procurement process to ensure transparency and prevent any misunderstandings.
Provide training
Ensure that staff members are properly trained on how to use the new products or services well in advance of launch date. Provide ongoing support and address any issues promptly as things settle in.
Do a post-implementation review
Once a product or service has been implemented, conduct a thorough review. Assess its impact on student outcomes, staff efficiency and overall school performance.
Utilise experts
Whether they be IT consultants, buildings project managers or catering specialists, experts can save you money in the long-run.
Consider sustainable options
Think about the long term. Is the product or service sustainable? Consider the environmental impact of your decisions.
6. Build confidence through collaboration
Ultimately, confidence in procurement comes from collaboration. Engage with your SLT, governing body and wider school community. Share your knowledge, seek out input from others and build consensus.
Don’t be afraid to challenge the status quo and advocate for innovative solutions. Remember – an SBM’s role isn’t to just manage budgets, but to drive positive change and create a thriving learning environment for the school’s students.
7. Pursue continuous improvement
Regularly review your procurement processes, seek feedback from stakeholders and stay abreast of industry best practices. Attend conferences, workshops and training sessions to enhance your professional knowledge and skills.
Network with other SBMs and share your experiences. There’s a wealth of knowledge out there, so don’t be afraid to ask for advice and guidance from other experts.
8. Empower your team
Delegate tasks. Provide training and encourage colleagues to take ownership of their work. A well-trained and motivated team will be more effective in securing the products and services that your school needs.
By adopting a strategic, data-driven and collaborative approach to procurement, you can move beyond simply chasing the lowest price and cultivate the confidence to make informed decisions that deliver genuine value and impact.
Hilary Goldsmith is a school business leader, consultant and NAHT mentor
