10 Crucial Facility Management Challenges in K-12 Schools

Did you know that roughly half of U.S. public school buildings are over 50% years old, and 53 of school districts report needing major renovations? Without effective facility management processes in schools & colleges, outdated infrastructure, unexpected breakdowns, and compliance challenges can disrupt learning environments. Schools must adopt modern facility management strategies, including preventive maintenance in schools, asset tracking, and emergency preparedness to ensure safety and efficiency.

Below are 10 common facility management problems in K-12 schools and practical ways to address them:

1. Aging Infrastructure and Maintenance Backlogs

   Problem: Older school buildings often suffer from failing HVAC systems, plumbing leaks, and electrical malfunctions. Without structured maintenance, these issues escalate, causing costly emergency repairs.

   Solution: A school facility management software which enables instant access to facility information via mobile devices can help teams track maintenance histories, schedule routine inspections, and prevent system failures before they occur.

2. Budget Constraints for Facility Upkeep

   Problem: With limited funding, schools often prioritize reactive repairs over proactive maintenance, leading to more significant expenses over time.

   Solution: Schools can optimize budgets by using preventive maintenance strategies that identify critical repairs early. Facilities management software for schools can help allocate resources efficiently and reduce unnecessary expenditures.

   Find out how much your school can save! Use our ARC Facilities Efficiency Calculator to see the potential savings on maintenance and repairs.

3. Preventive Maintenance Challenges

   Problem: Many schools lack the structured processes needed to conduct preventive maintenance regularly, leading to unexpected breakdowns.

   Solution: A K-12 asset management software, which provides facilities teams the ability to access equipment information and O&M documentation via mobile devices, can streamline preventive maintenance by ensuring technicians have instant access to critical equipment details, reducing downtime and extending asset lifespan. This instant availability of facility information significantly enhances operational efficiency and emergency preparedness, helping schools reduce unplanned downtime and optimize maintenance efforts.

4. Ensuring Health and Safety Compliance

   Problem: Schools face challenges in keeping up with fire safety, air quality, and ADA regulations, as compliance requires rigorous inspections, detailed maintenance tracking, and timely documentation – often leading to inefficiencies and potential risks if not managed properly.

   Solution: While keeping up with compliance requirements can be challenging, having instant access to building and equipment documentation helps schools stay prepared. A mobile-friendly facility management solution enables teams to quickly retrieve inspection records, maintenance logs, and equipment details—ensuring that fire extinguishers, alarms, and emergency exits are properly maintained. This streamlined access helps facility managers stay organized and ready for inspections, ultimately contributing to a safer environment for students and staff.

5. Emergency Preparedness and Equipment Accessibility

   Problem: In emergencies, such as fires, water leaks, or natural disasters, it's crucial for facility teams to quickly access information about shut-off valves, fire extinguishers, and evacuation routes. Delays in accessing this information can compromise safety.

   Solution: A school facility management software or an app that offers instant access to emergency plans, shutoff locations, and asset tracking via QR codes helps school facility teams act quickly in critical situations. By having real-time building information at their fingertips, schools facility teams can minimize damage and improve emergency response times.

6. Keeping Historical Information and Managing Renovation Projects

   Problem: School facilities are often involved in multiple renovation projects, making it difficult to manage and track construction documentation efficiently.

   Solution: A facility management software for schools with the ability to document, track, and share construction documentation in real-time, helps facility teams keep things organized and allows them to share project closeout information quickly with construction teams. By providing instant access to historical and current building details, school facility teams can streamline project management, improve coordination, and ensure timely updates to maintain the most current building information. compliance.

7. Staff Training and Equipment Knowledge Gaps

   Problem: High staff turnover in facility teams often results in institutional knowledge loss, leading to inefficiencies in equipment maintenance and facility operations.

   Solution: A school facility management software which enables teams to capture and retain institutional knowledge ensures that any facility team member always has instant access to maintenance records, equipment manuals, and service histories, reducing downtime and improving efficiency.

8. Aging Equipment and Lack of Asset Tracking

   Problem: As school assets age, facilities teams may lose track of asset condition and location, leading to inefficient use of resources and increased risk of failure.

   Solution: A facility management software for schools that helps teams document asset and equipment information, capture important details, share records effortlessly, and quickly locate what they need—ensuring better organization and faster access to critical data.

9. Vendor and Contractor Management

   Problem: Schools frequently work with third-party service providers for janitorial services, HVAC repairs, and security upgrades. Managing multiple vendors efficiently can be challenging.

   Solution: A school facility management system enables facility teams to grant specific access to third-party service providers, allowing them to retrieve relevant building information, equipment details, and maintenance records as needed. This streamlined access helps vendors complete work efficiently, reducing delays and ensuring smoother facility operations.

10. Overwhelming Paperwork and Documentation

    Problem: Facility teams often spend valuable time traveling back and forth across campuses to retrieve paper building plans from document storage rooms. Managing maintenance records, compliance documents, and inspection reports in paper form can lead to disorganization, delays, and inefficiencies—especially when quick access to critical information is needed.

    Solution: A facility management software for schools that provides instant access to critical facility information, reduces reliance on paper-based systems. This streamlines tracking, updating, and retrieving documents, enhancing efficiency and organization.

ARC Facilities is revolutionizing facility management for schools by providing instant access to critical building information. With our cutting-edge software, school facility teams can streamline maintenance, improve safety for students and staff, and reduce downtime—all from the palm of their hands. Embracing the latest technology, ARC Facilities ensures that K-12 schools stay efficient, organized, and ready for any challenge, helping educational institutions maintain a safe, productive learning environments.