Let’s be honest: The job title “Data Manager” doesn’t quite capture the scope of what you actually do.

You’re the translator between systems and staff, the fixer of spreadsheets, the validator of reports, and often the person SLT turns to with a 24-hour turnaround (and half the context). 

You sit at the crossroads of teaching, tech, strategy, and in many schools, you’re the only one with a map.

But while your role is mission-critical, it can sometimes feel… invisible. Or at the very least, misunderstood.

This guide is here to change that. Whether you're managing assessment data, supporting department heads, or navigating a major system change, these practical tips and reflections are designed to help you lead with confidence, connect with clarity, and champion the value of good data in your school or trust.

Communication is where everything can rise or fall, especially when it comes to data.

You're likely dealing with a broad spectrum of stakeholders, from exam officers to senior leaders, each with their own priorities (and tolerance for Excel). Bridging that gap means developing a kind of professional bilingualism: translating technical accuracy into educational insight.

Tips:

• Start with purpose, not process: When sharing data, begin by explaining why it matters. “This identifies which pupils are at risk of underperforming” lands better than “Here’s the latest tracking sheet.”

• Create consistent touch points: Regular, informal check-ins with department heads can prevent last-minute panics and improve data quality at source.

• Don’t assume familiarity: You might live and breathe your school’s assessment model, but others won’t. Avoid jargon and be generous with context.
  

Remember: Your role isn’t just about delivering data, it’s about shaping how it’s understood and used.

Many data managers we speak to describe a shared challenge: data is collected… but not always used well. Or worse, it’s distrusted.

Shifting this dynamic means encouraging a school-wide data culture, one where data is valued, understood, and used for improvement, not just accountability.

Try this:

• Highlight patterns, not just numbers: Instead of delivering termly data as a static report, focus on what’s changed, what’s emerging, and where staff might act next.
  

• Involve teachers in data design: If you’re reviewing a dashboard, take 10 minutes to run staff through how this looks. This gives context to where their data is being seen, meaning the result is often more meaningful and they’re more likely to engage with the platform.
  

• Document your processes: Creating a shared data calendar or simple guidance poster in staff workrooms can reduce dependence on you as the only person who “knows the system”. Pupil Progress provides zero-cost Academy training into best practice tracking and monitoring, that can be completed from the comfort of your desk, whether you have a subscription or just considering using a tracking and monitoring tool. You can send this school-wide, ensuring everyone has the foundation of knowledge to start engaging with their data.

If you’re ever asked to contribute to discussions about investing in a new data or assessment platform (hello, tech stack deliberations), it’s natural to feel a little exposed. These conversations come with layers: financial scrutiny, change resistance, and sometimes, the unspoken “What if this doesn’t work?”

But you bring clarity to that conversation, because you know the detail.

Advice:

• Don’t shy away from what’s hard: It’s okay to highlight where current systems fall short. Be candid, and frame problems as opportunities to improve.

• Back your ideas with examples: If you’re recommending something like Pupil Progress, share how it could save time, reduce errors, or support consistent data entry across departments.
  
  

Anticipate the big questions: Costs, training time, data security, staff adoption. Have answers ready, not perfect ones, but thoughtful ones. Speaking to an in-house data expert or former data manager, like those in the Pupil Progress support team, can help equip you to feel confident ahead of these conversations.

You know the usual pressure points: exam entry deadlines, reporting windows, inspection prep. But with software like Pupil Progress, the era of the dreaded “data drop” is over.

Because data is live, up-to-date, and instantly visible, you’re no longer reliant on termly scrambles to collate and clean marksheets. Instead, you can shift from reactive to proactive, supporting your SLT and teaching teams with the information they need before they ask.

Here’s how to make the most of it:

• Replace static deadlines with a shared, ongoing timeline of key pre and post-assessment check-ins, so everyone has a clear view of where their students are and the next steps.

• Protect your peace: Even with real-time data, carving out regular ‘focus time’ can help you spot patterns early, fine tune reports, and give advice that goes beyond “here’s the numbers.”

• Bonus tip: Create a digital bank of quick-start guides, screencasts, or FAQs. With fewer data crises, you’ll have time to future-proof your processes and empower your colleagues. Alternatively, explore available resources that you can recommend to your teams and champion across the school.
  

With the right tools, peak periods don’t have to feel like panic stations. You stay in control, because the data already is.

It’s easy to feel siloed in the role. You’re often one of a kind in your school, or one of a very small team across a trust.

But you’re not alone. Across the UK, there’s a growing community of data managers navigating the same challenges: integrating new platforms, shaping school policy, and championing smarter systems.

Explore:

• Online groups and forums (shoutout to Data Managers UK on Facebook and #EduSky feeds on BlueSky)

• Events or webinars on data leadership
  

Platforms like Pupil Progress that actively involve data managers in product development and feedback loops

You might not be in the classroom, but your work affects every learner. From early interventions to final grades, from curriculum planning to inspection readiness, none of it happens without the data you manage and the systems you sustain.

You're not "just the data person." You're the steward of trust, the architect of clarity, and a leader of school improvement.

And that deserves recognition.

Looking for more tools to make your role easier?

Pupil Progress works with data managers across the UK to streamline assessment tracking, automate reporting, and reduce the admin burden of managing performance data. If you're exploring options, we’re happy to share best practices.