Working Together on School Budgets: A Guide for Marketing, Communications and Fundraising Leaders

This article submitted by Dr Ian Anthony, Chief Financial Officer, Scotch College 

Preparing for your annual budget isn’t just about numbers, it’s about aligning your plans with the school’s strategic goals and ensuring financial transparency. Here’s how to work smoothly with your Business Manager or main Finance lead. 

Understand the Big Picture 

• Know the school’s strategic plan: Every budget request should link back to a strategic objective – whether it’s boosting enrolments, improving community engagement, or enhancing student experience.
• Ask about financial constraints: Understand what’s already committed and what flexibility exists.

Budget Analysis & Forecasting 

• Review last year’s budget: What worked? What didn’t? Use this to guide your new proposals.
• Forecast realistically:
  • Base projections on actual data (e.g. past event income, campaign ROI).
  • Avoid overly optimistic estimates – your credibility depends on accuracy. Business Managers like dependability… they dislike surprises! 
• Include all costs: Think beyond direct expenses—include any external costs, software required – implementation and annual running expenses, training, staff time, etc.

Requesting New Line Items 

• Be clear and specific:
  • Name the item (e.g. “Digital Open Day Campaign”). 
    
  • State the cost and provide firm quotes where possible.
    
  • Outline expected outcomes (e.g. “Increase enrolment inquiries in the early learning years by 20%”). 
• Tie it to strategy: Explain how the item supports school goals.
• Include measurable outcomes: This helps justify the spend and track success.

Tips for a Smooth Budget Process 

• No surprises: Keep your Business Manager informed early—don’t wait until the last minute.
• Use templates: Ask if there’s a preferred format for budget submissions.
• Document assumptions: If you’re estimating costs or income, explain your logic.
• Be open to feedback: Finance teams may suggest adjustments – see this as collaboration, not criticism. They’re usually trying to balance requests across many areas and will lean towards spending that supports the ongoing growth of the school.

Build a Strong Relationship 

• Meet regularly: Don’t just talk at budget time – build rapport throughout the year, seek feedback.
• Share wins: Let your Finance lead know when a campaign exceeds expectations—it builds trust.
• Ask for help: They can often help you find savings or better ways to structure your budget.

By working closely with your Business Manager, you’ll not only improve your budgeting accuracy – you’ll also strengthen your case for funding and help your school achieve its goals more effectively. 

Dr Ian Anthony 
Chief Financial Officer 
Scotch College