5 Ways Facilities Teams Can Save Time With Digital Workflows
Facility teams in school boards are responsible for managing a wide range of tasks, from inspections and maintenance tasks to rentals and larger capital projects. Much of this work relies on accurate record keeping and coordination across multiple schools.
In many cases, these processes are still handled through spreadsheets, paper forms and email. While these methods can work, they make it harder to keep track of information and follow up tasks. Using digital tools can help simplify these daily processes and make it easier for teams to stay organized. Here are a few ways digital workflows can help facilities teams save time.
1. Streamlining Facility Inspections
Regular inspections are a crucial part of maintaining school facilities, from joint health & safety inspections, facility condition assessments and general building checks all require documentation and follow up.
Using digital inspection forms allows staff to record issues as they go and keep everything in one place. Notes, photos, and follow-up actions can all be added to the same record, making it easier to track what needs attention and what has already been completed.
2. Moving Away from Paper Logbooks
Many schools still use paper logbooks to record routine checks such as fire alarm tests, mechanical inspections, and custodial checks. While these records are important, paper logbooks can be difficult to manage across multiple buildings.
Digital logbooks make it easier to keep records organized and accessible. Staff can complete required checks using standardized templates, and teams can quickly look back at past records when needed.
3. Keeping Asset Information in One Place
School facilities contain a large number of assets, from HVAC systems and boilers to safety equipment and electrical systems. Keeping track of maintenance history and inspection records can be challenging if information is stored in different places.
Having a central location to store asset information helps facilities teams keep track of maintenance activities and better plan for repairs or replacements when they are needed.
4. Simplifying Facility Rentals
Community use of school facilities often means managing a high volume of rental requests, permits, and documentation. When handled manually, this process can take a significant amount of time.
ebase’s online rental systems can help simplify this by allowing users to view availability, submit requests, and manage approvals in one place. This can reduce back-and-forth communication and make it easier to keep track of bookings.
5. Keeping Project Information Organized
Facilities teams often manage multiple maintenance or upgrade projects at the same time. Tracking timelines, budgets, and contractor information across emails and spreadsheets can make it difficult to stay organized.
Keeping project details in one system allows teams to monitor progress more easily and maintain a clear overview of ongoing work.
Supporting Facilities Teams with ebase
As facilities teams continue to manage busy buildings and growing responsibilities, having the right tools in place can make a big difference. Digital workflows can help keep information organized, reduce administrative work, and make day-to-day tasks easier to manage.
