Top Tips for Smarter School Business Managers: How to Work More Effectively

Why Is Working Smarter Important for School Business Managers?

School Business Managers are responsible for a wide range of operational responsibilities, from budgeting and procurement to managing facilities, supporting staff and contributing to school improvement.

With so many competing demands, it can be difficult to find enough time to focus on everything that needs attention. Many SBMs also work independently within their schools, which can sometimes make the role feel isolating.

Working smarter isn’t necessarily about completing more tasks. It’s about identifying priorities, making better use of available resources and developing effective ways of working.

At GLS, we understand the challenges faced by school business professionals. We’ve gathered practical advice inspired by school leaders and people working across the education sector to help SBMs feel more confident, organised and supported.

1. Take Time to Learn the School Business Manager Role

One of the most important things to remember when starting as a School Business Manager is that learning the role takes time.

The responsibilities of an SBM cover several areas, and it’s natural to feel more confident in some than others. You might have experience in finance but be less familiar with premises management, procurement or school governance.

Rather than trying to master everything immediately, focus on developing a strong understanding of your school’s essential processes and responsibilities.

A few useful approaches include:

• Learn the basics first: Understand your school’s financial procedures, key policies, reporting requirements and operational priorities.
• Identify your strengths and development areas: Recognise where you already have experience and where additional training could help.
• Find a mentor: An experienced SBM can offer practical guidance, share their experiences and help you navigate unfamiliar situations.
• Allow time for professional development: Explore relevant training opportunities and build your knowledge gradually.

It’s also important to accept that you won’t always have every answer. School business management is constantly evolving, and learning is an ongoing part of the profession.

2. Build a Strong Professional Network

Networking is one of the most valuable ways for School Business Managers to develop their knowledge and feel supported.

Although every school operates differently, many SBMs face similar challenges, including financial pressures, workload management, staffing concerns and procurement decisions.

Connecting with other professionals provides opportunities to share experiences, exchange advice and discover different approaches to common problems.

How can SBMs build their professional networks?

• Join local and regional school business management networks.
• Connect with other SBMs through professional organisations and online communities.
• Participate in discussions on LinkedIn and other professional platforms.
• Attend conferences, webinars and networking events.
• Share useful resources, templates and practical solutions with colleagues.

Professional communities, including those associated with the Institute of School Business Leadership (ISBL), can provide opportunities to develop professional connections.

The school business community has a strong tradition of sharing knowledge and supporting colleagues. Whether you’re new to the profession or have years of experience, having people to turn to can make a significant difference.

Most importantly, networking reminds you that you’re not alone in facing the challenges of school business management.

3. Save Time Through Better Planning and Organisation

Time management is essential for SBMs because the role often involves balancing planned responsibilities with unexpected requests.

Without a clear approach to organising work, urgent tasks and everyday interruptions can quickly take over the working day.

Effective planning and preparation can help you maintain control of your workload while ensuring that important responsibilities receive the attention they deserve.

Practical ways to save time include:

• Prioritise important tasks: Identify which activities require immediate attention and which can be scheduled for later.
• Plan your working week: Allocate time for financial reporting, procurement, meetings and strategic responsibilities.
• Make meetings purposeful: Ensure meetings have clear objectives and end with agreed actions or decisions.
• Manage interruptions: Where appropriate, arrange a suitable time to deal with non-urgent requests rather than stopping your current task.
• Review administrative processes: Identify repetitive tasks that could be simplified or managed more efficiently.

It can also be worth exploring digital tools and systems that support everyday school administration.

For example, school ordering systems that integrate with finance software may help reduce duplicate data entry and simplify purchasing processes.

Even small improvements to everyday routines can free up valuable time for more important responsibilities.

4. Learn When to Say No and Set Boundaries

School Business Managers are often expected to have answers to almost everything that happens outside the classroom.

From broken equipment and purchasing requests to unexpected administrative problems, colleagues may naturally turn to the SBM for help.

Although supporting the wider school community is an important part of the role, trying to respond to every request immediately can create unnecessary pressure.

Learning when to say no, delegate or rearrange a task is an essential skill.

How can SBMs set effective boundaries?

Start by distinguishing between genuinely urgent situations and tasks that can reasonably wait.

For example, an immediate health and safety concern will usually require urgent attention, while a routine stationery request may be dealt with during a scheduled purchasing session.

It can also help to communicate clearly with colleagues about response times, responsibilities and purchasing procedures.

Where appropriate, delegate tasks to colleagues with the relevant skills and responsibilities rather than trying to complete everything yourself.

Setting boundaries doesn’t mean being unhelpful. It allows you to manage your time effectively and focus on the responsibilities that have the greatest impact on your school.

5. Build Resilience and Manage Everyday Pressures

School Business Managers regularly face pressure from different directions, including school leaders, governors, staff, parents and external organisations.

Balancing these expectations can be difficult, particularly when financial constraints or operational priorities mean that not everyone will agree with a decision.

Developing resilience can help SBMs manage challenging situations while maintaining a positive and professional approach.

