How Efficient is facilities software management for Schools

How Efficient is facilities software management for Schools

Schools are large entities managed by facility managers to ensure the safety and security of the occupants as well as the building itself. Doing critical tasks manually consumes a huge time and money. For instance, think of accessing building information faster to resolve contingencies and prevent hazards. Isn’t it challenging? To minimize this issue service providers have come up with tech-based solutions in the form of mobile software. 

As the number of schools globally has increased, facility issues have also gone up. Lots of complexities are being faced by facility managers in schools to simplify tasks and ensure business continuity. To access emergency data seamlessly and instantly, popular service providers offer custom facilities software management for schools. 

Go through the following points to know how it works.

Need for facilities software management for schools:

To access building plans:

Plans for school buildings are quite complex as they involve massive structures and internal components. So availing emergency information in details of such buildings won’t be smooth. But by incorporating a suitable software complexity can be reduced faster. For example, it will guide the facility managers or the technicians to locate the spot instantly along with identifying the root cause of the emergency. 

To access emergency information:

In this case, the software will take care to inform about the evacuation routes and its plans to prevent loss of lives or extreme injuries. This will also notify emergency contact numbers and equipment information that can prevent serious consequences. Details of the floor plans and life safety documents are also included in this module to enable the facility team of the schools to take corrective actions immediately and implement those for a safe future. 

To ensure preventive maintenance

This is equally important as it helps in avoiding costly repairs and replacements. By scanning QR codes attached to the equipment and machinery the concerned managers can receive all emergency information related to inspection logs, services due, installation date, manufacturer details, and lots more. This can detect minor errors and alert technicians to adopt corrective measures beforehand. Hence it saves time and makes the occupants more productive to achieve excellence.

Document management:

Managing documents for schools is no less crucial. Paper documents are vital as they contain important information and sensitive data for business development and collaboration. Now finding them during emergencies is again challenging. But with apt technology solutions information can be easily comprehended and stored chronologically to ensure streamlining tasks and faster decision making. With mobile based software readily available facility managers can avail the updated information and can share those during times of need. 

Benefits of facilities software management for Schools

Reducing complexities:

Finding emergency information from piles of paper and Excel sheets is tedious. Instead, schools can now use facilities software management to segregate data facts and interpret images from various sources seamlessly. Imagine scanning a 50-page document into pdf files within seconds. Isn’t it fascinating? 

Making data availability faster:

Recording documents in books or softcopies is quite repetitive and time-consuming. Due to human intervention, those are prone to frequent errors. But using software and mobile apps has made this hassle-free and flawless. Imagine accessing building plans at your fingertips during emergencies. Simply by using higher education facilities management software users can see how and where problems have occurred. Additionally, they can also get an idea about prospective crises and how to prevent those from getting aggravated. All these happen because of the scope to obtain essential data on the go. 

Prevent data losses:

Losing vital data or information is detrimental for business growth and profitability. Traditional methods can often result in data getting misplaced or lost. How to retrieve those is a big concern for the facility managers. With software solutions put into practice, this loss can be prevented, and even historic data can be collected easily for future use. Thus, even when somebody retires his or her contribution gets noticed to bring in further development and information. Also, this helps in onboarding new employees as the decision makers can align the expected roles and responsibilities based on previous data. 

Prospects of higher education facilities Management

With time passing by, managing facilities is getting complex. Hence advanced solutions have become indispensable to take control of emergencies effortlessly. Service providers in this regard are already providing immersive services, but future technologies will be more intuitive to enable improved interaction and better communication. 

From task automation to scanning QR codes, from data conversion to OCR, mobile software today performs multiple functions with efficiency. Considering the requirements of schools, facilities management software can be customized to focus on priorities like preventive maintenance, emergency information, building plans, etc. Talking about compliance management, facilities management software is equally vital. For example, schools often need affiliations and quality assurance from recognized institutions to function in a certain way. For this, compliance is mandatory as regulatory authorities need to check specific documents being managed for a definite number of years. This can be smoothly managed, monitored and shared via mobile apps and can be improvised quickly to do the needful. 


Schools are gradually gaining popularity because of the increasing number of students each year. As the demand for school admission goes up, the need for facilities management also increases to ensure safety and security. Tackling a crisis manually is complex. Moreover, human intervention towards regular maintenance and inspection often leads to inaccuracy. All these factors taken together result in increasing business expenses and uncertainties.