What Is the Best Facilities Management Software for Schools?

Facilities management software is one of several types of software that schools use to automate essential functions. It is often used alongside classroom management software to create schools that run better.

It’s important to understand what this software is and how it relates to other kinds of software that you might use to schedule classes or engage students and parents. This guide gives school administrators the information they need to consider a facility management system.

First, you’ll learn what facility management software is and what it is designed to do. Then, you’ll learn about some of the signs that your school may benefit from these or other software options that can help manage middle schools, high schools, and institutions of higher learning.

What Is Facilities Management Software?

Facilities management software is a tool for managing a school's physical space. The software may help track many things that cause expenses for the school so that the data may be used to find insights or savings.

Fully-featured facilities management software may track everything from the amount of electricity used by the library to the monthly costs of the wax for the gym’s floor. When this software is used, you, as an administrator, should be able to find out how much you have of everything your facility needs to run.  

You can also use these systems to track maintenance schedules for school appliances, service calls per year, or other data that could help you make better decisions about the facility.

Schools use these software tools nationwide to provide preventative warnings. So, instead of your HVAC giving out on the coldest day in winter, you’ve already scheduled a checkup. These systems lubricate machines behind the scenes. They let teachers teach without interruption—An interruption such as a leaky ceiling or an overheated classroom.

What Does Facilities Management Software Do?

Simplifies Daily Operations with a User-Friendly Interface 

Facilities management software transforms daily school operations through an intuitive, modern interface. It transforms complex management tasks into straightforward, quick actions. The dashboard centralizes information. It gives a real-time overview of school activities. This makes it easier to manage attendance, student information, and more. 

Offers Flexibility: Access Anywhere, Anytime 

Many examples of this software use a cloud-based structure. This function lets school administrators manage facilities anytime and anywhere. They can access school data quickly and securely with an internet connection. This flexibility allows them to work both on-site and remotely. 

Depending on the software, it may show you maintenance schedules, work order status, and inventory levels. Each typically has a report that allows quick oversight of operations. This feature promotes informed decision-making and visibility into school facility operations. 

Boosts Performance

This software can automate tasks and boost your school's performance. It helps schools stand out among other schools in the network. For educational facilities with branches, it offers a single management solution. This ensures the same standards and decision-making across all locations. 

Real-Time Notifications

If something doesn't go according to plan, it alerts the appropriate individuals immediately. For example, suppose someone triggers a security alarm or breaks a pane of glass. Administrators, stakeholders, and maintenance management get real-time notifications in that case. They can act quickly. This ensures everyone’s safety while minimizing any disruption to learning. 

Signs that Your School Needs Facility Management Software

You Are Wasting Hours a Week on Recordkeeping Mistakes

Have you ever found yourself wading through stacks of paper? Or fixing mistakes in your logs? It's time to make a change. School facilities management software can digitize and streamline records. It makes the process less of a headache 

Facility Maintenance Requests Are Slipping Through the Cracks 

This software tracks school maintenance requests, ensuring prompt resolution and eliminating downtime. When a teacher mentions an issue many times, something’s wrong. The software ensures that service requests aren’t lost in translation. It reduces errors between administrative staff and maintenance team members. 

Your School's Assets Are Undermanaged

If you don't know when the science lab microscopes were last serviced, there’s a problem. Asset management means knowing where your school's equipment stands at any given time. Facility management software helps keep tabs on everything, ensuring a smooth workflow. 

Inventory Mishaps Keep Happening 

Running out of basic supplies can throw off an entire day at school. If inventory mishaps are routine, it may be time to consider a more organized system. Facilities management software streamlines inventory control, so essential supplies never run dry.

Reactive Maintenance Is Burning Through Your Budget

You may be overspending if you spend more time reacting to maintenance work issues. Switching to preventive maintenance can cut costs. It can also extend the lifespan of facilities and equipment. 

Communication Breakdowns With Maintenance Staff

It can cause problems if messages are not properly communicated. Especially communication between administrative staff and the maintenance operations team. To avoid such issues, you need efficient communication channels. You can get it from a computerized maintenance management system (CMMS software). This provides real-time notifications. This will help bridge the communication gap and ensure that everyone is on the same page. 

Lack of Insight into School Operations 

Would you like to gain clarity on the current state of your school's facilities? Without clear insights and reports, it's hard to make informed decisions. This maintenance management software provides visibility into the operations necessary for effective oversight.

Does Your School Need Facility Management Software?

The day-to-day dance of managing a school's facilities is a challenging task. We’ve highlighted some indicators that might suggest it's time to consider adopting such a system. 

Are you juggling maintenance requests? Or are you seeking insight into your school's operations? You need smarter, more efficient facility management. 

We created our facilities management software with schools in mind. We tailor solutions for educational institutions. We also include asset tracking and real-time notifications. Through our platform, you'll always be in the know, whether on campus or on the go.

Contact us today to learn more. Teach ‘n Go can simplify your operations and improve your learning environment.