Top 10 Challenges Faced by Estate Leads in 2024

Over the past year, I’ve been fortunate enough to meet and network with estate leads across schools and Multi-Academy Trusts (MATs). As part of these conversations, I always ask one key question: “What’s your biggest challenge?”

I encourage honesty—this isn’t about naming names or pointing fingers, so all quotes are kept anonymous, but they’re entirely real. Instead, it’s about uncovering the struggles schools and MATs face daily. What I’ve learned has been eye-opening. From budget woes to balancing educational and operational priorities, the challenges are as diverse as the estates themselves.

So, here it is: I’ve done a quick count and pulled together the top 10 biggest obstacles school estate teams told me they’re up against in 2024.

If any of these resonate with you, feel free to PM me with your challenges—and don’t forget to subscribe for more blogs like this in 2025!

Top 10 Challenges Faced by Estate Teams in 2024

1. Budget Constraints
2. Ageing Infrastructure
3. Staffing and Skill Gaps
4. Data Visibility and Centralisation
5. Inefficient or Inadequate Software Solutions
6. Balancing Priorities and Cultural Shifts
7. Balancing Operational and Educational Demands
8. Growth and Estate Expansion
9. Cultural Ownership
10. Statutory Compliance Management

Now, let’s dive into each challenge and the conversations I had with estate leads that shaped this list.

1. Budget Constraints

"Schools having the money for site itself doesn’t really exist unless it’s for a specific reason, e.g., going green. Schools have a pot of money that is split between each department, so building work and maintenance usually get put on the back burner."

Budget pressures are nothing new, but they remain one of the biggest barriers to progress. Estate teams describe constantly juggling resources, with urgent maintenance often pushing planned upgrades further down the list. Initiatives like sustainability or innovation become even harder to implement.

2. Ageing Infrastructure

"Older buildings are harder and more costly to manage as most of the infrastructure is out of date. When it breaks, it costs more to upgrade and replace. Listed buildings are even harder to manage due to restrictions on changes."

Many estate leads described their older school buildings as “ticking time bombs.” Whether it’s heating systems, roofs, or windows, ageing infrastructure creates a constant stream of reactive repairs and limits long-term planning. Listed building restrictions add even more complexity.

3. Staffing and Skill Gaps

"It’s tricky to find enough staff on-site who are trained to deal with maintenance issues. If we outsource, it’s more expensive, but training internal staff also takes time and resources."

The skills gap is growing, and estate leads often feel stuck between two costly options: outsourcing tasks to external contractors or investing heavily in upskilling in-house teams. Both approaches take time and money, which are already in short supply.

4. Data Visibility and Centralisation

"We have a spreadsheet-based tracker shared via SharePoint. It works, but each school has their own version, so it’s difficult to get a Trust overview."

MATs, in particular, struggle with inconsistent systems for tracking maintenance, compliance, and budgets across multiple schools. Without a centralised view, it’s hard to prioritise tasks, make long-term plans, or ensure consistency.

5. Inefficient or Inadequate Software Solutions

"We bought into a well-known platform about 12 months ago, and it was so terrible that we decided not to roll it out to all of the schools. It’s now just a glorified calendar for three of our schools out of ten."

Estate management software is often seen as a silver bullet, but as many estate leads have discovered, not all platforms are created equal. When software doesn’t work as intended as they are already outdated or too basic for the job, it becomes a hindrance rather than a help, wasting time and resources instead of improving operations.

6. Balancing Priorities and Cultural Shifts

"There’s often a disconnect between facilities needs and what teaching staff prioritise. It takes a cultural shift to balance these opposing requirements."

Estate teams frequently feel caught in the middle, balancing operational demands with the preferences of teaching staff and leadership. One estate lead described it as “trying to meet two opposing visions at once.”

7. Balancing Operational and Educational Demands

"The balance between professional services and teaching and learning is one of the biggest challenges. How do you prioritise facilities without impacting the classroom?"

MATs often face tough decisions about resource allocation. Should they invest in new classroom technology or essential roof repairs? Striking this balance between operational needs and the educational experience is a recurring challenge.

8. Growth and Estate Expansion

"When MATs grow, they often inherit premises in a bad state of disrepair. It’s a big challenge to bring these schools up to standard."

Expanding MATs often acquire schools that require significant investment to bring them up to compliance and operational standards. One estate lead shared a story of inheriting a site where critical repairs had been neglected for decades, adding immense pressure to their team.

9. Cultural Ownership

"It’s hard to find staff who treat the property as if they owned it."

This challenge isn’t about technical skills but attitude. Estate leads said they need team members who take ownership of the property, treating it with care and pride. Without this, small issues can snowball into major problems.

10. Statutory Compliance Management

"It feels like a full-time job just keeping up with all the certifications, risk assessments, and inspections. With multiple schools, the deadlines never seem to stop."

Compliance is non-negotiable, but managing it across multiple sites can feel like running on a treadmill that never stops. Many estate leads said they’re constantly chasing deadlines, leaving little time for anything else.

Final Thoughts

Managing a school estate has never been an easy job, and 2024 brings its own unique challenges. From ageing infrastructure to inefficient tools, estate leads are juggling more responsibilities than ever. But if there’s one thing these conversations taught me, it’s that you’re not alone in facing these challenges.

Which of these obstacles do you recognise from your own experience? Let’s keep the conversation going—drop me a message with your biggest challenge or subscribe to follow along as we share more insights in 2025.

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