Top 5 challenges schools face when procuring ICT – and how leasing solves them

Buying ICT for schools has always been a balancing act — between tight budgets, evolving curriculum demands, and the pressure to keep up with changing technology. Even with the best intentions and planning, it’s easy for decisions to be shaped by short-term constraints rather than long-term value.

Through our Department for Education (DfE)-approved ICT procurement framework, Everything ICT supports schools and trusts in navigating these challenges. One option that continues to gain momentum is leasing — and for good reason. Done properly, it offers flexibility, financial predictability, and a smarter way to keep technology up to date.

Here are five common procurement challenges schools often encounter — and how leasing can provide a practical way forward.

1. Technology that can’t keep up

The challenge: School budgets often only stretch to ICT refreshes every few years, and in that time, technology, and the way it’s used in classrooms, can move on significantly.

How leasing helps: Leasing supports planned, regular upgrades, helping schools avoid being locked into outdated systems and ensuring pupils and staff always have access to reliable, fit-for-purpose technology.

Everything ICT provides access to over 250 trusted suppliers, helping schools plan realistic refresh cycles and build this into manageable payments over time.

2. Unexpected costs over time

The challenge: The upfront price of devices is just one part of the overall cost. Maintenance, replacements, support, and software can add up, often unpredictably.

How leasing helps: Leasing can combine equipment, support services, and even accidental damage cover into one monthly payment — making budgeting easier and avoiding surprises later.

Our suppliers offer clearly itemised quotes and flexible packages, tailored to each school’s needs.

3. Difficulty adapting to changing needs

The challenge: School requirements can shift quickly — whether due to changes in cohort size, curriculum updates, or new digital learning priorities. Traditional procurement routes aren’t always designed to keep pace.

How leasing helps: Leasing agreements can be structured to accommodate changes more easily, with the option to scale up or refresh devices during the leasing period.

Our contracts are built with flexibility in mind, and we work with trusted suppliers who understand the operational demands of schools and MATs.

4. Procurement without specialist support

The challenge: School leaders are making complex decisions around ICT on top of an already full workload. It’s not always easy to keep up with changing specifications, compatibility issues, or evolving network requirements.

How leasing helps: Leasing providers often include specification advice, configuration, and rollout support as part of the service — making it easier to make confident, informed decisions.

Every supplier on our framework has been vetted for experience, compliance, and quality of service. Our expert team offer support throughout the procurement process to ensure a solution that meets your requirements.

5. Budgets delaying projects

The challenge: When capital budgets are tight, essential ICT upgrades can end up postponed — even when there’s a clear need to act.

How leasing helps: Leasing spreads costs over time, making it possible to introduce or upgrade technology now while aligning payments with future budgets.

Everything ICT offers leasing as a compliant procurement route under DfE guidance. This allows schools to meet immediate needs without breaching budgetary controls or policy.

A practical, supported approach to ICT leasing for schools

Procuring ICT is rarely straightforward — but it doesn’t have to be stressful. With the right partners, a clear plan, and a flexible approach like leasing, schools can access up-to-date technology that fits both their educational goals and their budgets.

Our DfE-approved framework was designed to help schools make well-informed, sustainable ICT choices — whether you’re planning a full infrastructure refresh or simply adding devices to support growing classroom needs.

If you’d like to explore how leasing could support your school’s ICT plans, we’re here to help.