Why every solution needs a caretaker
Digital solutions – whether a flow, an app or a SharePoint structure – only work as long as someone is responsible for them. Without a named person, the solution drifts: nobody responds to errors, nobody adjusts it when things change, nobody collects feedback from users.
In agile projects this role is called the Product Owner. In a school context it can simply be called the caretaker – the person who keeps the product or process in view and coordinates its further development.
What the caretaker does
- Collects requirements and feedback from users
- Clarifies priorities: what is urgent, what can wait?
- Coordinates further development with those implementing it technically
- Communicates changes and new features to colleagues
- Ensures the solution is updated when circumstances change (e.g. new school year, new requirements)
What the caretaker does not need
The caretaker does not need technical expertise. They need to understand what problem the solution solves – and to be able to communicate with users and those responsible for the technical side. Subject-matter knowledge of the school context is more important than technical detail knowledge.
What happens without a caretaker
- Errors go unnoticed for long periods or are never fixed
- The solution is not developed further, even when improvement needs are known
- After a change of personnel, nobody knows how the solution works
- User trust drops – and the solution gets bypassed
Making the caretaker role official
Recommendation: establish the caretaker role in writing at the start of any digital project – even if it sounds informal at first. Clarify:
- Who takes on the role?
- How much time is available for it?
- What happens if that person leaves the school?
Half an hour per week can be enough – if it is invested regularly and reliably.
Key takeaway
No caretaker, no sustainable solution. The technical implementation is often the easy part – maintaining it over months and years requires a responsible person.