5 Tasks Your Ops Team Shouldn’t Be Doing Anymore
Too many school operations teams are stuck in survival mode, spending time on tasks that should be automated, delegated, or strategically redefined. Here are five key tasks that operations teams should move away from—and smarter alternatives for each.
1. Manually Entering Data Across Systems
Why it’s a problem:
Time-consuming and error-prone
Wastes valuable staff capacity
Leads to inconsistent or outdated information across platforms
What to do instead:
Automate data syncing between systems such as SIS, HRIS, and financial software
Use low-code tools like Zapier or Make to create seamless integrations and workflows
2. Tracking Compliance Deadlines in a Spreadsheet
Why it’s a problem:
High risk of missed deadlines
Lack of visibility and accountability
Creates stress and confusion among staff
What to do instead:
Implement project management or compliance-tracking software
Use tools that offer automatic reminders, assignable tasks, and real-time progress tracking
3. Chasing People for Forms and Signatures
Why it’s a problem:
Inefficient and delays critical processes (e.g., onboarding, IEPs, payroll)
Causes bottlenecks and frustration
What to do instead:
Adopt digital form and e-signature platforms like Jotform, PandaDoc, or Adobe Sign
Automate the workflow to send, track, and file documents seamlessly
4. Managing Inventory by Hand
Why it’s a problem:
Leads to lost items and over-purchasing
Makes audits and reconciliations a nightmare
What to do instead:
Utilize inventory management software for tech, curriculum, and supplies
Gain real-time tracking and reduce waste or misallocation
5. Being the Default "Fix-It" Department
Why it’s a problem:
Diverts focus from strategic initiatives
Causes burnout and role confusion
What to do instead:
Clarify job roles and responsibilities
Create clear escalation paths and self-service tools for non-ops teams
Foster a culture of distributed ownership and accountability
By offloading these outdated practices, school ops teams can focus on high-leverage, strategic work that truly moves the organization forward.
Schedule a “WOW” Workshop with us to
Ready to work smarter? Our Who Owns What (WOW) Workshop helps ops teams clarify roles, streamline workflows, and focus on what matters most.
Schedule yours “WOW” Workshop today and move from reactive to strategic.
