When Systems Don't Talk, Independent Schools Lose More Than Time

There's a particular kind of exhaustion that comes from managing multiple disconnected systems. You know the feeling: logging into one platform to check attendance, another to send emergency alerts, a third to manage visitor check-ins, and somehow trying to coordinate all of it during an actual emergency. Each system works fine on its own, but together they create a daily obstacle course that turns simple tasks into time-consuming frustrations.

For independent school leaders, this isn't just an operational annoyance. It's time stolen from strategic work, from building relationships with students and families, from the meaningful leadership that drew you to education in the first place.

In our recent Connected Schools webinar, three school leaders shared honest perspectives on navigating this challenge. Peter Antupit, CIO at Crystal Springs Uplands School, Michael Saraceno, Director of Operations at The Pingry School, and Apu, IT Consultant at The Pingry School, discussed what actually happens when schools move from platform fragmentation to integrated solutions.

The Hidden Cost of "Best in Class" Systems

Many schools have fallen into what Apu from The Pingry School describes as a common trap: "We were talking about best in class systems, but then they don't talk to each other. So we're spending a lot of human time making the best in class actually usable."

This is the paradox of modern school technology. You carefully evaluate vendors, choose the top-rated platform for each function, train your staff thoroughly, and still find yourself spending hours manually transferring data between systems that should be working together seamlessly.

Peter Antupit from Crystal Springs Uplands School has developed a clear philosophy about this challenge: "I'm a little draconian about systems because I do not want lots of users having to log into multiple systems." His approach focuses on what he calls "essential clicks" to reach the information you need as quickly as possible.

When the Promise Doesn't Match Reality

One of the most valuable parts of the conversation was hearing about the gap between vendor promises and actual functionality. Peter shared a story many school leaders will recognize: "The salespeople said it will absolutely talk. And then you dig a little deeper. Yeah, if you set up these 17 different steps that you need a master programmer to make work, it'll work."

Mike from The Pingry School has learned this lesson through experience: "If you're a vendor and you're coming to me and you're trying to present a solution, if it's not talking to Veracross, I don't think we can continue the conversation." This firm boundary protects his team from the productivity drain of managing yet another disconnected system.

Both schools found that Ruvna's seamless connection to their respective platforms delivered on the integration promise, eliminating the data syncing headaches they'd experienced with previous systems.

The Real Starting Point for Integration

Perhaps the most important insight from the webinar came when Peter emphasized where integration work actually begins.

"In terms of connected systems, it's actually first not about the technology, but connecting with the people."

Before evaluating platforms or comparing features, successful technology adoption starts with building trust across your school community. When you have strong relationships with department heads, data analysts, and the people who will actually use these systems daily, difficult conversations about change become collaborative problem-solving sessions.

Peter elaborated on this approach: "You have to have those relationships across your entire school. And when you're in our roles, that's critical, because otherwise people won't come to you and tell you when they've decided to do something."

Understanding Real Needs

Integration challenges often surface because schools don't take time to understand what people actually need versus what they think they need. Apu's role at The Pingry School has given him unique insight into this dynamic. His ability to "embed myself in an office for a while" and experience different workflows firsthand helps identify solutions that address root problems rather than surface symptoms.

Peter shared similar wisdom: "Getting all those stakeholders together and finding out what they really need. Our perspective of what they need is not necessarily what they believe they need."

When Mike reflected on rolling out Ruvna for emergency management, he identified his key learning: "Understanding the context of the end user when implementing and when planning your implementation is really important."

From Paper and Pen to Streamlined Systems

The transformation both schools experienced demonstrates the tangible impact of moving from disconnected processes to integrated platforms.

Mike described The Pingry School's previous emergency management approach: "Your basic fire drill is taking 35 minutes. We were on paper and pen for a lot of this."

After implementing integrated systems, that 35-minute process dropped to 15 minutes in their first drill.

Peter's school saw similar improvements, estimating they saved approximately 10 minutes per drill by eliminating the rolling milk crate full of binders and paper slips.

These time savings compound across the school year. When you multiply those minutes by the number of drills, actual emergencies, and daily operational tasks, you're recovering hours that staff can redirect toward educational missions.

The Questions That Cut Through Sales Pitches

Both schools have developed practical strategies for evaluating whether vendors can actually deliver on integration promises. Peter shared a surprisingly effective question: "Is there anything that I'm not asking that other people ask?"

This simple inquiry often surfaces considerations you might not have thought about on your own, opening productive conversations about capabilities and potential challenges.

Mike emphasized always including technical staff in vendor conversations: "Something I make sure I do when I'm investigating a new system, for whatever purpose, is I always let the sales rep know up front I'm bringing my tech people, bring yours to the meeting."

These technical conversations reveal whether "integration" means seamless real-time syncing or manual data imports that someone on your team will need to manage.

Learning From Your Peers

Perhaps the most valuable resource for evaluating systems comes from other independent schools facing identical challenges. Peter described his vetting process: "I vet through ISEDL or our local Bay Area Tech listserv. That's the best vet right there, is to just find your people in independent schools that are working with these systems."

These peer networks provide unfiltered perspectives on what actually works. Mike and Apu echoed this collaborative approach, mentioning Veracross user groups, regional independent school associations, and informal gatherings where administrators share solutions to common concerns.

Moving Forward

The conversation revealed that successful integration isn't just about choosing the right technology. It's about building relationships first, understanding real needs deeply, vetting vendors thoroughly through peer networks, and implementing systems with empathy for how change affects people.

As Peter noted about successful implementations, "You can never ask too many people, and you can never overcommunicate a change."

This patient, relationship-centered approach takes longer initially but creates sustainable systems that actually serve your school community.

When independent schools stop accepting disconnected systems as inevitable and start demanding real integration, they reclaim time that rightfully belongs to educational leadership. That recovered time flows back into the relationships, strategic thinking, and community building that makes independent schools special in the first place.

Watch the Full Conversation

Want to hear more from Peter, Mike, and Apu about their integration journeys? Watch the full webinar recording of "The Integration Imperative: Why Disconnected Systems Are Stealing Your Most Valuable Resource" to explore specific implementation strategies, vendor evaluation frameworks, and lessons learned from schools at different stages of integration.