Beyond the Classroom: Insights from a Former Director on Educational Facilities Operations

Budget season has begun! Managing facilities in an educational institution is no small feat. From balancing budgets to safeguarding the longevity of critical assets (all while supporting students, faculty, and administrators), the role demands precision, adaptability, and strategic foresight.

Before joining Brightly, I spent over a decade in educational facilities and operations, most recently as Director of Operations and Facilities at The Windward School in New York. My journey began in 2013 at Campbell Hall School in Los Angeles, where I first encountered Brightly Software's (then SchoolDude) work order and maintenance management system.

Watching Brightly evolve into a leader in smart asset management has been inspiring, And now, as part of the Brightly team, I’m passionate about helping facilities leaders leverage tools that make their jobs easier and their campuses stronger.

The budgeting challenge

Budget season is one of the most critical, and often stressful, times for facilities leaders. It’s not just about crunching numbers; it’s about earning a seat at the strategic planning table. Facilities leaders must present data-driven, forward-looking budgets to school financial decision-makers, like superintendents, heads of school, CFOs, etc. that outline anticipated repairs, replacements, and major capital improvements over the next three to five years.

Traditional CMMS systems are great for managing work orders, but today’s challenges require more. That’s where Asset Investment Planning (AIP) solutions come in. These tools can elevate budgeting beyond spreadsheets, enabling leaders to:

Prioritize capital projects based on real-time data and risk analysis.
Forecast costs for repairs, replacements, and upgrades with confidence.
Align budgets with strategic goals for energy efficiency, compliance, and long-term sustainability.

The Journey: From FCA to CMMS/EAM to AIP

Many institutions begin their journey with a Facilities Condition Assessment (FCA) to understand the current state of their assets. This baseline data is critical for identifying deferred maintenance and planning for future needs.

The next step often involves implementing a CMMS or Enterprise Asset Management (EAM) system to centralize work orders, streamline maintenance, and improve operational efficiency.

Finally, leaders advance to AIP as a strategic approach that uses data to prioritize projects, justify capital investments, and align spending with institutional goals. This progression transforms facilities management from reactive to proactive, ensuring long-term sustainability and financial stewardship.

Creating a facilities budget: 7 key steps

Whether you’re planning for the upcoming school year or mapping out a five-year capital strategy, start with these essentials:

Assess current facilities: Conduct a thorough review of your buildings and assets. If your FCA is outdated, refresh it with input from your team to identify urgent repairs and upgrades.
Define priorities: Establish clear goals and rank them by impact. Consider factors like safety, compliance, energy efficiency, functionality, etc.
Review historical data: Analyze past budgets and maintenance records to spot trends and opportunities for cost savings.
Engage stakeholders: Collaborate with department heads, administrators, and maintenance staff to capture needs and “wish list” items.
Prioritize maintenance and upgrades: Focus on tasks that affect safety and operational continuity first.
Research and estimate costs: Gather accurate quotes for materials, labor, and contractors to avoid surprises.
Plan for the long term: Include major systems like HVAC, roofing, and infrastructure in your capital plan to prevent costly emergencies.

Preventative maintenance and strategic asset management aren’t just best practices—they’re essential for avoiding unexpected disruptions and budget overruns. With tools like Brightly Origin, you can back every decision with data and present a compelling case to financial leaders.

Ready to transform your budgeting process?

Take control of your capital planning and asset management with Origin and our Asset Investment Planning solutions. These tools are designed to help Higher Education and K–12 institutions: