How Administrators Can Use AI to Improve School Operations

by Baylee Lindell Schneier

School administrators play a crucial role in ensuring that everything runs smoothly, from managing schedules and budgets to supporting teachers and communicating with parents. Their leadership sets the tone for a school’s culture and success, but the reality is that administrative work can often feel like an endless cycle of emails, paperwork, and logistical coordination. With so much on their plates, it’s no surprise that many school leaders struggle to find time for big-picture initiatives, instructional leadership, or even connecting with students and staff. This is where AI can help! Not by taking over, but by streamlining operations so administrators can focus on what truly matters.?

Despite its potential, some administrators may be hesitant to embrace AI in their schools. Concerns about data privacy, reliability, and the fear of technology replacing human decision-making are common. There’s also the challenge of learning new systems and ensuring that AI aligns with school values and policies. However, AI doesn’t have to be intimidating or disruptive. When implemented thoughtfully, it can serve as a powerful assistant, handling time-consuming tasks and allowing administrators to be more strategic and present in their roles.?

One of the most impactful ways administrators can use AI is through CustomGPTs, which can serve as personalized AI assistants for their schools. Imagine an AI chatbot that instantly answers frequently asked questions from parents about enrollment, school policies, or event schedules. This reduces the flood of repetitive emails that administrators and office staff have to manage. CustomGPTs can also assist teachers by providing quick access to curriculum resources, professional development opportunities, or even school-wide announcements. By automating these responses, school leaders can reclaim hours of their time each week while still ensuring that communication remains efficient and accurate.?

Another powerful AI tool for school operations is Zapier, which automates repetitive tasks by connecting the various apps and platforms educators already use. Instead of manually entering data across multiple systems, administrators can set up workflows that handle these processes automatically. For example, Zapier can sync student attendance records with communication platforms to notify parents of absences in real time, generate performance reports based on assessment data, or even send reminders for important deadlines. These small automations eliminate tedious administrative work, helping schools run more efficiently.?

For administrators looking to enhance instructional leadership, Brisk Teaching offers AI-driven insights into student performance and classroom trends. Rather than spending hours analyzing spreadsheets and compiling reports, school leaders can use Brisk to quickly identify learning gaps, track progress, and provide targeted support to teachers. By giving administrators a clear, data-informed picture of what’s happening in classrooms, AI enables them to make more informed decisions that directly impact student success.?

Ultimately, AI isn’t about replacing administrators, it’s about giving them the tools they need to lead more effectively. The daily responsibilities of running a school will always be complex, but AI can remove much of the unnecessary friction, allowing school leaders to focus on fostering a thriving learning environment. By embracing AI for operations, administrators can spend less time managing logistics and more time making meaningful connections, driving innovation, and shaping the future of education.?