Using data in schools: how schools can turn data into actionable insights
Schools have more technology and data than ever, but many schools struggle to turn the information they have into timely action and improved outcomes.
While implementing new tools and AI can feel like a solution, the problem isn't really a lack of data – it's a lack of ability to take action using the data you already have.
The barrier to using data effectively in schools
We know that schools hold enormous amounts of information, and they likely don't need any more. The problem is that this information is fragmented: school data is spread across different systems and teams.
As a result, staff are left to connect the dots themselves – which they often don't have time to do. This means important signals are missed, meaning intervention happens later than it should, if it happens at all.
Ultimately, the problem is that staff are bridging gaps between data and action that technology should be bridging for you.
It's not about having more technology, but instead making the technology you have work harder, so insights are easier to get and act on.
How connected technology can close the gap between insight and action
Time is a resource many schools need the most, and this is one of the main challenges presented by fragmented data.
The data is there, but it’s left to staff to:
-
Piece all the data together
-
Spot what they need to focus on and why
-
Decide if action is required as a result
All of this requires valuable staff time. But when systems are connected, data is no longer fragmented, insights become more visible and action becomes easier.
As well as saving time, this also makes your data more meaningful – once it is connected, technology can do the work and detect patterns for you.
What this looks like in action
Let's look at an example: a student has an emerging wellbeing need.
Each part of their data is in a different system, including data on:
-
Attendance
-
Learning
-
Behaviour
-
Wellbeing
-
Parents' communication
As a result, each part of the student's data is viewed by a different member of staff and none of them has the full picture at once.
Because no one has the full picture, no one spots their emerging need in time to ensure early intervention – and there is a risk of their need escalating.
What happens when data is connected?
When the data from all these systems is connected, AI can easily identify patterns, raise an alert and suggest next steps.
Connection also means less manual effort and reduced duplication, so staff spend less time navigating different tools and logins and have more time to focus on students.
Schools don’t need more tools, data or reports: they need technology that works harder removes friction, making it easier to act early.
How can AI drive impact for schools?
AI brings a range of benefits for schools and can:
-
Highlight patterns across datasets and what matters most
-
Recommend next steps
-
Predict likely outcomes from aggregated datasets
Ultimately, AI makes it easier to make decisions and take action. But to do this, it must be powered by connected data.
What AI can do in practice
Take staff management as an example – managing staff involves:
-
Strategic planning and budget
-
Recruitment and onboarding
-
Payroll and HR
-
Timetable
-
Lesson planning
-
Teaching delivery
These are largely treated as separate activities across separate systems – but from a staff member's perspective, they are part of a single journey.
Imagine a teacher calls in sick – in a connected environment, that absence is recorded once in one system and the timetable is automatically updated. AI suggests a cover teacher based on availability and minimised disruption, and the cover teacher can immediately receive lesson plans, classroom context and teaching resources.
Connection in practice has more benefits than generating insights – it ultimately helps schools take action more efficiently and with less manual effort from staff.
AI can make a big impact in schools, but its rapid evolution can make it hard for school leaders to keep up – and schools also have to consider issues around data protection, student privacy and ethical AI use.
How to manage the risks of AI in schools
The question for school leaders to consider is how they can use AI to deliver impact without putting students, staff or data at risk.
A lack of knowledge is often the main risk in using AI tools, so schools should focus on safe use of AI, not just access to tools.
Avoid using tools that sit outside of your school’s controlled environment and ensure you have a clear understanding of where the data goes, how it’s used and who has access to it.
Schools should be selective and prioritise AI that solves real challenges rather than chasing new tools. For example:
-
Focus on use-cases where AI reduces workload
-
Start with high-impact, low-risk scenarios
But it's essential to remember that AI is most valuable when it’s built on connected data - schools should prioritise solutions that bring action, rather than just insight.
How connection supports better outcomes
Remember: the goal isn’t having more data, more systems or more AI – the goal is better outcomes.
Explore how connected systems can help you improve student outcomes while saving staff time with our new school management report, The patchwork problem.
The report explores the challenge schools face in closing the gap between collecting data and being able to act on it. Read the report today to see what connection looks like in practice and learn what sets leading schools apart.