Compliance Strategy: Upskilling, Shared Resources, or Outsourcing?

Keeping a school running smoothly isn’t just about fixing what’s broken; it’s about having the right people in place to stay on top of maintenance, compliance, and those inevitable emergencies. Pipes burst, boilers break, and somehow the door to the science lab always jams just before an Ofsted visit. Sound familiar?

For schools, it’s a constant balancing act. With stretched budgets, varying expertise, and staffing shortages, the question is:

• Do you train your site team to handle more in-house?
• Share resources with other schools?
• Bring in external contractors or facilities management (FM) companies?
• Or consider an entirely different approach—like apprenticeships?

There’s no one-size-fits-all answer. The best option depends on your school’s specific needs, but every approach has its strengths and challenges. Let’s explore the possibilities.

Option 1: Upskilling Your Site Team

There’s a certain confidence that comes with having a skilled team on-site. They know the quirks of your building, from the rattly old boiler to the windows that only close if you lift them just so. Upskilling your existing team to handle more complex tasks can reduce reliance on contractors while keeping solutions close to home.

Why It’s Worth Considering:

• Quick Problem-Solving: Your team can tackle issues immediately—no waiting for contractors to show up.
• Savings Over Time: Fewer contractor callouts mean a healthier maintenance budget.
• Team Morale: Training shows you’re investing in your staff, and when people feel valued, they stay.

The Challenges:

• Time and Money: Training takes both, and it means pulling staff off their usual tasks in the short term.
• Retention Risks: Once qualified, staff may be tempted to take their skills elsewhere.
• Limits to Expertise: Let’s be honest—there are some jobs even the best-trained site manager can’t do.

Something to Think About:

When staff take on more responsibilities, clear processes and support are critical. It’s not just about teaching new skills—it’s about giving them the structure and tools to succeed, no matter how busy things get.

Option 2: Sharing Resources Across a Trust or Federation

Pooling resources is a smart way to access expertise without hiring full-time staff. Many trusts already use this approach, sharing skilled site staff, compliance officers, or maintenance technicians across schools. However, there are just as many that don’t—particularly smaller trusts or groups of schools working together informally under a federation model. These schools aren’t run by a central team but instead rely on shared agreements to pool resources and support.

Why It’s Worth Considering:

• Affordable Expertise: Share the cost of specialists across multiple schools.
• Broader Knowledge Base: Gain access to a wider range of skills and experience.
• Collaboration: Build stronger ties across schools and share tried-and-tested solutions.

The Challenges:

• Availability Issues: Shared staff may not always be available when you need them most.
• Coordination Headaches: Managing schedules and priorities across schools can get messy.
• On-Site Gaps: Day-to-day maintenance tasks still need someone on-site to manage them.

Something to Think About:

When resources are shared, clear communication and task tracking are essential. Without a centralised way to coordinate efforts, tasks can slip through the cracks, especially when schedules get hectic.

Option 3: Outsourcing to FM Companies

For schools with larger budgets, outsourcing to a facilities management (FM) company can feel like a solution to every problem. They handle compliance, maintenance, and emergency repairs, often bringing highly skilled teams to the table. If your resources are stretched too thin, they can step in and take the weight off your shoulders.

Why It’s Worth Considering:

• Expertise on Tap: FM companies bring specialists who can handle even the most technical tasks.
• Reduced Pressure: Free up your in-house team to focus on what they do best.
• Predictable Costs: Fixed contracts provide clarity for budgeting and planning.

The Challenges:

• Cost: High-quality FM services come at a price—and it’s not always cheap.
• Loss of Control: Outsourcing means you’re relying on external teams, which can lead to misaligned priorities.
• Cultural Fit: External providers may not fully align with your school’s values or ways of working.

Something to Think About:

If you’re outsourcing, it’s important to invest in a platform that contractors can interact with. This ensures you can track their performance, oversee compliance, and retain control of key records—all while holding them accountable for the work they deliver.

Option 4: Apprenticeships – A Long-Term Solution

If you’re looking for a creative, long-term option, apprenticeships might be the answer. Partnering with local colleges or training schemes to bring apprentices into your school opens up exciting opportunities. Apprenticeships in facilities management, compliance, or maintenance can help you build a pipeline of skilled professionals who know your school’s unique needs.

Why It’s Worth Considering:

• Cost-Effective: Apprenticeships are typically more affordable than hiring fully trained professionals.
• Future-Proofing: By training apprentices in-house, you’re building a long-term talent pool.
• Community Focus: Strengthens relationships with local colleges and gives young people valuable career opportunities.

The Challenges:

• Time-Intensive: Apprentices need guidance, which can take existing staff away from other tasks.
• Delayed Returns: It takes time for apprentices to develop the skills needed for independent work.
• Retention Risks: Once qualified, apprentices may seek opportunities elsewhere.

Something to Think About:

Partnering with colleges and training schemes can reduce some of the workload by providing additional support during the apprenticeship. At the same time, a structured system for tracking tasks, progress, and responsibilities ensures that apprentices contribute effectively and frees up experienced staff for more complex issues.

What’s the Right Fit for Your School?

Every school is different, and there’s no universal answer to the staffing puzzle. What works for one school might not fit another. That’s why it’s crucial to take a step back and consider your long-term goals, your resources, and what you need to keep your premises running smoothly.

But one thing is consistent: staying organised is half the battle. Whether you’re upskilling your team, sharing resources, outsourcing to experts, or bringing in apprentices, having a way to track tasks, manage responsibilities, and monitor progress makes everything easier.

At the heart of it all is a simple goal: creating a safe, functional school where pupils and staff can thrive. However you choose to structure your team, make sure it’s a solution that works for your school, your staff, and your budget.

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