BESA’s guide to conducting a meaningful end-of-term supplier review

As the academic year comes to a close, many schools and MATs will be reviewing what has worked well, what has created pressure, and what needs to change before September. 

Supplier outputs and relationships should be part of that reflection ~ examining whether they are still meeting the needs of your staff, pupils and educational setting. 

This job can feel like an admin tick-box, but when budgets are stretched and staff capacity is limited, supplier reviews are essential. They help schools and trusts to understand what is delivering value, where support could be improved, and crucially, whether a supplier remains the right partner for the year ahead. 

The good news is that we have created this handy guide to make the process as easy as possible… 

Start with the suppliers that have the biggest impact 

Not every supplier needs a formal review process. Start with the organisations that have the most influence on day-to-day life in your school, such as those linked to: 

• high-value contracts 

• pupil or staff data 

• safeguarding responsibilities 

• essential classroom or operational systems 

• staff workload 

• pupil outcomes or wellbeing 

• services due for renewal before or during the next academic year. 

For smaller purchases, a lighter-touch reflection may be enough. For higher-risk or higher-value suppliers, a more structured review can help schools make better decisions before renewing, changing or expanding a contract. 

Ask whether the supplier is still meeting your needs 

Schools change quickly. A product, platform or service that was right when it was first purchased may need reviewing as your priorities, budgets, pupil needs or staffing pressures evolve. 

Useful questions to ask include: 

• Is the supplier delivering what was agreed? 

• Is the product or service still being used in the way intended? 

• Has it helped solve the problem we originally identified? 

• Does it still represent value for money? 

• Is it reducing pressure on staff, or creating additional workload? 

• Are staff confident using it? 

• Has the supplier responded well to questions, issues or changes? 

• Would we choose this supplier again? 

These questions can help move the review beyond whether a product works and towards whether it is genuinely supporting your school. 

Gather feedback from the people actually using the product or service 

A meaningful review should reflect the experience of those using the supplier’s product or service every single day. 

That might include teachers, teaching assistants, school business professionals, IT teams, safeguarding leads, finance colleagues, pupils, parents or trust leaders, depending on the product, service or supplier. 

Before making decisions about renewal or replacement, consider gathering feedback on: 

• ease of use 

• reliability 

• training and onboarding 

• customer support 

• impact on workload 

• value for money 

• accessibility and inclusion 

• safeguarding or data protection confidence 

• whether expectations matched the reality of delivery. 

This feedback does not need to be complicated. A short survey, poll or quick review meeting can provide useful insight before the next contract decision is made. 

Make sure you’re reviewing value rather than cost as standalone 

The cheapest option is not always the best value, particularly when products or services require significant staff time to implement or maintain. 

When reviewing suppliers, consider the full value they provide. This may include: 

• quality and reliability 

• time saved for staff 

• ease of implementation 

• training and ongoing support 

• responsiveness when issues arise 

• evidence of impact 

• alignment with your school or trust priorities 

• transparency around pricing and renewals. 

A supplier that offers strong support, clear communication and reliable delivery may provide better long-term value than one that appears cheaper at the start but creates additional workload or uncertainty. 

Look at communication and support 

Supplier relationships work best when communication is open, honest and responsive. 

As part of your review, consider whether the supplier has: 

• responded quickly and clearly to questions 

• been transparent about costs, changes or limitations 

• provided realistic timescales 

• offered useful training or guidance 

• helped resolve issues effectively 

• listened to feedback from your school or trust 

• communicated honestly when something has not gone to plan. 

This is also where recognised standards can help. Suppliers that are Backed by BESA have committed to the BESA Code of Practice, which covers areas including quality, integrity, transparency, safeguarding and respectful business conduct. 

Ensuring that your suppliers are Backed by BESA can provide additional confidence that the organisations they work with have committed to recognised standards across the education sector. 

Use the review to improve the relationship 

A supplier review should not only be about deciding whether to renew or replace a contract. It can also be a useful opportunity to improve how you work together. 

Arrange a conversation to discuss results from this academic year and ask: 

• What could the supplier do differently next year? 

• What could your school or trust do differently to get more value from the product or service? 

• Is more staff training needed? 

• Are there features, resources or support options you are not currently using? 

• Have your priorities changed since the original agreement? 

• Are there opportunities to simplify processes or reduce workload? 

A good supplier should welcome constructive feedback and be willing to discuss how they can better support your setting. They may also have useful feedback for you! 

Capture clear actions before September 

At the end of the supplier meeting or internal review, agree what happens next. 

This might include: 

• renewing the supplier relationship 

• renegotiating terms 

• requesting additional training 

• resolving outstanding issues 

• updating internal processes 

• reviewing usage levels 

• comparing alternative suppliers 

• ending the contract if it no longer meets your needs. 

Record the key decisions, actions, owners and timescales so that the review leads to practical next steps rather than a useful conversation with no follow-up. 

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The end of term is a natural moment to reflect, review and reset. By taking time to assess supplier relationships now, schools can enter September with greater confidence in the products, services and partners supporting their staff and pupils. 

For a full list of suppliers that are Backed by BESA, explore the BESA Member Directory here.