Running a district requires coordination of countless moving parts, but effective school facilities maintenance and management gives you the tools to organize and manage everything that needs to happen in your district.


With great school facilities management practices in place, your teachers and students are free to focus on learning without distractions.

Table of Contents

  1. What is school facilities management?
  2. Why is school facilities management important?
  3. 5 benefits of school facilities management
  4. The key elements of school facilities management
  5. How school facilities management software can help

What is school facilities management?

School facilities management is the comprehensive management of an educational institution’s environment. It includes tasks that maintain, repair, and enhance the school’s infrastructure to create a safe, efficient, and functional space for learning.

School facilities management hard services include maintenance, HVAC, fire safety systems, electrical, facility use, lighting, construction & renovation, plumbing, and grounds & pest control. School facilities management soft services include staffing & space planning, energy management, information technology, custodial & waste management, EHS compliance, administrative services, and public safety & security

Each district or school may use its own method to support these initiatives, though they all work to ensure the safety and functionality of the facilities for the benefit of staff and students.

Wherever a school facilities management system is used, be it at an elementary school, middle school, or high school, it typically includes actionable oversight for all assets and equipment, including regular upkeep, preventive maintenance, reactive maintenance, scheduling, and much more.

Why is school facilities management important?

School facilities management plays an indispensable role in the education system. It serves as the backbone that ensures the well-being of students, teachers, and the entire school community. In fact, successful school facilities management can have a direct impact on student performance.

Schools without a major maintenance backlog have a higher average daily attendance (ADA) by an average of 4 to 5 students per 1,000 and a lower annual dropout rate by 10 to 13 students per 1,000, according to The United States Environmental Protection Agency (EPA).

The EPA also says that test scores uniformly increase as building conditions improve, and scores can increase by as much as 3% to 17%.

So, when a school or district faces a serious backlog in maintenance or management projects, they’re likely to see a decline in student success.

To add to that, survey responses collected by the National Center for Education Statistics found that 53% of public schools needed repairs, renovations, and modernizations to put their school’s onsite buildings in good overall condition. In fact, a total of approximately $197 billion would be needed to complete all of these necessary repairs, with the average being about $4.5 million per school.

The U.S. Government Accountability Office found that roughly 41% of school districts need to update or replace heating, ventilation, and air conditioning systems in at least half of their schools. That’s about 36,000 schools nationwide in need of HVAC updates.

Not only can effective school facilities management help you conquer your backlog, it can directly and positively affect your students’ success and improve their learning experience.

Successful School Facilities Management in Action. How does an effective facilities management plan improve the lives of students, staff, and communities? Improved attendance. Schools with a maintenance backlog suffer lower attendance rates and higher annual dropout rates. Students are more likely to attend school regularly when maintenance backlogs are minimal and the learning environment is positive. 0–80% Likely to fall behind their peers and have a higher rate of dropping out. 80–90% Chronically absent and have an increase risk of dropping out. 90–100% Attendance rate of 90% or higher and have a higher rate of graduating. Student success. Student attention, attendance, and testing declines in school facilities requiring more maintenance work and repairs. When building conditions improve, student test scores can increase by as much as 3% to 17%. Staff support. Poor maintenance can impact air quality and cleanliness, making the environment less appealing. Schools may see less teacher turnover when they maintain clean environments. Less turnover often means cost savings and improved learning for students. Student health. 1 in 13 students
suffers from asthma, which is aggravated by dust buildup, inadequate cleaning, or poor building conditions. Higher ventilation is linked to improved focus and lower chance of respiratory illness.
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5 benefits of school facilities management

Effective school operations will do more than just oversee your facilities—it will help you streamline processes, improve functionality, and help both students and staff excel. Specific benefits of a proficient school facilities management system include:

1. Enhanced student learning environment

Well-maintained facilities create a comfortable and engaging atmosphere, enriching the learning experience. Studies prove that a learning environment has a significant impact on students’ desire to participate and ability to learn. A well-maintained school building keeps students engaged in academics, resulting in greater information retention in the classroom.

