There’s a question that doesn’t get enough airtime in major technology projects, especially moves to the cloud:
“Do we have the staff to support this change?”
Everyone gets excited about the shiny new system. Online workflows! Automated routing! Data at your fingertips! But behind every new capability is one critical truth:
If you don’t have enough people (or the right people) to support the upgrade, that “better” experience can quickly turn worse.
When Technology Moves Faster Than Teams
We see it often:
A campus is using a manual or paper process. It’s not perfect, but it works. Staff know it. They can catch weird issues early. They can walk over to someone’s desk to resolve a problem.
Then the new cloud-based SIS comes along and suddenly everything is online.
Yes, that’s progress.
But progress = more volume, more visibility, more hands needed to keep things flowing.
And the complexity of some online processes? Let’s just say they aren’t always as “simple” as the demo.
When going live with new technology, especially a Student Information System, institutions are also changing policies, workflows, reporting structures, security roles, terminology, and even job duties. That’s a lot of transformation landing all at once.
“Everything Was Set Up Right”… Right?
Many projects operate under a hopeful assumption: If we test enough, things will be fine.
But when a change impacts thousands of students instantly, even a small setup issue can become a tidal wave for a lean team.
If you don’t have the staff to absorb the questions, handle the fixes, and guide users through new experiences, frustration builds. Not just internally, but among students and faculty, too. Once trust is cracked, it’s tough (and expensive) to restore.
Smaller Scope, Big Wins
This isn’t about resisting change. Institutions absolutely should modernize and move forward.
It’s about pacing with purpose.
A few ideas we love:
✔️ Prioritize a smaller go-live scope with clean execution
✔️ Build future-state improvements into a phased roadmap
✔️ Right-size support teams before launch, not after
✔️ Extend temporary staffing through stabilization, not just go-live weekend
✔️ Invest in “future-filling” positions to match your new operating model
The truth: Higher ed teams are already stretched. Expecting them to absorb a surge in questions and issues without extra support is a setup for burnout and breakdown.
A smoother go-live that allows space for learning and operational readiness? That’s how you build confidence in the system rather than resentment.
This Is Where We Come In
At Legato Strategic Consulting, we help higher ed institutions:
Identify how future-state processes change staffing needs
Understand the real operational impacts of a new SIS
Build staffing and support strategies that protect the student experience
Provide expert side-by-side help during and after Workday Student go-lives
We walk with teams through the bumps so students don’t feel them.
Our clients tell us the extra hands and expertise save enormous time, reduce chaos, and keep teams focused on their real jobs: serving learners.
Let’s Start the Conversation
If you work in higher ed and want to chat about staffing for a technology transition, we’d love to help. There's no pressure, no sales pitch.
👉 Book a free strategy conversation (We do these every month because we genuinely want campuses to succeed.)
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Let’s make sure your people are set up to succeed every step of the way.
