Maintenance Planning for Schools: Why Does It Matter & How Do I Get It Right?
When it comes to running a safe and efficient school estate, maintenance planning is an absolute essential. In 2020, The Department for Education (DfE) estimated a need for £5.3 billion each year for school maintenance - a clear indication of the scale and importance of getting estate upkeep right across the UK.
Yet many schools and MATs still operate on a predominantly reactive basis, dealing with issues only when they arise. While this approach may seem more flexible in the short term, it often leads to higher costs, unplanned downtime and increased non-compliance risks.
Thanks to digital tools like iAM Compliant, it’s now easier than ever to embed robust, data-led maintenance planning into operational efficiency. Throughout this blog, we’ll explore:
- The importance of planned preventative maintenance for schools
- Reactive maintenance vs. proactive planned maintenance
- What the perfect school maintenance plan looks like
- How iAM Compliant simplifies the school grounds maintenance process
What Is School Maintenance Planning & Why Should School Leaders Care?
School maintenance planning is a strategic approach to keeping your school estate and equipment safe and compliant. It covers everything from routine maintenance, like cleaning and servicing boilers, to long-term upgrades like roof replacements or enhanced IT infrastructure.
Here’s why it matters, and how our award-winning compliance software tool can help:
| Why Proactive School Maintenance Matters | How iAM Compliant Can Help |
| Ensures health, safety & legal compliance for students, staff & visitors | Provides automated reminders, compliance tasks & safety checklists aligned with DfE & GEMs guidelines |
| Prevents potential issues from becoming high-risk, costly emergencies | Digital asset tracking & routine inspections to catch early signs of wear or faults |
| Enables better financial planning & prioritisation of budgets | User-friendly live maintenance dashboard with cost forecasting, budget tracking & task scheduling |
| Minimises operational disruptions by scheduling work in advance | Customisable maintenance calendars & alerts to plan around term dates and minimise downtime |
| Supports long-term estate strategy & improves sustainability | Centralised data to guide decision making & meet Net Zero targets with iAM Sustainable |
| Improves the learning environment & enhances the school reputation | Tools to ensure a clean, safe & well-maintained environment for students' well-being & performance |
| Extends asset lifespan & optimises use of resources | Real-time visibility over the condition & lifecycle of key assets to guide proactive, cost-effective interventions |
Reactive vs. Proactive Planned Maintenance
The Hidden Costs of Not Being Prepared
When it comes to estate maintenance, schools generally operate on one of two models: reactive or proactive. While reactive maintenance may seem easier in the short term, it often leads to higher costs, greater risk and more disruption over time.
Planned preventative maintenance (PPM) takes a structured, proactive approach. It focuses on anticipating problems before they escalate, protecting both your estate and your budget.
Here's how they compare:
What Should A Robust School Maintenance Plan Include?
A well-structured school maintenance plan goes far beyond reacting to issues as they arise. It’s a living document that supports your long-term estate maintenance strategy, keeps your school compliant and ensures facilities stay safe, efficient and fit for purpose.
So, what does that actually involve?
At its core, a comprehensive school building maintenance plan should cover:
- Planned preventative maintenance (PPM): Routine tasks like servicing HVAC systems, lighting checks, fire alarm testing and PAT testing - all scheduled at regular intervals to prevent breakdowns.
- Reactive maintenance protocols: Clear steps for logging and addressing unexpected issues quickly and safely.
- Critical asset management: A detailed digital asset register, including location, age, condition and servicing records of all critical infrastructure and equipment.
- Condition surveys & regular inspections: Regular assessments of roofs, windows, heating, water systems and more, aligned with DfE, HSE and GEMS guidance.
- Compliance & statutory checks: Built-in schedules for water hygiene (Legionella), asbestos management, emergency lighting and other essential legal requirements.
- Cost planning & budget forecasting: Visibility over upcoming works and funding needs to avoid last-minute surprises or overspending.
- Scheduling & coordination: A calendar of works timed to minimise disruption during term time, safeguarding compliance and delivery logistics.
If you’re unsure where to start, we’ve got you covered. Check out our blog, The Complete Checklist for School Planned Maintenance - your go-to guide for building a school maintenance plan that ticks every box.
Smarter Estate Maintenance with iAM Compliant
A reactive approach to school maintenance is no longer sustainable - not financially, operationally or from a compliance perspective. With rising costs and increasing regulatory pressures, schools and MATs must shift towards a proactive maintenance strategy.
That’s where iAM Compliant makes the difference. With our award-winning software tool, school leaders can:
- Build and maintain a live, data-driven school building maintenance plan
- Automate compliance checks and reduce the risk of missed statutory tasks
- Streamline planned maintenance across multiple buildings and sites
- Spot issues before they escalate, saving time and money
- Confidently manage inspections, works and school grounds maintenance with ease
Ready to build an effective maintenance strategy for your school or MAT? Try it for free or get in touch to see how iAM Compliant can help you plan with confidence and stay fully compliant - every step of the way.
