Fixing disconnected school data with edtech

Many Australian schools now find themselves at an awkward juncture; they have partly digitised some aspects of their school operations, but not enough. This means they are falling into the hybrid trap – where staff are left going between digital edtech tools for some tasks and paper and manual spreadsheets for others.  

This creates extensive digital friction with staff becoming exhausted by having to constantly switch between a screen and a filing cabinet. Having a random assortment of edtech is no longer going to cut it. You need to have the right tech that connects to each other and makes the lives of your staff easier.  

Understanding the hidden tax of digital friction 

Let's talk more about the digital friction. It’s the hidden tax that sneaks in where it’s not welcome. Our recently published report, the State of tech in Australian education 2026, found that on average, Australian primary and secondary schools are using 6-7 digital tools. But when these tools are not integrated, they can end up creating more work.  

That's where the digital friction happens in schools – the switching between disconnected systems that leaves staff feeling frustrated and bogged down in admin tasks.  

Interoperability in technology and educational software is the key to reducing this friction. Minimising paper-based processes in schools significantly helps in reducing teacher workload.  

More than the inconvenience of additional admin, there are situations that pose a genuine risk or safety gap. For example, if a student’s medical alert recorded in the SIS doesn’t sync automatically to where the teacher is marking the roll then an allergy may be mishandled. 

The strategic risk of disconnected data 

A school’s data is one of its most valuable assets, yet fragmented systems turn this asset into a liability. When information is trapped in silos, leadership teams lack the comprehensive view necessary for high-stakes decision making. 

A “good-enough” approach to system integration often leads to reactive leadership. Instead of spotting a trend in student absenteeism early, leaders are often left piecing together data from three different platforms after a crisis has already occurred. 

Disconnected systems also compromise the integrity of the NCCD and other compliance audits. Manual data transfers between paper and digital formats are where the most significant errors occur, potentially impacting school funding and accreditation. 

Take a look at our article on managing inclusive education with software tools: Inclusive education: ILPs, NCCD and differentiation in 2026.  

Edtech software interoperability is a strategic necessity. A seamless data flow ensures that every decision, from resource allocation to student interventions, is backed by a single source of truth.  

Impacts on the school community 

When a school does inadvertently fall into the hybrid trap, it has significant effects on all layers of your school community.  

Admin staff:  

Time spent managing admin in schools continues to rise to keep up with increasing reporting and compliance obligations. However, this has turned into a vicious cycle of manually reconciling information.  

Staff are receiving a paper slip, verifying it against a digital list then updating a separate spreadsheet. Situations like this are all too common and create out-of-sync data and security vulnerabilities.  

Teaching staff: 

Teachers experience digital friction as a thief of time. When a teacher has to navigate a combination of printouts and digital learning resources, impactful teaching time is stolen.  

A prime example is when disconnected systems lead to data needing to be re-entered multiple times. Every minute spent re-typing a grade or attendance note is a minute lost to student feedback or collaboration. 

When software looks after the data flow, teachers can seamlessly plan lessons, differentiate and scaffold, and stay on top of marking. This shift directly impacts teacher morale and helps combat the ongoing workplace retention crisis. 

Students: 

Disconnected systems often hide any technology equity gaps. When a school’s data is fragmented and siloed, it is nearly impossible to identify which students lack reliable access to devices or internet at home.  

Connected school admin systems make it possible to flag any gaps automatically so you can provide equitable access to resources, preventing students falling through the cracks as result of their socioeconomic background. 

Technology equity is about more than placing a device in a student’s hand. It's also about a school’s ability to see and support every student’s learning journey in real-time, regardless of their circumstances at home.  

Frictionless school operations with edtech 

Transitioning more systems to a seamlessly connected edtech ecosystem reduces workload for staff. In this environment, data is complete, consistent, accessible and secure, and students’ learning outcomes are improved.  

By removing the friction of paper-based tasks, schools become more agile, capable of adapting to new curriculum changes or reporting requirements with ease.  

The goal is simple: data that is entered once and reflected everywhere.  

Download the State of tech in Australian education 2026 report to see how your school’s digital ecosystem benchmarks against the national average.