Stretching a limited technology budget to meet the needs of your school district is no easy task, especially when your resources are limited, and tech needs are constantly expanding.

According to 2024 data, U.S. K-12 schools spent $857.2 billion or $17,280 per student annually. (If you’re curious, New York spends the most at about $33,400, and Idaho comes in at $9,390 per student.) That goes toward everything from teacher salaries and classroom supplies to field trips, extracurricular activities, and, yes, technology.

Selecting a mobile app for your district, finding a new website provider, investing in a new notification system…These decisions carry a heavy weight, impacting everything from classroom learning to community engagement and school-to-home communications.

When you're using public funds, every line item counts. You need to make sure you're seeing the most bang for your buck and getting the most value from your investment. There are so many options and limited resources, so how do you choose the right communication tools? With careful planning and smart decision-making, you can make every dollar count.

There’s a lot to consider: Finalsite's 2025 District Communications Report shared that "ease of use" narrowly beat out “cost” as the most important factor for districts when choosing new tech, followed closely by “features."

So what should you consider? Here are seven things to keep in mind that will help you choose wisely, maximize your investment, and ensure your school district's IT budget supports students, staff, and your community.

Best Practices for IT Budgeting at School Districts

1. Go for an Integrated System

Many school districts use several different programs for different tasks. One is for attendance, one is for messaging parents, another is for managing grades, updating the website, running an app, and so on.

But trying to juggle separate platforms for your website, mobile app, emails, and emergency alerts is like trying to conduct an orchestra with each musician playing a different song. It's chaotic, inefficient, and ultimately leads to a poor performance (and a headache for those listening...)

Using a unified platform can save you time and money, but it can also help you improve efficiencies and communications and make it easier for teachers, parents, and students to work together.

• Streamlined Workflows: Manage your website content, send parent newsletters, and push out emergency alerts all from one platform. This streamlined approach saves time, reduces errors, and frees up your staff to focus on what matters most—supporting students and teachers.
   
• Improved Communication: With an integrated system, you can ensure consistent messaging across all your channels. Whether it's a website update, a school closure notification, or a reminder about an upcoming event, everyone receives the same clear, accurate information.
   
• Increased Efficiency: No more switching between different programs, logging in and out of multiple accounts, or exporting and importing data spreadsheets.
   
• Cost Savings: While the initial investment in an integrated system may seem higher, it can ultimately save you in the long run. Without the need for multiple subscriptions and training on different platforms, you can reduce your total costs overall.
   
• More Collaboration: An integrated system can facilitate better communication and collaboration between teachers, parents, and administrators. For example, your teachers can easily share classroom updates, and parents can quickly contact teachers with questions or concerns, similar to Fort Osage and its approach to teacher-to-parent communications.

2. Choose Systems that Can Grow with Your Needs

Your district will change over time, so you’ll need solutions that are flexible and can adapt to future needs and advancements.

Plus, a scalable system can handle more users, more data, and more features as your district grows, and that will save you from having to replace your whole system in just a few years.

Still thinking short-term? Here’s why scalability matters:

• Student Population: Your district might expand due to new housing developments or shifting demographics. A scalable system easily handles a wave of new students, parents, and staff without slowing down or crashing.
   
• Data Storage: As your district grows, so does the amount of data you generate. A scalable system offers flexible storage options that expand to accommodate increasing amounts of student information, records, and communications.
   
• Expanding Needs: You might start with just a website and basic communication features but later want to add things like online payments, student portals, or automated workflows. A scalable system allows you to add new features and functionalities as your needs evolve.
   
• Evolving Communication Preferences: How parents choose to receive information might change over time. A scalable system allows you to adapt to these preferences by offering various communication channels like SMS, social media integrations, and in-app messaging.
   
• Unexpected Circumstances: Think back to the sudden shift to remote learning (remember that?) A scalable system can handle unexpected events and changes in your needs and how you connect with families.

Key Questions to Ask When Evaluating Scalability:

• Can the system handle a significant increase in users and data volume?
• Does the vendor have a roadmap for future development and updates?
• Is the system designed to accommodate new features and integrations?
• Can the system support various devices and platforms?
• Does the vendor offer flexible pricing plans that scale with your needs?