2. Safety assurance

Regular maintenance prevents accidents and ensures a safe learning environment, while a comprehensive management program can ensure everything within your district runs smoothly. Effective school management systems can schedule safety drills, notify admins of equipment needing replacement, remind service staff of preventive maintenance tasks, log equipment safety manuals, and more.

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3. Cost savings

Proactive maintenance extends the lifespan of equipment and assets, ultimately reducing operational costs. It’s a cliché, but school facilities management is no exception to the rule: “You get out of it what you put in.” The more you invest in improving your facility management processes, the more you will see cost savings and improved efficiency. Ultimately, school facility management reduces districts’ labor, energy, and equipment costs.

4. Preserved building and equipment lifespan

Proper care and maintenance can significantly lengthen your assets’ lifespan and improve overall quality. Utilizing techniques like preventive maintenance scheduling can ensure your team cares for your district’s assets properly and regularly.

5. Support school staff

Teachers also benefit from school facilities management investments. According to the Consortium on Chicago School Research at The University of Chicago, the school climate and quality of facilities have a direct impact on teacher turnover.

The key elements of school facilities management

Infrastructure maintenance

School facilities management enables facility leaders to better maintain the physical premises of their district. Routine maintenance and preventive maintenance schedules ensure school buildings, grounds, and other premises are clean and functioning properly, ultimately reducing work order request backlog.

Energy management

With the rising focus on sustainability, energy efficiency is a crucial component of facilities management. Initiating energy-efficient practices, such as using LED lighting, optimizing HVAC systems, and integrating smart building technologies, not only reduces operational costs but also aligns with environmental goals. Consider conducting energy audits to identify areas for improvement and implement eco-friendly solutions.

Space utilization and planning

A thorough understanding of the school’s spatial layout is crucial for maximum utilization. Conduct regular audits to identify underutilized areas, plan school events, track space rentals, and oversee planning and maintenance. Implementing flexible seating arrangements and multifunctional spaces can contribute to efficient space utilization, accommodating diverse learning activities and community events.

Maintenance and repairs

A well-maintained facility ensures a safe and comfortable environment for both students and staff. Develop a proactive maintenance schedule to address issues promptly and prevent potential disruptions. Regular inspections of infrastructure, HVAC systems, plumbing, and electrical systems can help identify and resolve problems before they escalate, extending the life of assets and reducing long-term costs.

Technology integration

Implementing a facilities management software can streamline work orders, asset tracking, and maintenance schedules. Smart building technologies, such as automated climate control and occupancy sensors, contribute to energy savings. Additionally, facility management software aids in data-driven decision-making and enhances overall operational efficiency.

Safety and security

Ensuring the safety and security of students and staff is a top priority in school facilities management. Regularly review and update security protocols, conduct drills, and invest in state-of-the-art security systems. This includes surveillance cameras, access control systems, and emergency response plans. Proactive safety measures create a secure learning environment and build trust within the school community.

Facilities planning and capital planning

Develop a comprehensive facilities plan that encompasses maintenance, repairs, renovations, and technology upgrades. Regularly review and adjust the budget based on evolving needs and priorities and level up necessary information to board members and administrators. Strategic capital planning ensures that the facility remains functional and up-to-date without exceeding budget constraints.

*Consider a facility condition assessment (FCA) for a comprehensive review of your facility’s assets.

Parts inventory

Managing parts inventory can allow your school the oversight it needs to make smarter purchases, avoid supply deficiencies, and better organize school inventory. Well-maintained parts inventory means all items are documented, properly stored, organized, and systems are in place to prompt reorders when stock drops below a certain threshold.

How school facilities management software can help

facilities maintenance software for schools can include interactive mapping and work order systems, accessible on mobile devices

In the digital age, school facility management software is a game-changer. FMX simplifies work orders, preventive maintenance, scheduling, and asset tracking, making the complex task of school facility management more efficient and effective.

With its intuitive interface, FMX simplifies work order management, allowing schools to promptly address maintenance issues and create a safe, well-maintained environment for students and staff. Users can also take advantage of:

By implementing best practices and utilizing FMX, schools can create safe, welcoming, and cost-effective learning environments, fostering a positive atmosphere for students and staff alike.

Interested in learning more about FMX school facilities management software?

Book a demo with our team today and discover the FM solution that’s built for K-12.


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