Smarter estates management: Reducing costs and enhancing learning

With budgets under pressure, maintaining school buildings and facilities beyond basic compliance often takes a backseat in schools and trusts – but a strategic approach to estates management can significantly reduce costs, improve safety, and create a better learning environment for pupils and staff.

Strategic estate management: Aligning with educational goals

Managing a school’s estate goes beyond simply maintaining buildings; it’s about ensuring that the physical environment supports the School’s educational objectives. A well-structured school estates strategy should include:

• Estate vision (5-10 years): a long-term plan aligning estate development with educational goals, developed in consultation with key stakeholders and approved by the governing board.
• Estate strategy (3-5 years): a roadmap for implementing the vision, detailing resources, funding, and expected outcomes aligned with educational needs.
• Asset management plan: a working document for day-to-day management, ensuring the estate’s condition is regularly assessed and maintained to use resources effectively.
• Strategic review: a periodic review of the estate's performance to ensure it meets the needs of its users, helping to optimise the asset management plan.

These documents should be regularly reviewed and updated to align with educational objectives and available resources.

Reducing costs and maximising resources 

One of the primary goals of effective estate management is to reduce long-term costs while maximising the value of investments. Schools can achieve significant savings in a variety of ways.

1] Lowering running costs

Preventative maintenance plays a crucial role in minimising long-term costs, by regularly inspecting facilities and addressing issues early, schools can avoid expensive repairs and reduce energy use, leading to substantial savings over time.

2] Getting better deals & spreading the costs

Efficient procurement is key to achieving value for money and schools should seek to negotiate better deals by procuring goods and services in bulk and spreading costs across the year. Take a look at our article for more details. Planning repairs and maintenance in advance can also ensure schools schedule work in a way that optimises pricing and maximises staff resource.

3] Making better investment decisions

By having a clear strategy and understanding estate priorities, schools can make informed decisions that provide the best value for capital expenditure.

4] Prioritising maintenance

A proactive maintenance strategy allows schools to plan their repair and maintenance needs in advance, preventing unexpected repair costs and disruptions to learning.

Health & Safety: Creating a positive environment

A safe and well-maintained school estate has a direct impact on the wellbeing of staff, pupils and visitors, as well as on overall educational experience.

1] Fewer accidents

Poorly maintained buildings pose a risk to safety and increase the likelihood of accidents. Effective estates management helps schools stay on top of statutory H&S requirements, ensuring the building is compliant and safe for all users.

2] Improved morale & outcomes

By maintaining attractive, safe and functional spaces, schools can boost staff morale, teacher retention, and contribute to a positive learning environment for pupils.

3] Making a positive impression

A school’s facilities say a lot about its ethos. Well-maintained, well-designed environments leave a lasting impression on parents, staff, pupils, visitors, and can even attract future families.

Sustainability: Running efficient and eco-friendly schools

Sustainability is essential in modern estate management – it’s a chance for schools to reduce their environmental impact while cutting costs.

1] Using less energy and water

Simple efficiency measures, such as energy-efficient lighting, better insulation, and water-saving fixtures, can cut energy and water bills by 10-30%.

2] Increasing environmental awareness

Teaching pupils about energy conservation, waste reduction, and sustainability through school initiatives can inspire and educate them to apply these habits in their everyday lives.

Schools and trusts must be ready to adapt to these procurement changes. Taking action now will ensure a smooth transition and help maximise the benefits of simplified, more strategic procurement.

Governance, compliance, and project delivery

Effective estates management requires clear governance, strong budgeting processes, and compliance with statutory requirements. Schools must ensure that there are transparent processes for procurement, budgeting, and project delivery to avoid overspending and to stay compliant with H&S standards.

Having clear accountability for estate management at both school and board level ensures that all parties are aligned and informed. Similarly, maintaining good project delivery practices ensures that capital projects and repairs are completed efficiently, on time, and within budget.

By adopting preventative maintenance practices, negotiating better procurement deals, prioritising capital investments, and ensuring that the estate supports both educational and environmental goals, schools can create an environment that promotes learning, wellbeing, and sustainability.

If you're looking for support with your estate’s strategy, or interested in learning more about our due diligence, governance, or finance services, please talk to us.