Customer Story: Ewell Castle
From resistance to results with Access My School Portal
This unique customer story explores how newly appointed Data Manager, Daniel Halstead at Ewell Castle, recognised the potential of Access My School Portal after he found that it had been underutilised within the independent school.
Access My School Portal
Independent school
Key takeaways
- Maximising software potential: Identifying and addressing underutilised features within existing software can significantly enhance operational efficiency. Daniel Halstead’s work with Access MySchoolPortal demonstrated how consolidating functions and eliminating redundancies can modernise processes and improve accuracy.
- Overcoming resistance to change: Introducing new technology in a traditional setting often meets with resistance. By focusing on clear communication and demonstrating the practical benefits of the new system, Daniel was able to overcome initial reluctance and gain buy-in from the administrative team.
- Custom solutions for specific needs: Tailoring software solutions to fit specific needs - such as creating custom forms for updating student information - can address unique challenges and make technology adoption smoother. This approach helps in making technology more relevant and effective for its users.
- Demonstrating immediate benefits: Implementing technology with a focus on immediate, tangible benefits (like faster data processing and real-time updates) can quickly showcase its value. This strategy helps in building confidence in the new system and encourages broader acceptance.
- Scalability and future growth: Successful initial implementation of technology can pave the way for further integration and expansion. Daniel’s vision for extending the use of Access MySchoolPortal to other administrative tasks highlights the importance of planning for long-term growth and ongoing improvements.
Background
Let’s face it: most of us are guilty of paying for technology and not fully utilising it. There could be several reasons for this.
Perhaps your existing tech stack is overly complicated, and you simply forget it’s there. Maybe you’re using the software to some extent but haven’t realised its full potential - leading you to rely on other platforms to perform functions that your current software could easily handle…
Or perhaps the software was installed before your time, and no one has really shown you how to use it properly…
We’re sure you can relate to one of these scenarios, if not in your professional life, then certainly in your personal life.
This is exactly what happened when Daniel Halstead joined Ewell Castle School at the beginning of the academic year.
As Data Manager, it’s his role to ensure the school’s metrics are clear, accurate, and actionable, so he can present the right data at the right time to the senior leadership team.
And like most diligent professionals, Daniel spent his early days in his new role familiarising himself with the existing systems and processes in place at the Surrey independent school. That’s when he stumbled upon Access MySchoolPortal...
I’m gutted I’ve just found out about it. I wish I knew about it five years ago.
Underutilisation of existing software
When Daniel noticed that Access MySchoolPortal was being used for the school bulletin, he quickly realised it wasn’t living up to its full potential. The bulletin itself was stored in the software, yet notifications were being sent out through a completely different system—creating unnecessary inefficiencies and redundancies.
It was clear that we had the right tools at our fingertips, but we weren’t making the most of them. Once we aligned everything within Access MySchoolPortal, the difference was night and day—everything just started to click.
Embracing change together
As Daniel championed the adoption of Access MySchoolPortal, the administrative team at Ewell Castle initially raised thoughtful concerns. Having relied on established and effective methods for years, they were understandably cautious about transitioning to new technology. However, their commitment to the school's success ensured they were open to exploring how this tech-driven approach could complement and enhance their existing processes.
Traditional communication methods, such as mail-outs, had served the school well but were showing signs of strain in an increasingly fast-paced environment. Updating student information, such as contact details or medical conditions, was becoming more demanding as the school grew. The administrative team's dedication to accuracy made them keen to seek ways to improve efficiency, recognising that a streamlined approach could help them continue to deliver exceptional service with greater ease.
I knew there would be some hesitation at first - changing long-standing practices isn’t easy. But the inefficiencies of our old methods were clear, and it was important to show the team that embracing new technology could simplify our processes and help us keep up with the demands of a modern school environment.
Strategies for implementation
With a clear understanding of the challenges and opportunities at hand, Daniel set out to maximise the potential of Access MySchoolPortal. Through a series of targeted strategies, he not only addressed the school’s immediate needs but also laid the groundwork for long-term efficiency.
Here’s how he made it happen.
Identifying key issues and opportunities
Daniel quickly recognised that the software was being underutilised and saw an opportunity to enhance the school’s efficiency. He questioned the need for multiple systems when many tasks could be consolidated within Access MySchoolPortal, paving the way for a more efficient approach.
Engaging with the administrative team
Understanding the value of collaboration, Daniel made it a priority to get the administrative team on board. He clearly communicated how fully utilising the software could simplify their daily tasks and improve workflows, emphasising its user-friendly nature and the advantages of centralised data management.
Creating custom solutions
Daniel took the initiative to develop a tailored form within the software, designed to make updating student information seamless. The form included fields for medical conditions, contact details, and other essential data, ensuring that any updates would automatically sync within the system -pending administrative approval - thereby eliminating the need for manual updates.
Demonstrating immediate benefits
To showcase the software's potential, Daniel applied the new system to a critical task: collecting updated student information at the end of the school year. The results spoke for themselves—he could track responses in real-time, quickly identify any gaps, and help the school follow up with unresponsive families more efficiently.
I knew we needed to fix some immediate issues while also thinking ahead. My goal was to show how Access MySchoolPortal could really simplify things and make our work easier. By getting the admin team on board and customising the software to fit our needs, I wanted to prove how much smoother things could run and set us up for long-term success.
Results and Impact
The changes Daniel implemented with Access MySchoolPortal quickly began to make a tangible difference. From streamlined processes to improved communication, the impact was felt across the school.
Here’s how the new system delivered impressive results and set the stage for future growth:
Increased efficiency
The introduction of Access MySchoolPortal brought a marked improvement in the school’s operational efficiency. Tasks that once required manual effort and multiple systems were now centralised and automated.
For example, the process of updating student information, which had been slow and prone to errors, became streamlined and highly accurate.
What used to take 2 hours, can now be completed in less than 30 minutes.
Improved communication
Leveraging the software’s notification capabilities, the school enhanced its communication with parents and guardians. The ability to track responses and update records in real-time ensured that the school always had the most current information - a crucial factor for smooth daily operations and handling emergencies.
Cultural shift
As the administrative team saw the tangible benefits of the new system, their initial resistance began to fade. The success of the implementation not only eased their concerns but also encouraged trust in the software, paving the way for its broader adoption across other areas of school operations.
Scalability and future potential
The positive outcomes from this initial phase have opened the door to further integration of the software into the school’s operations. Daniel envisions expanding its use to additional administrative tasks, such as attendance tracking and parent-teacher communication, to continue driving efficiency and enhancing the school’s overall performance.
The success we’ve seen so far is just the beginning. With the groundwork laid, we’re excited to explore how Access MySchoolPortal can further enhance our operations—whether it’s through streamlined attendance tracking or more efficient parent-teacher communication. The potential for continued improvement is enormous.
Conclusion
The case of Ewell Castle highlights the challenges and opportunities associated with implementing new technology in a traditional setting. Through strategic engagement with the administrative team and a focus on demonstrating tangible benefits, Daniel Halstead was able to improve how the school manages its operations.
The successful implementation of the software not only improved efficiency but also set the stage for a cultural shift towards embracing technology. This case study serves as an example for other schools looking to modernise their administrative processes and improve overall effectiveness.