Future-readiness in a cost-restrained sector: A roundtable recap

This week 13 Higher Education leaders across the UK represented their respective institutions during a roundtable discussion at The British Library, hosted by Instructure and our CoSector partners. The discussion was led by Sidharth Oberoi, VP of Global Strategy at Instructure and moderated by Professor Martin Bean CBE, Former Vice Chancellor and CEO of The Bean Centre, and focused on how to drive successful institutional innovation in a time of heightened financial pressure, outdated technological infrastructure, and shifting student expectations. Here were the key takeaways.

Takeaway 1: Student experience must take centre stage

The roundtable opened with a resounding message: student experience is not a luxury, it’s a strategic necessity. Leaders acknowledged that today’s students expect a seamless, consistent, and intuitive digital environment. There’s a pressing need to meet students where they are, by getting up to speed with, and implementing the technology that the students are already using.

Unfortunately, many institutions fall short due to legacy systems, inconsistent user experiences, and fragmented digital ecosystems. As one attendee put it, “We’ve experimented with shiny tools without sorting out the fundamentals.”

Key strategies discussed included:

• Establishing shared principles and a clear roadmap for digital change
• Investing in foundational infrastructure before layering on innovation
• Partnering with students’ unions and gathering feedback from learners and educators to align expectations
• Breaking down internal silos and creating more consistent experiences across departments and platforms

There was a call for bolder thinking, simplified systems, and “click-and-mortar” experiences that match the same level of care and investment as physical campuses.

Takeaway 2: Expose the hidden costs of inaction

While the temptation to delay investment in digital transformation is understandable, the roundtable emphasised that the cost of inaction is mounting and largely hidden. Outdated systems lead to revenue loss, student disengagement, and inefficiencies that drain institutional resources. 

Participants spoke about the challenges of getting key decision makers to truly understand these costs and give their buy in for digital transformation. 

A powerful theme emerged: “show, don’t tell.” In other words, rather than relying solely on ROI spreadsheets, leaders can help peers experience the inefficiencies first-hand, from laborious administrative tasks to duplicated efforts across systems.

In turn, demonstrate how AI can reduce workload, support educators, and personalise learning experiences.  The group urged institutions to reframe the digital conversation not as a cost, but as an enabler of excellence.

Takeaway 3: Build for the future through smarter, leaner infrastructure

In the final segment, attention turned to the future. How can universities modernise without undertaking massive overhauls? The answer: smarter, more modular digital ecosystems. The emphasis was on agile thinking, incremental wins, and technologies that interconnect seamlessly rather than disrupt workflows.

There was also enthusiasm for:

• AI working groups exploring real-world use cases.
• New student record systems that serve as catalysts for process redesign.
• Investment in staff digital literacy as a prerequisite for change.
• Prioritising focused, collaborative action grounded in student needs over grand gestures 

What’s next?

This roundtable was not the end of the conversation. Instructure invited participants to continue the dialogue at CanvasCon Europe this November, where further roundtables on digital pedagogy and IT leadership will deepen these discussions.

As institutions navigate turbulent times, this session served as a timely reminder: meaningful change is possible, and it starts with people, purpose, and a willingness to act.