Ways to build resilience include:

• Focus on what you can control: Concentrate on the decisions and actions within your responsibilities.
• Avoid taking disagreements personally: Difficult decisions are often a necessary part of effective school management.
• Seek support when needed: Speak to trusted colleagues, mentors or professional networks about challenges.
• Break large tasks into smaller steps: This can make demanding projects feel more manageable.
• Recognise your achievements: Take time to acknowledge improvements and positive outcomes, even when progress feels gradual.

Resilience isn’t about ignoring pressure or accepting an unmanageable workload. It’s about developing practical strategies, seeking appropriate support and recognising when priorities need to be reviewed.

Remember that you won’t always be able to keep everyone happy, and that’s part of working in a role that involves making important decisions.

6. Think Strategically, Not Just Operationally

One of the most valuable contributions an SBM can make is helping their school plan for the future.

Although daily operational responsibilities can take up a significant amount of time, strategic thinking is equally important.

A School Business Manager should understand how financial decisions, resource allocation, staffing and operational planning contribute to the school’s wider priorities.

How can SBMs develop a more strategic approach?

• Set aside regular time for long-term planning.
• Work closely with the Senior Leadership Team (SLT) to understand school improvement priorities.
• Review budgets and identify opportunities to use resources more effectively.
• Consider the long-term implications of purchasing and operational decisions.
• Evaluate whether existing processes continue to meet the school’s needs.

For example, rather than simply responding to individual purchasing requests, consider whether reviewing suppliers, consolidating orders or improving purchasing procedures could create efficiencies across the school.

The Department for Education’s Schools Financial Value Standard (SFVS) also provides a useful framework for maintained schools to assess financial management and consider improvements.

Strategic planning helps ensure that everyday decisions support the school’s long-term sustainability and educational objectives.

7. Invest in Tools That Help You Stay Organised

Having the right organisational tools can make a noticeable difference to how effectively you manage your workload.

Not every solution needs to be digital or expensive. Sometimes, simple stationery and a well-organised working environment can be just as valuable.

Useful tools for School Business Managers include:

• Notebooks and planners: Record important tasks, meeting notes and upcoming deadlines.
• Colour-coded dividers and folders: Organise paperwork, policies and financial documents.
• Sticky notes and labels: Highlight reminders and organise everyday administrative work.
• Plastic wallets and filing systems: Keep important paperwork together and easy to locate.
• Online calendars: Schedule meetings, reporting deadlines and recurring responsibilities.
• Digital task management tools: Platforms such as Trello can help organise projects and track progress.
• School management systems: Support everyday administration, purchasing and financial processes.

When choosing tools, think about what will genuinely make your working day easier.

For example, a colour-coded filing system may help you quickly locate essential paperwork, while a shared digital calendar can improve communication with colleagues.

It’s also important to consider your school’s data protection and information security requirements when using digital systems.

Ultimately, the best tools are the ones that fit your school’s processes and help you stay organised without creating additional administrative work.

8. Remember That Your Work Makes a Difference to Children

With so much attention focused on budgets, paperwork, facilities and administrative responsibilities, it can sometimes be easy to lose sight of the wider purpose of school business management.

Although SBMs may not spend every day working directly with pupils, their contribution plays an important part in creating positive learning environments.

Effective financial planning helps schools allocate resources where they’re needed. Well-managed facilities support safe and welcoming spaces, while thoughtful purchasing decisions help ensure staff and pupils have access to appropriate educational resources.

When you’re having a particularly challenging day, consider the positive changes you’ve helped make possible.

Perhaps you’ve supported the development of a new learning space, improved an inefficient process or helped your school invest in valuable classroom resources.

These achievements matter.

School Business Managers are an important part of the wider school community, and their work contributes to the experiences and opportunities available to children.

Remembering the purpose behind your responsibilities can help maintain motivation, especially during demanding periods.

How Does GLS Support School Business Managers?

At GLS, we recognise that school business professionals have a wide range of responsibilities and limited time to manage them.

From everyday classroom essentials to office stationery and facilities supplies, having reliable access to school resources is an important part of keeping school operations running smoothly.

Planning purchases, maintaining organised supplies and reviewing ordering processes can all help schools manage resources more effectively.

Our aim is to make everyday school purchasing easier, helping SBMs spend less time managing routine supply requirements and more time focusing on their school’s priorities.

It’s part of our commitment to understanding the realities of working in education. Schools. We get you.

Final Thoughts: Becoming a Smarter School Business Manager

Working smarter as a School Business Manager isn’t about having every answer or completing every task immediately. It’s about developing the skills, confidence and support systems needed to manage your responsibilities effectively.

Taking time to learn, building a professional network, setting boundaries and thinking strategically can all make the role more manageable and rewarding.

Most importantly, remember that you’re not alone. There is a wider school business community ready to share experiences, offer advice and support one another.

By making small, practical changes to the way you work, you can create more time for the responsibilities that matter most and continue making a positive difference to your school.