Essential Strategies for Education Facility Managers to Maintain and Enhance School Building Longevity

Maintaining educational facilities is essential for creating an effective learning environment. The condition of school buildings not only affects student performance but also illustrates the community's dedication to education. With varying budgets and increasing demands, facility managers must use efficient strategies to preserve the structure of educational facilities.

This blog shares practical tips that education facility managers can employ to prolong the life of school buildings while creating safe and welcoming spaces for students and staff.

Align with DfE’s Good Estate Management for Schools (GEMS)

The Department for Education's GEMS framework provides comprehensive guidance for managing school estates effectively. It encourages schools to take a strategic, evidence-based approach to estate management that supports educational priorities and ensures best use of public funds.

Key GEMS principles that should guide all facility management strategies include:

• Developing an Asset Management Strategy: Schools should maintain an up-to-date estate strategy and asset management plan. This includes mapping out the estate’s current condition, prioritising needs, and planning for long-term investment.

• Establishing Robust Compliance Procedures: GEMS emphasises statutory compliance as a foundation of effective estate management. Schools must ensure they meet health and safety, fire, and building regulations.

• Undertaking Suitability Assessments: In addition to condition surveys, GEMS encourages assessing whether spaces are fit for purpose, supporting inclusive teaching and learning.

• Using the GEMS Self-Assessment Tool: Facility managers can evaluate their current estate management practices and identify areas for improvement using the tool provided in the GEMS guidance.

Integrating these practices ensures compliance with national standards and reinforces a culture of proactive estate stewardship.

Conduct Regular Inspections

Regular inspections of school buildings are crucial. They should cover all critical areas, including roofs, walls, windows, and floors.

For instance, when a roof is inspected twice a year, facility managers can identify small leaks before they cause significant water damage. A survey by the National Education Union (NEU) found that two-thirds (68%) of teachers reported working in buildings with leaks, with one in ten describing the problem as "severe." Prolonged water ingress can lead to significant structural issues, including damage to ceilings, electrical systems, and the overall integrity of the building.

Conducting thorough inspections helps facility managers pinpoint issues early, preventing costly repairs down the line. Look for signs of water leaks, structural damage, and pest infestations. Documenting these inspections allows managers to track maintenance needs and allocate budgets effectively.

Develop a Preventive Maintenance Plan

Implementing a preventive maintenance plan is one of the most effective strategies for maintaining educational facilities. This plan focuses on routine maintenance tasks to stop problems before they start.

Facilities managers should plan regular checks and maintenance schedules for systems like HVAC, plumbing, and fire safety equipment. For example, checking HVAC units during school breaks can prevent loss of classroom comfort during busy sessions. This proactive approach can extend equipment life and can significantly enhance safety and comfort within the school.

This strategy is aligned with GEMS guidance and can help prolong the life of the building, ensuring students and staff are in a secure and compliant environment.

Invest in Quality Materials

When planning renovations or maintenance, opting for quality materials can significantly enhance the durability of school buildings. While high-quality materials may have a higher upfront cost, they often demand less frequent replacements and repairs, yielding long-term savings.

For instance, using vinyl flooring in high-traffic areas can withstand daily use and require less maintenance compared to cheaper alternatives. Polyflor's study indicates that certain vinyl flooring options can offer 48% to 60% maintenance cost savings over a 20+ year lifespan compared to untreated alternatives.

This proactive approach can result in long-term savings and improved durability in school environments.

Choosing durable materials not only ensures greater safety but also cultivates a sustainable educational environment for future generations.

Involve Stakeholders in Decision-Making

Education facility managers should actively engage stakeholders such as; teachers, students, and parents, in maintenance and upgrade decisions. Feedback from these groups can highlight how facility conditions affect the learning experience.

For example, a survey by the NEU reported that a third of teachers said pupils were being taught in "severely overheated" conditions in summer. Improving classroom temperatures through air conditioning can significantly enhance student comfort and learning conditions. Establishing ways to gather feedback helps prioritise maintenance based on community needs and promotes a sense of shared responsibility.

This collaborative approach enhances the quality of facilities and strengthens community ties, making schools more inviting places.

Utilise Technology for Monitoring

Embracing technology can significantly aid education facility managers in maintaining school buildings. Smart technology, such as sensors for monitoring temperature and humidity, can prevent issues like mould growth.

A study on energy savings in educational buildings using IoT infrastructure found that implementing such systems can lead to typical energy savings of 20%. By pinpointing inefficiencies, schools can reduce energy costs and improve sustainability.

By integrating technology into maintenance strategies, facility managers can respond to issues proactively, improving operational efficiency and reducing costs.

The Audit Commission reports that the UK education sector could achieve up to 20% in energy cost savings, equating to approximately £80 million annually, through effective energy management strategies.

Integrating technology supports the GEMS recommendation to use data and evidence in decision-making, helping schools prioritise work based on need and impact.

Using technology not only streamlines maintenance tasks but also helps educators focus on their primary goal: teaching effectively.

Training for Staff

Training maintenance staff is vital for efficient upkeep. Facility managers should provide continuous training to enhance staff skills in identifying maintenance issues and executing repairs.

Educated staff are better equipped to address minor problems before they become major. A well-trained maintenance team can see reductions in job response time by up to 25%, leading to smoother school operations.

By instilling a sense of responsibility among staff, facility managers create an environment where everyone contributes to maintaining school facilities, which ultimately benefits the entire school community.

Sustainable Practices for Energy Efficiency

Incorporating sustainable practices not only benefits the environment but enhances the longevity of school buildings. Facility managers should consider energy-efficient upgrades like installing LED lighting or energy-efficient windows.

Schools that adopted LED lighting reported a 50% drop in energy consumption. Additionally, implementing recycling programmes can teach students about sustainability while promoting a clean learning environment.

Green initiatives not only help meet environmental standards but also improve the longevity of facilities by reducing resource strain.

Budget for Long-Term Maintenance

Effective budgeting is essential for maintaining the longevity of school buildings. Facility managers must account for long-term maintenance costs in annual budgets to ensure adequate funding for preventive measures.

Setting aside emergency funds can help address unforeseen issues. A good rule of thumb is allocating 1-2% of the building's total replacement cost annually for maintenance. This approach aligns with GEMS guidance on having a robust financial plan to support estate priorities and prevents financial strain when major repairs become necessary.

Collaborating with building consultants can help develop a sustainable budget that aligns with the institution's ongoing building needs.

Final Thoughts for Education Facility Managers

For education facility managers, maintaining and enhancing the longevity of school buildings requires a well-rounded approach. Implementing strategies like regular inspections, preventive maintenance, stakeholder engagement, and sustainable practices; aligned with the DfE’s Good Estate Management for Schools framework, can ensure that educational facilities remain safe and welcoming.

By prioritising these strategies and adopting the GEMS guidance, facility managers not only protect their investments but also cultivate an environment conducive to learning.

Understanding the unique challenges faced, enables facility managers to effectively extend the life of their buildings and ensure they continue benefiting the academic community for years to come.

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