Beyond the Pitch: A School Administrator’s Guide to Smart Vendor Selection

As summer winds down and schools across the country prepare for another academic year, I’ve been thinking about the conversations I’ve had with school leaders over the past few months. There’s a common thread that keeps coming up: the gap between what technology partnerships promise and what they actually deliver when schools need them most. 

At Ruvna, working with over 500 schools has given me a front-row seat to what makes some vendor relationships thrive while others struggle. Here’s what I keep coming back to: the schools that succeed aren’t necessarily working with the vendors who promise the most—they’re partnering with vendors who truly understand education and can deliver on their promise. 

Start with Your Why (Really) 

Before you even schedule that first vendor demo, take a step back. What specific problem are you actually trying to solve? I see this all the time—schools say they need “better technology” without digging into what that really means. 

• Are you struggling with communication during crisis situations?  
• Do you need better visibility into what’s happening across your campus?  
• Are manual processes eating up staff time that should be spent on education? 

Here’s what I’ve observed: The clearer you are about your actual challenges, the better questions you’ll ask and the less likely you are to get swayed by flashy features you’ll never use. 

What I’m Seeing in Strong Partnerships 

Working with schools daily on safety and operational issues has shown me some consistent patterns in what separates lasting vendor relationships from costly mistakes. 

Deep Education Experience: Look for vendors who understand the unique pressures schools face. I’m talking about knowing why the month of August is different from February and recognizing that when something breaks, it affects kids—not just productivity metrics or quarterly targets. Ask for references from schools that look like yours—not just any success stories, but ones facing similar challenges. 

Honest Conversations from Day One: The best partnerships I’ve witnessed start with transparent discussions about costs, realistic timelines, and potential challenges. When vendors can’t give you straightforward answers about pricing or seem uncomfortable discussing what might go wrong, that tells you something important. 

Systems That Work Together: Pay attention to how vendors approach integrations with the other systems your school uses. Schools shouldn’t have to choose between specialized tools or waste time on manual data entry because platforms don’t talk to each other. Blackbaud’s flexible ecosystem, for example, empowers us to create secure APIs (Application Programming Interfaces) that allow seamless data flow between their SIS and our emergency management system. This collaborative approach is what schools should expect—integrated systems rather than disconnected solutions you must manage separately.

Support That Actually Supports: Here’s another thing we’ve learned over 10 years of working with schools: exceptional support isn’t just about answering tickets quickly. It’s about understanding that when a principal calls at 6 PM before a snow day, they need someone who knows both the technology and the education context behind the urgency. For heads of school, this directly impacts parent trust and enrollment stability. For CFOs, it’s about protecting your technology investment when you need it most. 

Questions Worth Asking 

Over the years, I’ve noticed that the most successful school leaders ask fundamentally different questions during vendor conversations, such as: 

During those initial demos:  

• “Walk me through what this looks like on your busiest day.”  
• “What happens when we need help outside normal business hours?”  
• “How do you handle it when schools’ needs to evolve mid-contract?” 

When you’re talking to references:  

• “What surprised you most during implementation?”  
• “How has this vendor handled unexpected challenges?”  
• “Knowing what you know now, what would you want other schools to understand?” 

Before you sign anything:  

• “What’s included versus what costs extra down the road?”  
• “If we need to make changes, how does that process actually work?”  
• “Who exactly will we be working with after the contract is signed?” 

Red Flags I Keep Seeing 

Here’s what makes me concerned when I hear about schools’ vendor selection processes: pressure to sign quickly, reluctance to provide recent references, or vendors who seem unfamiliar with school compliance requirements. 

But there’s another red flag I encounter frequently: vendors selling repurposed business solutions to schools. You can usually spot this when the sales pitch focuses heavily on corporate case studies, when the interface feels like it was designed for office workers rather than educators, or when basic education workflows seem like afterthoughts. Ask directly: “Was this platform built specifically for K–12 education, or adapted from another industry?” The answer—and how confidently they give it—will tell you a lot. 

Schools have fundamentally different needs than corporate environments. Student safety isn’t the same as workplace security. Parent communication isn’t the same as customer service. Budget cycles, compliance requirements, tuition and fund management, and operational rhythms are entirely unique to education. 

But here’s the thing—it’s not just about avoiding bad partners. It’s about recognizing great ones. Pay attention to how vendors handle your questions. Thoughtful, detailed responses often preview what the ongoing relationship will feel like. 

Why Support Infrastructure Matters More Than You Think 

What really stands out to me here is the difference exceptional support makes every day. Schools operate in a unique environment—limited IT resources, strict compliance requirements, and the reality that when communication systems fail, it affects entire communities. 

What sets the best vendors apart is their investment in support teams that understand education. Not just the technology, but the rhythm of academic life, the pressures administrators face, and why response time matters when schools need help. 

The vendors who succeed long-term are those who staff appropriately for back-to-school rushes, understand the cyclical demands of academic calendars, and can provide guidance that goes beyond basic troubleshooting. 

Setting Up for Success 

Even the strongest vendor relationship needs thoughtful planning from your end. Set clear expectations about timelines and success metrics. Identify who on your team will champion the implementation. Plan for change management early. 

Here’s what I’ve noticed: The best vendors don’t just deliver technology and disappear. They stay engaged—offering ongoing training, proactive check-ins during busy periods, and genuine partnership in helping you succeed. 

The Bottom Line 

Selecting the right vendor isn’t just about finding the best features or the lowest price. It’s about finding a partner who understands your unique environment and will be there when you need them most. 

With another academic year ahead and technology playing an increasingly critical role in school operations, these partnership decisions have never mattered more. Take your time. Ask tough questions. Trust your instincts about whether this feels like a genuine partnership from the start. 

Remember—you’re not just buying software. You’re investing in your school’s ability to communicate effectively, operate safely, and focus on what matters most: serving your school community. 

How are you approaching these partnerships? What questions have helped you separate genuine partners from vendors just looking to close deals? Let’s continue building this resource together. Because the more we share what’s working (and what isn’t), the better equipped we all are to serve our school communities.