Your Project Plan is Approved—Now What?

Your school’s project plan has been approved. Fantastic! 🎉

But before you break out the celebratory Hobnobs (and if you were thinking Rich Tea, we can no longer be friends), here’s a reality check:

Getting approval is the easy part. The real challenge? Delivering the project properly—on time, within budget, and without unexpected problems.

Whether it’s a small refurbishment or a large capital project, there are plenty of ways things can go wrong. Here’s what to look out for—and how to avoid costly mistakes.

🏫 Small Local Projects: What Could Possibly Go Wrong?

From replacing windows to knocking through an internal wall, local projects can seem straightforward. But before getting quotes, there needs to be a clear process to determine whether:

🔹 The team is competent to manage the project
🔹 External oversight is needed
🔹 The right compliance checks have been done

🛠️ 1. Are You Competent to Manage This Project?

Hiring a contractor isn’t the issue. Scoping the project correctly before getting quotes is.

Here’s a small selection of key questions to answer before calling contractors:

✔️ Does the project involve structural changes?
(e.g., removing walls, altering foundations—requires professional assessment)

✔️ Are there compliance risks?
(e.g., fire safety, asbestos, accessibility—needs a risk assessment before work begins)

✔️ Does it require planning permission?
(e.g., changing external structures, major refurbishments—needs local authority approval)

✔️ Will it affect other building systems?
(e.g., plumbing, ventilation—requires coordination with specialists)

📌 Example:

A school planned to widen a doorway for accessibility. No one checked if the wall was load-bearing—the contractor refused to start. The work needed steel supports and formal approvals, delaying the project and increasing costs.

💡 Best practice:

✅ Have a robust checklist process to ensure all key risks are considered before work begins.
✅ Seek software that supports regulations & milestones to avoid missing critical steps.
✅ If in doubt, escalate. Getting expert advice early is cheaper than fixing a mistake later.

📋 2. Linking Projects to Compliance: Legal Obligations

Certain projects—especially those fixing failed statutory compliance checks—need proper documentation for audits.

💡 Best practice:

✔️ Track all compliance-related projects digitally—no scattered paperwork.
✔️ Log certifications and updates—some projects must be recorded before work begins.
✔️ Audit readiness—ensure records are up to date in case of inspections.

📌 Example:

A school replaced a fire door but forgot to log the installation certificate. When an audit flagged it, they had to redo the compliance check—causing unnecessary delays.

💰 3. Budget First—Quotes Later

Have you ever chased multiple quotes, only to realise there’s not enough money for the project? 🚨

💡 Best practice:

✔️ Confirm budget availability first—before engaging contractors.
✔️ Set a contingency (10-15%)—hidden costs always arise.

Budgets are like school WiFi—just because you have one doesn’t mean it’s actually working when you need it.

📌 Example:

Fixing a leaky roof? Budget extra—because once work starts, you’ll find more problems.

📜 4. Three Quotes—Always. Here’s Why.

Getting multiple quotes isn’t just best practice—it protects your budget.

✔️ Competitive pricing = cost savings.
✔️ More options = better value.
✔️ Prevents ‘mates-rates’ decisions that may not be the best deal.

💡 What about adjudication?

• No strict legal requirement, but having a scoring system (cost, quality, turnaround time) ensures fair contractor selection.

📌 Example:

A school chose the cheapest quote—but the contractor had no insurance and a history of delays. The result? Higher costs fixing poor-quality work.

🏗️ Capital Projects: Managing the Consultant, Not Just the Budget

Larger capital projects—new buildings, extensions, major refurbishments—need a different approach.

Here, the challenge isn’t just the project—it’s managing the consultant overseeing it.

📊 1. Feasibility Studies: Have You Thought This Through?

Before committing, feasibility studies assess whether the project is viable.

✔️ Can it be done within budget?
✔️ Will it disrupt the school?
✔️ What planning permissions are needed?

A feasibility study is your chance to catch problems early. It’s the difference between realising a wall is load-bearing before work starts, or after it’s already on the floor.

📌 Example:

A trust approved a new sports hall—without realising major road access changes were needed. The cost doubled before work even started.

💡 Best practice:

✅ Assess all risks upfront—before approving budgets.
✅ Confirm feasibility studies are complete before tenders go out.

💰 2. Preventing Unexpected Costs

✔️ Establish a ‘change notification’ system—contractors must flag cost increases before they occur.
✔️ Regular check-ins—assume things will go wrong and catch issues early.

📌 Example:

Ever heard, "Oh, by the way, we went over budget" AFTER the work is done? That’s why clear budget change policies are non-negotiable.

📜 3. Holding Consultants Accountable for Compliance

✔️ Request key documentation, such as Building Control sign-off, fire safety approvals, and electrical certification.
✔️ Ensure consultants provide an O&M Manual—covering any maintenance requirements for new work.
✔️ Hold a final handover meeting to verify everything is completed before signing off.

Without a proper handover, your ‘brand-new facilities’ could turn into ‘brand-new problems’ within weeks.

📌 Example:

A school completed a roof replacement but later discovered fire barriers weren’t properly installed—something missed at final inspection. If a clear handover process had been in place, this issue could have been flagged before completion.

💡 Best practice:
✅ Require a formal completion checklist before signing off on any project.
✅ Store all compliance documents digitally in a document management system for easy retrieval.
✅ Don’t assume compliance—ask for evidence before sign-off.

🎯 Final Thoughts: Approval Isn’t the Finish Line—It’s the Start

💡 Key Takeaways:

✔️ For local projects—ensure proper planning and compliance before engaging contractors.
✔️ For compliance-related projects—log and track everything properly.
✔️ For budgeting—secure funds before quotes and allow contingency.
✔️ For capital projects—hold consultants accountable for compliance and budget oversight.
✔️ Seek competent project management software to streamline planning, tracking, and compliance.
✔️ Use a digital document management system to ensure all records are stored, accessible, and audit-ready.

If in doubt, check. If you’re still in doubt, ask. And if you’re really in doubt, find someone who actually knows what they’re doing before it ends up in an HSE report.

And most importantly—don’t forget the Hobnobs. 😉

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