From last-minute cake sales to themed dress-up days, parents of school-aged children often find themselves struggling to stay on top of an endless stream of school admin. For single parent Ruth Billingham from Cardiff, the experience feels like “scrabbling around for a specific item of clothing or a pound coin” more often than she’d like.

“I just can’t keep up with everything,” Ruth admits. With her 10-year-old daughter Delyth in primary school and a full-time job to juggle, the mental load of parenting is compounded by constant notifications, emails, apps, and updates from school.

Too Many Messages, Not Enough Time

“There’s just too many ways the school communicates with you,” Ruth said. Newsletters, weekly updates, emails, apps, Microsoft Teams, ParentPay, and even WhatsApp groups contribute to the cluttered communication landscape.

While official channels can be overwhelming, Ruth says informal WhatsApp groups are a lifeline. “We’ve become reliant on other parents to remind us what’s happening,” she laughs. Often, she finds herself relying on reminders like “remember it’s wear red day tomorrow” from more involved parents to stay on track.

A Full-Time Job in Disguise

Parenting blogger Claire Kirby from Southampton echoes Ruth’s experience. With two sons aged 15 and 11, Claire once counted nine different school-related apps on her phone. “It almost feels like a full-time job keeping on top of it all sometimes,” she says.

Claire runs the blog Life, Love and Dirty Dishes, where she shares organizational strategies for managing family life. Naturally organized, she offers helpful, realistic tips to bring structure to the school chaos.

Claire Kirby’s Top Tips to Beat School Admin Overwhelm

• Use a shared family calendar: Make everyone responsible for knowing the schedule.
• Enter information immediately: Don’t wait. Add events as soon as you receive them.
• Color-code events: Use separate colors for school events, appointments, and personal plans.
• Group school apps in one folder: Easy access reduces friction and saves time.
• Plan ahead: Add term dates and inset days to your calendar at the beginning of the year.
• Set reminders: Get alerts a few days before themed days or important submissions.
• Stock up on essentials: Keep spare gifts, cards, and coins handy for emergencies.
• Build a routine: Prepare school bags and uniforms the night before.
• Assign responsibilities: Let children take charge of things like packing their PE kits.
• Do a Sunday reset: Review the week’s needs and prep accordingly.
• Share the load: In two-parent households, ensure both receive school emails.
• Don’t stress over slip-ups: “There’s so much going on—you can’t be perfect,” Claire reminds.

Be Kind to Yourself

Both Ruth and Claire emphasize the importance of self-compassion. The school admin load can feel overwhelming, especially for working or single parents. Recognizing burnout, asking for help, and giving yourself permission to drop the occasional ball are essential for long-term balance.

“There is so much,” says Claire. “You can’t go to every event. And that’s okay.”

If you’re struggling to keep up with the pressures of school admin, remember: you’re not alone, and support—whether from tech tools or fellow parents—is always available.