4 Ways to Maximise Efficiency and Minimise Risk

Managing school facilities is becoming increasingly challenging every year. Buildings are getting older. Budgets are getting tighter. Safety requirements are getting stricter. Meanwhile, most schools still use paper forms and phone calls to manage maintenance, contractors and repairs.

There's a better way to manage school facilities. Modern education facilities management systems help schools save time, reduce costs and improve safety for everyone.

AssetWhere is a cloud-based facilities management software for schools that makes running your buildings simple and efficient. Here are four proven ways to maximise efficiency and minimise risk in your school operations.

Why School Facility Management Matters

Schools are responsible for keeping hundreds or thousands of people safe every day. Poor facilities management costs money through delayed repairs, emergency call-outs and equipment breakdowns that disrupt learning.

Excellently managed schools keep costs down, improve safety and help create better learning environments where teachers can focus on teaching instead of dealing with broken facilities.

1. Use an Online System to Manage Work Orders

Maximising Efficiency Through Digital Requests

Online work order systems solve most maintenance problems instantly. Staff submit requests through a simple online form, app or QR code. The system tracks every request from start to finish, eliminating lost paperwork and ensuring that no repairs are forgotten.

Teachers can see if their maintenance request has been received, assigned and completed. Property teams see all work orders in one place, allowing them to prioritise urgent repairs and schedule routine maintenance efficiently.

Minimising Risk with Better Planning

Everything gets tracked automatically, reducing the risk of safety issues going unnoticed. Contractors access their assigned work orders from anywhere, updating progress and marking jobs complete. Managers know exactly what's happening without constant phone calls, minimising miscommunication risks.

2. Set Up an Online Sign-In System for Contractors

H3: Maximising Efficiency with QR Code Technology

Many schools now use QR code systems that contractors scan with their phones when they arrive and leave. This contactless approach improves efficiency by eliminating manual sign-in processes and paperwork.

Digital sign-in systems track exactly who's on site at any time. Managers can see which contractors are working where and monitor progress without having to walk around and check on everyone, saving valuable time.

Minimising Risk Through Automated Safety

Health and safety inductions happen automatically through the system. Contractors complete the required training online before accessing school buildings. This ensures everyone understands safety procedures without taking up staff time, significantly reducing safety risks.

Work assignments and progress tracking become much easier. Managers can assign specific tasks to contractors and monitor completion in real-time, minimising the risk of incomplete or unsafe work.

3. Set Up an Online Property and Asset Library

Maximising Efficiency with Centralised Information

All schools manage complex collections of buildings, equipment and assets. Most schools keep this information scattered across different files, systems and people's memories, creating massive inefficiencies.

A centralised asset library changes everything. Building plans, equipment manuals, maintenance schedules and project histories all reside in one accessible location. Staff find information instantly instead of searching through filing cabinets for hours.

Minimising Risk Through Better Emergency Planning

Emergency management planning improves dramatically when you have complete building information readily available. Fire evacuation plans, utility shut-off locations and emergency access routes can be updated quickly and shared with emergency services, reducing response time risks.

Proactive maintenance becomes possible when you have detailed asset information. The system schedules regular servicing, tracks equipment warranties, and reminds you when inspections or safety checks are due, preventing equipment failures that create safety risks.

4. Use Reports to Plan and Monitor Productivity

Maximising Efficiency with Data-Driven Decisions

Keeping all facilities management data in one system makes reporting simple and useful. Instead of spending hours gathering information from different sources, you get instant reports on whatever you need, maximising staff productivity.

Track maintenance costs by building, department or contractor. See which equipment needs replacing and plan budgets accordingly. Monitor response times and contractor performance to ensure maximum value for money.

Minimising Risk Through Performance Monitoring

Resource planning becomes more accurate with accurate data. You can predict busy periods, plan staff schedules and allocate budgets based on actual usage patterns rather than guesswork, reducing the risk of being caught unprepared.

Performance data helps identify potential problems before they become serious issues. Identify equipment that's failing frequently, contractors who consistently miss deadlines, or areas that require more attention, and minimise operational risks.

AssetWhere: The Complete Solution

Built for Schools

AssetWhere is designed specifically for educational facilities management. Unlike general facilities management software, it understands the unique challenges schools face and delivers all four efficiency and risk reduction strategies in one integrated system.

The system is completely cloud-hosted, meaning no expensive servers or IT management required. You access everything through any web browser, from anywhere with an internet connection on your computer, tablet, laptop, ipad or phone.

Simple Pricing

Our solution charges a single, monthly fee that covers unlimited users and sites. Whether you manage one school or a whole trust with multiple campuses, the cost stays the same. There are no per-user charges or hidden fees.

Contractors get unlimited access too. Every maintenance contractor, cleaning company and specialist service can use the system without additional charges, maximising efficiency across your entire facilities team.

Everything Included

AssetWhere includes hosting, support and all updates. You don't need to worry about server maintenance, software updates or technical support contracts. Everything is included, minimising your IT risks and administrative burden.

Ready to maximise efficiency and minimise risk at your school? Contact AssetWhere today for a free demonstration and discover how these four proven strategies can change your facilities management.