Maintenance is a massive task for many educational establishments. It’s something that takes years to get right, even when senior management is focusing on the task at hand.
But does it have to be so complicated?
We’d argue to the contrary.
Yes, schools and colleges are complex operations. However, once they have processes in place, everything becomes so much more straightforward.
So, what are we saying? What do you need to do to maintain school facilities and appliances?
Let’s take a look.
Use Durable, Low-Maintenance Materials
First, you’ll want to start with durable, low-maintenance materials. No, these aren’t the most exciting. But when you have thousands of students using them every day of the year, they’re critical.
Therefore, invest your money in high-quality furniture and equipment. Make sure you implement items that can withstand heavy use. Use plastic if you have to. Follow trends but also ask yourself whether you could do things differently (and better).
For example, don’t automatically use chipboard desks with laminate coatings. Figure out whether investing in proper composite or hardwood would perform better long term.
Keep An Inventory Of Replacement Parts
Next, keep an inventory of OEM replacement parts. Don’t function ad-hoc, like so many schools and universities do.
Building up your in-house supplies will allow your caretaker staff to implement repairs immediately. This way, you can fix problems before they become more serious while continuing to provide students and other stakeholders with the services they expect.
If you don’t have parts on hand right now, order from reputable suppliers today. Make sure you have everything you need for items that break down regularly, like your appliances.
Put aside a storage room for all the bits and pieces you need. Maintain proper shelving and ensure you can access it immediately. Use labels strategically so your staff doesn’t have to spend time rummaging around, looking for the specific items they need.
Partner With Reliable Service Providers
Next, look to work with contractors and other reliable service providers who can deal with the issues you face. Find out whether they can be with you at a moment’s notice.
The more reliable the service providers are, the better your institution will perform. Ideally, you want them to commit to serving you before other customers (and as a high-paying client, they usually will). Getting this in writing can be helpful.
Schedule Inspections And Repairs
Another strategy is to schedule your inspections and repairs. Putting them all on a big timetable reduces the risk of damage going unnoticed and repairs costing more in the future.
This scheduling process can be tricky to put in place (and can take up a whole morning if you do it right). However, once you check all the equipment and put it in place, it’s a godsend. Once written down, all you need to do is read off it, like a checklist, doing everything you need to do.
Encourage Staff To Take Responsibility
With these basics in place, the next stage is to train your team. You want them to take responsibility for monitoring appliance repair and parts. This way, you can automate the process further.
Yes, you will need to oversee these activities (to make sure that your people are doing what they should be doing). But other than that, you want to aim for it to be mostly hands-off.
Even educating students can help reduce the administrative burden. Telling them how to interact with equipment and appliances can reduce overall wear and tear, and ensure less of a burden on you and your team. Ultimately, this approach should reduce costs for the school.
Add A Sanitation And Cleaning Schedule
Next, you’ll want to organize your cleaning staff to deal with sanitation and hygiene. Simply reducing the amount of dirt and dust in the environment can have a profound effect on equipment longevity.
Therefore, break down all your tasks into daily, weekly, and monthly. Splitting it up in this way helps with timetabling and allows you to meet regulatory demands. You don’t want to be in a situation where grime is building up inside equipment and causing problems.
For example, consider the desktop computers in your IT room. Many schools and universities never dust these. But getting rid of the dust inside helps fans work better and ensures chips remain cool.
Add Preventative Maintenance
Finally, ensure you have a preventative maintenance plan in place. Make sure you’re servicing your HVAC systems and electrical wiring on a regular basis. Don’t leave it until something breaks, as that can harm your institution’s budget.