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:
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.
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.
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.
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.
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.
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.
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.
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.
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.
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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