3. Make Sure the System Plays Well with your Student Information System (SIS)

Your SIS is a huge part of your school district, and you need to make sure that any new technology investment can integrate with your database.

Here's why SIS integration is so important:

• Data Synchronization: Instead of manually entering the same information into multiple systems (and risking errors!), integration allows data to flow seamlessly between your SIS and other platforms. This provides consistency, saves time, and reduces the workload for your staff.
   
• A Single Source of Truth: With integrated systems, your SIS remains the primary source of student data, so everyone is working with the most up-to-date information.
   
• Improved Communication: Integration can automate communication tasks, such as sending personalized messages to parents based on student attendance or grades. This keeps parents informed and engaged without needing to send manual, one-off comms from teachers or administrators.
   
• Emergency Notifications: In the event of an emergency, integrations allow you to quickly send targeted messages to parents based on student information stored in your SIS.

4. Is it Accessible to Everyone?

The technology you choose should be accessible to all students and staff, including those with disabilities. Accessibility needs to be a top priority in your technology decisions—it’s a legal requirement, but it’s also so all students and staff can access and benefit from technology, regardless of their abilities.

Look for vendors that prioritize accessibility, partner with accessibility providers like AudioEye, and offer training to brush up on accessibility standards, such as those found in the WCAG (Web Content Accessibility Guidelines).

And speaking of training…

5. Will There be Training Offered?

Investing in technology is only half the battle. It’s pointless if your staff doesn't know how to use it effectively, right? Ongoing training and support are crucial for maximizing your technology ROI and ensuring that your investment benefits your district.

Make room in your budget for professional development, or better yet, work with a provider that offers learning opportunities that will empower your staff to learn new technology and use it effectively.

Your entire school community will benefit because it helps staff feel comfortable and confident and can prevent costly mistakes.

6. Make Sure the Tech Fits the Needs of YOUR Community

Don't just buy the flashiest tech out there—think about what your community actually needs. Consider what your community struggles with or lacks when making your school district technology budget plans.

• Language Barriers: If your community has a significant population of families that speak another language at home, prioritize school communication tools that can translate notifications into multiple languages or offer translation features to online resources.
   
• Equitable Access: Not all students have the same access to technology and Internet connectivity at home. Your choices should bridge this gap and provide all students with the tools and resources they need to succeed.

Keep Reading: The Future-Forward Benefits of School Website Accessibility

7. Check Out the Vendor's Reputation

Choosing a technology vendor is a big decision with long-term implications. You want to choose a vendor with a good track record of providing quality products and amazing support, so do your research and choose a company you can trust.

Here's what to look for:

Online Research

• Websites like Capterra, G2 Crowd, and Trustpilot offer reviews and ratings from other schools and districts that have used the vendor's products.
• Check the vendor's social media presence. What are people saying about them? How do they respond to questions and concerns?
• Don't hesitate to ask the vendor for references from other schools or districts similar in size and needs to yours. Also, talk to your network of IT and communication professionals at other schools. They may have firsthand experience with the vendor you're considering.

Company History

• How long has the vendor been in business? Do you get a sense of stability and experience?
• Look into the company's leadership team and their values. Do they align with your district's mission and priorities?

Customer Support and Service

• How responsive is the vendor to questions and concerns? Do they offer timely and helpful support?
• What types of support do they provide? Do they have a knowledge base, online forums, phone support, or on-site training?

Key Takeaway

By carefully considering these points and doing your homework, you can make smart decisions about how to spend your school district's technology budget. Remember, big technology decisions shouldn't happen in a vacuum. They need to reflect the needs and circumstances of the communities your schools serve and the district you hope to become.

ABOUT THE AUTHOR

Connor has spent the last decade within the field of marketing and communications, working with independent schools and colleges throughout New England. As Finalsite’s Senior Content Marketing Manager, Connor plans and executes marketing strategies and digital content across the web. A former photojournalist, he has a passion for digital media, storytelling, coffee, and creating content that connects.