Collaborative Operations Software and Your School Budget

Education institutions around the country face many of the same challenges that corporations grapple with on a day to day basis. One of the most pressing issues is that of budget cuts. Often times, schools will look to cut their operations budgets by reducing expenditures within the facilities maintenance department. This department, however, is crucial to the success of the school – whether it is a single building elementary school, an entire public school district, or a large post-secondary college or university. The facilities maintenance department is responsible for responding to thousands of work order requests, maintaining the campus buildings, grounds, and equipment, plus countless other daily tasks to ensure the school is clean, safe, and secure. Cutting budgets in this area could prove to be a grave mistake.

  1. Streamline communications. Collaborative operations management software eliminates the need to communicate via a myriad of tools that do not interact with one another. You will no longer need to relay work order requests to the appropriate person by phone, email, text message, fax and/or handwritten note. Within a single solution, work orders are generated, exact locations of issues are pinpointed using GPS mapping, personnel is assigned, and the status of the job is tracked and monitored from start to finish. Collaborative operations software such as Common Areas can do this and more, thus helping to save your school money by completing tasks in a more efficient, timely and cost-effective manner. You can manage all of your teams, tasks, and locations in one collaborative work hub.
  2. Provide great transparency.  There are so many individuals involved in resolving the multitude of work order requests a school receives each day. Internal maintenance staff, teachers, school administration, students, external vendors and contractors – how is it possible to manage them all within one system that is easy to use by each of these stakeholders? A collaborative operations software can help you link everyone together and provide facilities managers with pertinent data allowing them to quickly know who is doing what when and where. When the facilities manager has access to this level of transparency, they are able to better deploy resources and personnel on hand. Scheduling of human resources can be done more effectively and in a more cost-efficient manner. Overtime hours can be reduced and people can be redeployed to complete other assignments that have higher priorities.
  3. Increase Productivity. Using collaborative operations software allows you to set up a preventative maintenance process. When your school proactively schedules routine maintenance for its facilities, money is saved by lengthening the lifespan of your physical assets. In addition, preventative maintenance leads to the prevention of equipment failure, unexpected/costly repairs, and unplanned downtime.
  4. Generate data, metrics, and reports. When using collaborative operations software, your school’s facilities manager has the ability to generate reports that will provide data that is needed to make more informed cost-saving decisions. For example, the school’s facilities manager can monitor maintenance key performance indicators, track productivity, understand which work orders are currently scheduled, are in process, completed, or past due. Collaborative operations software reporting tools help to prioritize what needs to be done and aid in accurately deploying the resources to do so. Insights such as these will ensure lasting benefits to your facilities department and the school’s overall budget.

Cost estimates continue to soar for the repair and modernization of aging school facilities across the entire nation. Your school can stay ahead of the curve by implementing a cloud-based collaborative operations software to tackle budgetary issues head-on in a most favorable manner. Extend the life of your building. Improve collaboration among all stakeholders. Complete tasks quickly, efficiently, effectively and economically. Doing so can lead to a positive contribution to your school’s shrinking bottom line.