We categorize students as P1 or P2. P1 are complex needs, some with EHCPs. Those get reviewed every half term and are shared out among TAs and HLTAs and myself. P2s are less complex needs and are reviewed every term. Teachers are emailed for feedback, parents are only contacted for P1s. Sharing out among staff in IN department really helps with workload. We also do one year group at a time to space out review and reduce workload on all staff. Hope there is scope for that in your setting.