How Premises Management Software Should Support a Multi-Academy Trust

I've spoken to hundreds of trust leaders this year and wanted to share insights from these recurring conversations about their experiences with premises management platforms. Here’s how a premises management platform should be supporting a trust.

If you're an independent school or single academy trust, subscribe. I’ll be sharing a similar article specifically for individual schools soon.

The Crux of Modern Premises Management

For many trusts, premises management now goes far beyond what spreadsheets and word documents can handle. While they have sought out software to help, many find it more of a hindrance than a help. An all-in-one platform should be designed to make life easier—helping Multi-Academy Trusts (MATs) keep their sites safe and make smarter funding decisions across the estate.

The Challenge: Technology is advancing quickly. Many mature platforms feel outdated, lacking roadmaps to improve due to factors like acquisition by larger parent companies. Modern platforms, however, are bringing new levels of efficiency and insight, prompting trusts to review their processes sooner than anticipated.

Why MATs Need a Modern Premises Management Platform

A modern platform offers these benefits:

• Enhanced User Experience & Accessibility Across Teams
• Real-Time Insights for Data-Driven Decisions
• Proactive Compliance & Maintenance
• Efficient Project and Asset Management
• Centralised Communication Hub for Stakeholders
• Freedom from Spreadsheet Management
• Improved Wellbeing through Organisation

User Experience

Schools and trusts are busy. Like, really busy. With term structures creating tight project timelines, an intuitive and easy-to-set-up platform is critical—and often the first challenge.

Surprisingly, many trusts remain committed to 'leading' platforms they trialled on a free basis, thinking it was the easiest choice—only to find, eight months in, they’re still not fully set up. Why? These platforms are often aged systems and difficult to navigate, requiring a lot of set-up, hindering effective use.

A strong platform should require minimal setup. Even better, find one where their experts handle the compliance scheduling set-up for each school on your behalf, getting you operational the day after the onboarding meeting.

Accessibility

A platform is only as effective as its usability. The best systems work seamlessly across all devices.

While some platforms use apps and others use web apps, both have their benefits. Staff skill levels vary widely, from tech gurus to technophobes. This is where web apps often excel—they don’t require constant updates or device-specific versions and work consistently on any device with Wi-Fi.

Data-Driven Decisions with Reporting and Analytics

If I had a pound for every trust leader wishing for more robust central reporting, I’d be rich.

MAT leaders need real-time insights across sites for informed, strategic decisions. A robust platform should provide advanced reporting and analytics, generating detailed reports in just a few clicks. This “big picture” empowers MATs to:

• Identify Risks Early
• Optimise Resources
• Focus on Priority Areas

Example: I recently attended a webinar by a major provider promoting the use of spreadsheets for contractor tracking. A proper platform should fully integrate functions—communication, contracts, and reporting all in one place.

Compliance Modules: Building the Foundation

A strong compliance framework is essential. The most effective systems clearly separate statutory tests from preventative tasks, organising them into modules:

1. Site Manager Tests: Routine in-house checks (e.g., fire alarms, emergency lighting) with step-by-step guidance to ensure accuracy.
2. Specialist Contractor Tests: Contractor-led tasks (e.g., HVAC servicing) with advance reminders.
3. Planned Preventative Maintenance (PPM): Preventative tasks (e.g., CCTV checks, gutter cleaning) requiring flexible scheduling.

An effective platform doesn’t lump everything together. It helps site teams distinguish between statutory tasks, with legal requirements, and proactive tasks equally important but managed differently.

Strategic Survey Tool: Planning with Insight

One platform I’ve seen uniquely includes this feature, making it stand out. While many platforms claim to have a survey module, they often just provide a place to upload spreadsheets and produce basic lists and graphs.

A fully embedded survey tool allows MATs to assess building conditions across their estate quickly, with detailed projects already on the platform—saving hours every month by eliminating spreadsheet dependencies.

Capital Programme Manager: Turning Plans into Action

With survey data in hand, a platform with a capital programme manager helps you:

• Allocate Budget
• Prioritise Projects Fairly
• Create Timelines around the School Calendar

More than a budget manager, a good capital programme manager should provide live information on funding use and support tracking eco-friendly projects in line with net-zero goals, and provide live updates for potential budget overspends.

Project Manager Tools for Seamless Execution

Effective project management is key to success. Project management tools should support projects large and small, with compliance checks and step-by-step guidance.

Look for tools that go beyond spreadsheet functionality, offering features like tendering, safety milestones, regulation guidance, and adaptability based on whether a school or consultant manages the project.

Asset Manager: Keeping Track of Essentials

An asset manager module helps MATs oversee everything from laptops to plant equipment. Make sure the asset module integrates with others, such as the compliance and project management elements to prevent gaps, unexpected costs, and simplify long-term planning.

Contractors Database: Reliable Support

A robust contractor database allows schools to connect with vetted, high-quality contractors. Some platforms, however, feature contractors based on paid partnerships.

Prioritising contractor reliability over sponsorship ensures that only skilled, reputable professionals support schools, fostering trust and dependable working relationships.

Helpdesk: The Communication Hub

An effective helpdesk should handle daily issues but go beyond ticketing. A helpdesk should:

• Connect schools, contractors, consultants, and stakeholders
• Provide live updates and chat environments for instant communication.

A comprehensive helpdesk acts as a single source of truth, tracking and following up on issues with full accountability and traceable responses.

Key Takeaway

A well-rounded compliance and premises management platform should do more than streamline processes—it should transform how your MAT manages its estate.

By ensuring compliance, guiding projects, tracking assets, strategically allocating funds, and fostering stakeholder connections, a robust platform simplifies operations across every site, creating a foundation that is safe, compliant, and future-ready - and you can get all of this at an affordable price.

Statlog — The complete solution for premises management, trusted by educational leaders.