Facilities management software for schools

The importance of facilities management in schools cannot be overstated. Well-maintained and efficiently managed facilities create a conducive learning environment for students.
Facilities management software for schools
Written by
Darren Stewart
Published on
April 12, 2023

What is facilities management in schools?

Facilities management in schools refers to the coordination, supervision, and maintenance of physical assets and infrastructure within educational institutions. It encompasses a wide range of activities, including the upkeep of buildings, grounds, and equipment, as well as the management of resources and services necessary for optimal functioning of the school environment.

The importance of facilities management in schools cannot be overstated. Well-maintained and efficiently managed facilities create a conducive learning environment for students and provide a safe and healthy space for teaching, learning, and administrative activities. Here are a few key reasons why facilities management is crucial in schools:

Improve Safety and Security

Schools have a responsibility to ensure the safety and security of their students, staff, and visitors. Effective facilities management ensures that buildings and equipment meet safety standards, emergency systems are in place, and regular inspections are conducted to identify and address potential hazards.

Protect School Assets

Schools have substantial investments in infrastructure, furniture, technology, and other assets. Proper maintenance and management practices help protect these assets from damage, ensuring their longevity and minimising replacement costs.

Operational Efficiency 

Efficient facilities management enables smooth operations within the school. It ensures that essential services, such as heating, cooling, lighting, and sanitation, are functioning optimally. Well-planned maintenance schedules and proactive repairs help minimise disruptions to daily activities.

Resource Optimisation

Schools often have limited resources, including financial, human, and material. Facilities management helps optimise the allocation and utilisation of these resources. By implementing effective systems for tracking and managing assets, inventory, and maintenance activities, schools can make informed decisions and avoid unnecessary expenses.

Improve School Compliance and Regulatory Requirements

Educational institutions are subject to various regulations and guidelines related to safety, accessibility, and environmental standards. Facilities management ensures compliance with these requirements, helping schools avoid penalties, legal issues, and reputation damage. These are the school building regulations in the UK that need to be adhered to.

Increased Image and Reputation 

Well-maintained facilities contribute to a positive image and reputation for the school. A clean, organised, and visually appealing environment enhances the overall experience for students, staff, and visitors, fostering a sense of pride and professionalism.

In summary, facilities management plays a vital role in ensuring the smooth operation, safety, and efficiency of schools. By prioritising the maintenance and management of their physical assets, educational institutions can create an optimal learning and working environment for all stakeholders. Facilities management software provides a powerful tool to streamline processes, enhance communication, and make data-driven decisions, ultimately improving the overall management and performance of school facilities.

An introduction to facilities management software for schools

Facilities management software has emerged as a game-changer for schools, offering a comprehensive solution to the challenges associated with managing and maintaining school facilities. This powerful technology leverages the capabilities of computerised systems to streamline processes, optimise resource allocation, enhance communication, and enable data-driven decision making.

Traditional methods of facilities management, such as manual work order systems and paper-based record-keeping, often result in inefficiencies, delays, and a lack of visibility. With the introduction of facilities management software, schools can revolutionise their approach to facility management, improving productivity, reducing costs, and enhancing the overall quality of their physical assets.

Facilities management software provides a centralised platform that integrates various aspects of facility management into a single, user-friendly interface. From work order management and asset tracking to preventive maintenance scheduling and reporting, the software offers a comprehensive suite of features designed specifically for the unique needs of educational institutions.

One of the primary advantages of facilities management software is its ability to streamline maintenance processes. With traditional methods, work orders can get lost or delayed, resulting in frustrated staff, prolonged repair times, and potential disruptions to the learning environment. Facilities management software eliminates these issues by automating the entire work order lifecycle, from creation and assignment to tracking and completion. It ensures that maintenance requests are promptly addressed, increasing the efficiency of the maintenance team and minimising downtime.

Facilities management software is a transformative solution for schools, revolutionising the way educational institutions manage their physical assets. By streamlining maintenance processes, optimising resource allocation, enhancing communication, and enabling data-driven decision making, this technology empowers schools to create safe, efficient, and well-maintained environments for teaching and learning. Embracing facilities management software is a significant step toward modernising school facilities management and maximising the potential of educational institutions.

