Turning facilities from a cost center into a strategic asset

Key points:

• Modern facility management supports student learning and success
• Rebuilding trust, relevance, and results in higher ed
• How to meet the needs of the “new majority learners” on campus
• For more news on sustainability, visit eCN’s Campus Leadership hub

Managing campus facilities is no small task–especially when budgets are tight and expectations are high. From event scheduling to overworked HVAC systems, school districts are constantly juggling demands while trying to provide safe, comfortable, and optimized environments for students and staff. 

By providing schools and districts with the tools to manage scheduling, work orders, and preventative maintenance, the right facilities management software can streamline operations and keep multiple departments working together and on the same page. From automating workflows, enhancing communication, and ensuring seamless coordination, these solutions help educators, administrators, and other staff maintain a smooth and efficient school environment, allowing them to focus more on student success. 

Here are three ways facilities management software can turn chaos into control–and help schools turn facilities from a cost center into a strategic asset: 

Efficiency equals savings

Facilities management software can be a major factor in reducing administrative costs across an entire district. Instead of keeping up with maintenance requests, scheduling facility use, or tracking inventory on spreadsheets, the platform centralizes these functions into a single, user-friendly system. It cuts down on paperwork, keeps communication clear, and helps avoid mistakes or duplicate efforts that happen when information is scattered. Staff can submit and track work orders, schedule space, and manage resources without endless emails or phone calls, freeing up valuable time for administrators to focus on higher-priority tasks. 

“Facilities are one of the most valuable, and vulnerable, assets districts manage,” notes Shane Foster, chief product and technology officer at Follett Software. “By digitizing and integrating facilities data, districts can not only extend the life of their infrastructure, but also make decisions that save time and preserve budgets.”

In addition to savings that come with time efficiency, there are hard cost savings that come into play with automating facility tasks. For instance, HVAC is a major expense for schools and often runs regardless of whether or not a facility is in use. By integrating event scheduling with HVAC controls, the software ensures that heating and cooling systems are only activated when a space is occupied. Over time, this translates into substantial utility savings across multiple buildings. 

Also, schools can save by using facility management software to streamline inventory and asset management. By tracking supplies, equipment, and materials in real time, schools can reduce waste, avoid over-ordering, and better manage resources. Automated alerts can notify administrators when inventory levels are low, ensuring timely reordering and preventing emergency purchases at higher prices. Centralized tracking can help identify underused or outdated assets, reducing unnecessary spending. 

Optimize event scheduling 

Schools today juggle a complex mix of academic, athletic, and community events–all competing for limited space and time. Through facilities management scheduling software, administrators can automate workflows and provide seamless coordination across numerous internal groups managing programs and performances, ensuring that gymnasiums, auditoriums, and classrooms are used efficiently and equitably throughout the year. 

By giving all staff–from teachers to custodians to IT to maintenance–direct access to scheduling tools, the platform eliminates surprises, double-bookings, and unnecessary work, freeing up time and resources. These tools also provide valuable data insights, helping administrators make informed decisions about space usage, staffing, and budgeting, which can be helpful for future event planning. 

From allowing both employees and community members to request facility use via customizable forms, to connecting work orders to scheduled events so all information is housed in a single location, event scheduling software platforms empower schools to manage their facilities more effectively, saving time, reducing errors, and enhancing the experience for students, staff, and the broader community.

Simplify facility maintenance

Managing building maintenance can be a logistical headache–but facilities management software changes the game. Preventative maintenance is key to prolonging the life of school assets and avoiding emergency repairs, which can lead to costly fixes and facility downtime. By generating regular, detailed reports to outline the plan for upcoming scheduled maintenance, staff can be prepared to tackle projects efficiently and ahead of schedule. 

Many platforms feature automated work orders that empower custodial and maintenance teams to submit and track projects through a centralized system, allowing them to manage tasks independently while attaching notes, images, and files. Additionally, storing critical equipment information like filter, belt, and fan sizes in a centralized location saves time and money.  

By keeping all maintenance activities organized and visible, schools can respond faster, extend the life of equipment, and make better use of limited resources. 

In an era where every dollar and minute count, school districts can’t afford to rely on outdated, piecemeal approaches to managing their facilities. Embracing facilities management software isn’t just a tech upgrade–it’s a strategic move that brings clarity, efficiency, and cost savings to complex operations. By streamlining maintenance, automating scheduling, and aligning building use with actual needs, these tools empower districts to run smarter and respond faster. 

Ultimately, modern facility management means fewer disruptions, better resource allocation, and more time for what matters most: supporting student learning and success.

About the Author:

Rebekah Leslie is the Facilities Administrative Assistant for Lindbergh Schools in St. Louis, MO.

Curt Riek is the Community Programs Manager for Lindbergh Schools in St. Louis, MO.

Shane Foster is the Chief Product & Technology Officer at Follett Software.