Teach Secondary Issue 14.3

The perfect PURCHASE THIS WAY! School improvement advice for headteachers and SLT PROCUREMENT | PURCHASING | RESOURCES Hilary Goldsmith sets out eight ways in which SLTs and SBMs can increase their chances of securing products and services that genuinely deliver, while avoiding costly mistakes... H ow do you build the experience and confidence to knowwhich are the best procurement options for your school? We’ve all heard the horror stories of costly tech systems that over-promise and under-deliver, faddish resources that end up gathering dust, and building projects that overrun and overspend due to factors beyond our control. The way to avoid such issues involves changing one’s mindset, and avoiding reactive problem-solving in favour of proactive, strategic procurement. 1. Build a foundation of knowledge Confidence stems from knowledge, so before diving into any procurement process, take the time to first really understand your school’s needs. That means engaging with stakeholders – teachers, students, parents, support staff – but could also involve challenging instructions from other senior staff, to ensure that they have really thought their projects through. Getting the vision right at the start will give any procurement or resourcing project a far greater chance of success. Conduct surveys, hold focus groups and use your own observations and intuition to determine what people want from the project. What are their pain points? What are their aspirations?What’s the real ask? As well as focusing on ‘what’, however, we also need to examine the ‘why.’ Why do we need a new library system? Why are we considering a new catering provider? Taking the time to understand the underlying rationale will help you articulate your needs more clearly, and evaluate potential solutions more effectively. 2.Adopt a strategic procurementmindset Procurement isn’t just about ‘buying things properly’; it’s about investing in your school’s future. Adopt a strategic approach, prioritising long-term value over short-term savings. That means considering the total cost of ownership, including maintenance, training and ongoing support. This can sometimes be overlooked in procurement processes, as we’re under pressure to deliver, but think beyond that initial purchase. Howwill this particular product or service impact upon student outcomes?Will it improve staff efficiency?Will it enhance the school’s reputation? Consider the return on investment and how this might align with your school’s strategic goals – ‘ Will we still need it in 5 years time...? ’ 3.Cultivate strong supplier relationships Building strong relationships with suppliers is crucial for securing the best possible value. Don’t treat your suppliers as mere vendors; view them as partners in your school’s success. Engage in open and honest communication. Clearly articulate your expectations and provide constructive feedback. Don’t be afraid to negotiate, but do so fairly and respectfully. Remember – a mutually beneficial relationship will ultimately lead to better outcomes for your school. Most suppliers want to do an excellent job for you, so that you’ll come back to them again in the future. 4. Embrace a data-driven approach Collect and analyse the data regarding your past procurement decisions. What worked well?What could have worked better?What were the weaknesses in your previous process? Use this information to inform your future decisions and make improvements. Don’t rely solely on anecdotal evidence. Instead, seek out objective data pertaining to product performance, supplier reliability and wider market trends. Trawl the internet for customer feedback, from outside the education sector if applicable. Then use this data to benchmark your school’s performance and identify best practices. 43 teachwire.net/secondary L E A D E R S H I P