Challenges of schools facilities management

Managing school facilities poses several challenges that can impact the overall functionality, safety, and efficiency of the educational environment. Understanding these challenges is crucial for schools to identify areas of improvement and explore solutions like facilities management software. Here is an overview of some common challenges faced in managing school facilities:

Large Maintenance Backlogs

Schools often struggle with a backlog of maintenance tasks due to limited resources, budget constraints, and a lack of streamlined processes. Over time, this backlog can lead to deteriorating infrastructure, inefficient systems, and potential safety hazards.

Reactive Instead of Preventative Maintenance: 

Many schools adopt a reactive approach to maintenance, addressing issues only when they become urgent. Reactive maintenance can result in increased repair costs, equipment failures, and disruptions to teaching and learning.

Poor communication of maintenance tasks

Coordinating maintenance requests, work orders, and communication between staff, administrators, and maintenance teams can be challenging. Miscommunication or delays in response can lead to frustration, extended repair times, and a negative impact on the learning environment.

Compliance and Safety

Educational facilities must comply with various regulations and safety standards. Monitoring and ensuring compliance can be complex, particularly when dealing with multiple buildings, systems, and safety requirements.

Limited by Budget

Schools often operate on limited budgets, making it challenging to allocate sufficient funds for maintenance and improvements. Prioritising projects and finding cost-effective solutions while ensuring a safe and functional environment can be a significant challenge. Maintenance software can help reduce maintenance costs in the long-run.

Manual record-keeping

Manual record-keeping and data management systems can be cumbersome and prone to errors. Schools may struggle to maintain accurate asset inventories, track maintenance history, and analyse data for decision making.

These challenges can impact the learning experience, safety, and overall effectiveness of schools. However, facilities management software for schools offers a solution to address these issues by streamlining maintenance processes, improving communication, optimising resource allocation, and providing data-driven insights for informed decision making. By leveraging technology, schools can overcome these challenges and create an environment that supports excellence in education.

Why more schools should embrace facilities management software

Technology has become an indispensable tool across various industries, and the field of facility management is no exception. Schools, in particular, can greatly benefit from embracing software to enhance their current facility management practices. Here are some compelling reasons we think schools should embrace technology for improved facility management:

Eliminate manual paperwork

Technology, such as school facilities management software, automates and streamlines various processes involved in facility management. It eliminates manual paperwork, simplifies maintenance management, automates scheduling and facilitates efficient communication. 

By adopting technology, schools can significantly reduce administrative burden, save time, and improve overall operational efficiency. No more searching through old logbooks, folders and stacks of paper or spreadsheets saved on internal drive.

Improved Maintenance and Repairs

Facilities management software allows schools to implement proactive and preventive maintenance practices. Facilities management software enables schools to schedule routine inspections, track maintenance history, and receive timely alerts for maintenance tasks. This approach helps prevent breakdowns, extends the lifespan of school equipment and reduces the need for costly emergency repairs or even expensive replacements.

Increased Safety and Security

Technology plays a vital role in ensuring the safety and security of school facilities. From automated security systems to smart surveillance cameras, schools can leverage technology to enhance safety measures. Facilities management software can also assist in maintaining safety standards, managing compliance requirements, and conducting regular inspections to identify potential hazards.

Cost Savings and Return on Investment

While implementing technology may involve a small upfront cost, it can result in long-term cost savings and a high return on investment. By reducing emergency repairs, optimising resource utilisation, and improving operational efficiency, schools can save money in the long run. The enhanced facility management practices driven by technology can also contribute to a positive image, attracting more students and stakeholders to the school.


Embracing technology for improved facility management is no longer an option but a necessity for schools seeking to create an optimal learning environment. From streamlining processes and enhancing resource allocation to improving safety measures and enabling data-driven decision making, technology offers numerous benefits.

By harnessing the power of technology, schools can unlock new levels of efficiency, effectiveness, and sustainability in managing their facilities, ultimately providing students and staff with a safe, comfortable, and conducive learning environment.

Download Our Preventative Maintenance Excel Template
Want a template to work from? Download our Excel Maintenance Template
Read about our privacy policy.
Oops! Something went wrong while submitting the form.

Simple Maintenance Software

Digitise Your Maintenance with FaultFixers

Facility Maintenance is Important. Try our maintenance system for free today.