Make smarter decisions about the tools used in schools
Join any classroom today. This will reveal that some form of technology is being used. From interactive whiteboards to apps that track student progress in real time, Edtech tools are becoming a central part of modern schools. This change took place gradually, but peaked during the pandemic, when schools had to find digital tools to teach while students were learning from home. Otherwise, this could have taken years to recruit, but it has become very common in just a few months.
However, the availability of more EDTECH tools does not mean that schools are getting better results. In fact, many schools invest in software or platforms that are not used. Tools may not be suitable for different classrooms or grade levels. They also do not align with the curriculum or truly address the issues faced by teachers and students. There is also the risk of choosing something just because it is new and trendy, without considering how it will help you achieve your goals. This leads to wasted budgets, frustrating teachers, and students who have no access to anything in return.
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That’s why smarter decisions on tool investments are becoming extremely important. A well-selected tool can improve learning outcomes, save teachers valuable time, and help schools make the most of their budgets. Conversely, poor choices can waste resources and make it difficult for schools to achieve their goals. Given the often tough education budget, it is important to make thoughtful choices.
So how can schools make decisions that really pay off? Instead of following trends, schools can focus on what actually works, what matches their needs, and what has a lasting impact on both teaching and learning. Below we explore practical ways that help schools make better investment decisions regarding the EDTECH tool and save resources while focusing on student and teacher development.
8 tips to help schools invest in the best tools
1. Understanding the school needs
Before choosing a new Edtech tool, schools need to ask simple questions. What problems are you trying to solve? Often people buy tools. This is because it looks cool, has excellent marketing, or is used in other schools, so buy the tool. However, even the most advanced platforms can become unused without understanding the needs of students and teachers. The first step is to conduct a needs assessment. This means taking the time to identify actual challenges happening in the classroom. Do teachers struggle to track student progress? Do students need additional support? Or there may be a gap in communication between home and school. Discovering these issues will allow you to avoid buying useless tools and instead choose a tool that will actually make a difference to your school.
2. Evaluation of the EDTECH tool
After deciding on one or more tools for your school, you want to make sure they really work. Therefore, look for tools that have been tested in the classroom and shown to improve learning. These are more reliable than what you promise through clever marketing. This allows you to see reviews proven to be written by the schools that tested the platform. These reviews often show both the advantages and disadvantages of the tool, giving a clearer view to decision makers. It is also important to ask vendors for case studies. Trustworthy companies should share examples of how their products work in real classrooms, ideally how they work with data. This helps build trust and understand what it looks like for schools to use the tools.
3. Involving stakeholders
One of the biggest mistakes a school can make when it comes to choosing the right tools is not to include all stakeholders in the decision-making process. Why is it important? The tool may look good on the trial, but it may ultimately not be used if it doesn’t actually fit in the classroom or supports the needs of the students. For example, teachers use these tools every day. They know what works and what doesn’t in busy classrooms. Students must also have a voice. After all, if the tool is intended to help them learn, they need it to be engaging, accessible and motivated. Parents also play an important role. Many people want to understand how new tools work and see how children can progress. Finally, IT teams and administrators need to share their opinions as well. They handle the technical work and make sure the tools are safe and compatible with existing systems.
4. Cost and ROI evaluation
When schools consider purchasing new tools, the first thing they often consider is cost. This is important, but it’s not everything. The actual cost of Edtech tools is often much higher than the initial price. For example, teachers need training and time to learn how to use new tools. Maintenance and software updates can also be costly and can add up over time. Plus, great apps only work on modern devices and may require powerful Wi-Fi. This means additional costs. So instead of considering the costs of this tool, schools should consider what this would cost over the years. Schools should also consider ROI. In education, ROI is about the value that tools bring. Will it help improve students’ learning? Will reducing your documents save teacher time? These factors really indicate whether the EDTECH tool is worth the cost.
5. Data security and compliance prioritization
When choosing a tool, schools need to prioritize data privacy and security. Today’s classrooms use digital platforms that collect a variety of information, including student names, grades, assignments and sometimes personal information. Therefore, keeping this information safe cannot be negotiated. However, please note that there are certain data regulations in various regions. In the US, laws like FERPA protect student information, while COPPA focuses on the online privacy of children. In Europe, schools need to consider GDPR. All of these laws emphasize that schools need to process student data carefully. So when choosing a tool, ask the vendor how to process the data. I’d like to know how the information is stored, whether it’s encrypted, or whether it’s shared with other companies. Protecting student data also builds trust. Families expect schools to keep their children safe in classrooms and online. By prioritizing security and data protection, schools show that student well-being is a top priority.
6. Test Program
There is a risk to launch a new Edtech tool right away. Teachers may find it too complicated, and students may not be involved in it as expected. This is why pilot programs are useful. This is because you can test the tool before making a full commitment. Test rounds help schools try out the tools in real classrooms without spending too much time or money. You can start with a first grade, a single department, or several teachers. This small group can see how easy it is to use the tool, find technical issues and whether it actually helps students learn. The most important part of testing is gathering feedback. Teachers can share their experiences and students can say whether the tool feels useful or fun. You can also collect measurable data such as student progress, engagement level, and time saved in administrative tasks to see if the tool will do what it promises.
7. Providing training
No matter how good the platform or app is, if teachers can’t integrate into lessons, students will not benefit and the tools will be useless. Therefore, ongoing teacher training is essential. Teachers need practical help that allows them to explore tools at their own pace, make mistakes and learn from them. Peer learning, where teachers share tips and insights with each other, can help create a supportive environment that builds confidence. When they know that teachers can ask questions and get advice, they are more likely to use the tool effectively. Also, providing teacher tools tutorials, 24/7 resources, and ongoing training for similar technologies could turn you into experts on these tools.
8. Continuous monitoring
Investing in EDTECH tools requires continuous caution. Even the best platforms can lose their effectiveness if not checked regularly. Start by setting clear KPIs, including student performance, how often teachers use the tool, and engagement metrics. These help you know if the tools improve student learning and support teachers. Once you have these KPIs, please rate them regularly. Just because the tools worked out last year doesn’t mean they’ll meet the needs of schools. Curriculum changes, technological advances, and what worked for one group of students may not work in another group. So checking in every few months or at least every semester will help you assess whether the tool is still worth it. If the tool is not working as expected, consider changing usage, providing more training, or removing it entirely. You don’t need to keep the tools just because you paid them. The goal is to ensure that all investments are not just unused, but are actively supporting learning.
Conclusion
When schools choose Edtech tools the right way, everyone wins: students, teachers, administrators, even parents. The goal is for technology to support learning, not causing extra headaches. Think of Edtech as a long-term investment that requires care, planning and patience, but in the future, it will pay off. Remember that schools focus on thoughtful and strategic recruitment have tools that truly strengthen education and make life easier for teachers and students.
