How to get more value from your school facilities

Many school leaders are working to do more with what they have. While staffing, technology and curriculum planning tend to get the most attention, one area is often overlooked: the school estate itself. 

Where the challenge facing school leaders used to simply be owning and maintaining facilities, it's now knowing what facilities are available, how they're being used and where untapped opportunities exist.

The hidden challenge in school facilities management 

Effective school facilities management has traditionally focused on maintaining buildings, ensuring compliance and providing safe learning environments.

And these responsibilities remain critical, with schools balancing building maintenance with health and safety requirements, energy management, risk management and operational efficiency.  

However, modern education facilities management increasingly requires leaders to think beyond maintenance alone. The question is no longer: how do we maintain school facilities? Instead, it's becoming: how do we maximise the value of the facilities we already have? 

Many schools hold extensive information about their buildings and assets, but that information often sits across spreadsheets, floor plans, booking systems, maintenance records and individual staff knowledge. As a result, school leaders may struggle to answer basic operational questions: 

• Which spaces are used most frequently? 

• Which facilities sit empty for long periods? 

• Are there opportunities for community use? 

• Which assets require maintenance or replacement? 

• How effectively is the estate supporting school objectives? 

This reflects a broader challenge identified in Tes' recent school management report: schools often have access to plenty of information, but struggle to connect it in ways that support better decision-making.

Why underused school facilities matter more than ever 

An underused classroom isn't just an empty room. It's potentially lost revenue and missed community engagement opportunities – or a sign that resources aren't being deployed as effectively as they could be.  

School leaders are increasingly looking at their estates through a wider strategic lens. Facilities can help support: 

• Community partnerships 

• Enrichment activities 

• Holiday programmes 

• Sports clubs 

• Adult education 

• Local events 

• Additional income generation 

Underutilised facilities can represent a significant missed opportunity. For many schools, the issue is merely visibility. Without a clear understanding of what spaces exist, who uses them and when they're available, opportunities can easily go unnoticed.

Improving school facilities through better management and visibility 

When people think about improving school facilities, they often think about major capital investment projects. In reality, one of the most effective ways to improve facilities in school is to gain a better understanding of existing resources.

Leading schools are moving towards a more connected approach to estate management. Rather than treating buildings, assets and room bookings as separate operational functions, they are looking at how information can work together. 

For example, a school might connect: 

• Room availability 

• Building information 

• Maintenance schedules 

• Community bookings 

• Asset records 

• Health and safety requirements 

This creates a clearer picture of how facilities are being utilised across the organisation. Before deciding whether new investment is required, leaders can understand whether existing spaces are being fully used.

School facilities management and community engagement go hand in hand 

Schools play a unique role within their communities. While classrooms may be designed for learning during the day, school facilities can often support a much wider range of activities outside normal hours: 

• Sports halls can host local clubs 

• Meeting rooms can support community groups 

• Performance spaces can be used by local organisations 

• Outdoor facilities can become valuable community resources 

When managed effectively, this strengthens relationships with families and local stakeholders while helping schools generate additional income streams. However, community use becomes difficult when booking processes are manual and visibility of facilities is limited. 

A more structured room booking process can help schools understand demand, reduce administrative workload and make facilities more accessible to potential users.

Moving from reactive maintenance to proactive asset management 

Another important aspect of education facilities management is asset planning. Many schools still rely on reactive maintenance models, where issues are addressed only when they become urgent. A more connected approach enables schools to move towards preventive maintenance and long-term planning. 

Greater visibility of assets and infrastructure enables leaders to: 

• Identify maintenance trends earlier 

• Improve resource planning 

• Reduce unexpected costs 

• Support compliance requirements 

• Extend asset lifespan 

This helps create a safer, more sustainable learning environment while reducing the disruption and expense associated with emergency repairs.

How the right technology helps schools get more from their estates 

The strongest schools increasingly view their estates as strategic assets rather than simply operational responsibilities. This requires more than maintenance records and spreadsheets – it requires connected information that helps leaders understand how facilities, assets and resources contribute to broader school goals. 

Solutions such as Room Booking help schools improve visibility of room usage, availability and demand, making it easier to maximise the value of shared spaces. 

Meanwhile, AssetWhere provides a clearer understanding of school estates and infrastructure, helping leaders make more informed decisions about assets, maintenance and long-term estate planning. 

Together, they support a more connected approach to school facilities management – one that focuses not only on maintaining buildings, but on maximising their value.

From school facilities to community assets 

The most effective schools don't see facilities as fixed costs. They see them as opportunities. 

By improving visibility, reducing fragmentation and creating a connected view of their estate, schools can make better decisions about how spaces are used, maintained and shared. In a sector facing growing financial pressures, that's becoming increasingly important. 

The future of school facilities management isn't simply about maintaining buildings; it's about turning school facilities into community assets that deliver greater value for pupils, staff and the communities schools serve.

Joint Room Booking and AssetWhere demo