Common Mistakes Universities Make When Investing in Technologies

When it comes to tech in higher education, more doesn’t always mean better.

Universities everywhere are investing in new tools to modernise the student journey and improve staff workflows — and rightly so. But with the sheer number of platforms out there, it’s easy to fall into some familiar traps.

The truth is, most universities already have the right intentions. The challenge lies in execution. From overlapping systems to legacy tools that no longer meet expectations, even well-meaning tech decisions can backfire.

Let’s take a look at some of the most common mistakes — and how to avoid them.

1. Juggling Too Many Disconnected Systems

It’s tempting to pick out the best tools for each department. One for admissions, another for events, something else for marketing. But when these platforms don’t talk to each other, it creates real problems — for staff and students alike.

Siloed systems lead to duplicated work, inconsistent data, and a lack of clarity around what’s actually going on. And in a sector that thrives on relationships, that fragmentation can be costly.

The goal isn’t to have the most tools — it’s to have the right ones that work together.

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2. Forgetting to Prioritise Integration

Think of your systems like a team — they need to collaborate. When platforms aren’t integrated, it often means manual workarounds: downloading data from one tool and uploading it into another, time and time again.

Integration isn’t just a technical bonus. It’s what makes personalisation possible. It’s how you deliver consistent messages across touchpoints. It’s the foundation for making data-driven decisions — and it’s what today’s students expect.

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3. Going All-In on Custom, In-House Builds

We get it. Building a system internally seems like the perfect way to get exactly what you need. But what starts out as flexible and cost-effective can quickly become expensive and unsustainable.

In-house systems are often reliant on specific people or teams, and when those people move on, maintaining the platform becomes a serious challenge. Upgrades and bug fixes take time. Documentation is often limited. And scaling? That’s rarely straightforward.

Unless you have the long-term resources to support it, a bespoke system can become more of a burden than a benefit.

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4. Holding On to Legacy Tech for Too Long

It’s understandable — replacing an existing system can feel like a huge undertaking. But the digital world moves fast, and the systems that worked five years ago may not be serving your institution (or your students) anymore.

Legacy tech often lacks the flexibility, security and mobile functionality modern users demand. And maintaining it can cost more — both in money and in missed opportunities — than making a strategic upgrade.

If you’re relying on workarounds to do basic tasks, it might be time for a rethink.

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5. Overlooking Mobile Compatibility

The majority of prospective students will interact with your university — from their first enquiry to final enrolment — on their phone. If your platform doesn’t work well on mobile, you’re creating friction at every step of the journey.

Mobile-first design isn’t just about user experience. It’s about accessibility, inclusivity and brand perception. A seamless mobile interface shows that your institution is modern, responsive and student-focused.

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So, What’s the Solution?

It comes down to balance.

The goal isn’t to implement more technology — it’s to create a joined-up, user-friendly ecosystem that delivers maximum value with minimal complexity.

That means:

• Investing in integrated platforms that support collaboration.
• Prioritising systems that are built for higher education, not retrofitted to it.
• Choosing tools that are flexible enough to evolve as your needs change.

At Full Fabric, we believe technology should work for you — not against you. That’s why we’ve built a suite of tools designed specifically for universities and business schools, from admissions through to enrolment and beyond.

If your team is spending more time navigating systems than supporting students, it might be time to rethink your tech stack.

Curious to see how an integrated CRM could help your university thrive? Book a demo with Full Fabric today.

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