Tackling Maintenance Backlogs

Tackle your maintenance backlogs and proactively manage your faults with a Reactive Helpdesk software module as part of an easy-to-use CAFM (Computer Aided Facilities Management) solution.  

Managing fault reporting and maintenance requests can be complex, but a good CAFM solution can make this simple. Your team, as well as wider academy, school or college staff, can log issues and faults. The real time updates enable you to manage and monitor what is happening at every stage of works, right through resolution to final close down including the costs of each job; even enabling you to answer queries as they arise.

You will be able to automate work orders, prioritise urgent repairs, track job progress/costs in real-time, manage your contractors, and shift towards proactive (PPM) maintenance. 

This will also provide you with vital data for strategic asset replacement, budgeting, and reporting, as well as helping manage your compliance; turning a complex problem into an organized, efficient, and transparent process for better learning environments. 

How CAFM & Helpdesk Software Helps

1. Centralized Logging & Prioritization: Staff (teachers, admin and your team) log faults and maintenance issues via a simple portal, creating a digital work order instantly, eliminating duplicate input and lost requests.
2. Real-Time Visibility: You see all faults, their status (new, assigned, in progress, resolved), who's doing it, and costs live on a dashboard, improving response times.
3. Proactive vs. Reactive: While handling urgent issues (reactive), CAFM uses data to schedule Planned Preventative Maintenance (PPM), preventing future failures in aging infrastructure.
4. Asset Management: Tracks vital assets, monitoring their condition, history, and lifecycle to plan major replacements before they break down.
5. Cost Control & Data: Tracks costs per job, helping budget for repairs and identify trends, justifying investment in refurbishments.
6. Contractor & Compliance Management: Efficiently assigns work to internal teams or external contractors, tracks their performance, and ensures all maintenance meets health & safety/regulatory standards. 

Helping Education Estates Concerns

• Ageing Infrastructure: CAFM identifies failing systems early through asset tracking, allowing planned upgrades rather than crisis-driven fixes, reducing downtime and improving safety for staff and pupils.
• Backlog Management: Moves from overwhelming reactive tasks to a managed workflow, using data to focus resources where needed most, clearing the backlog systematically.
• Resource Optimization: Frees up FM teams from admin to focus on strategic improvements, making the most of limited budgets. 
   

By implementing a CAFM system with a robust helpdesk, academies, schools and colleges gain control over their estates, ensuring functional, safe, and compliant buildings, ultimately supporting better education.

Free CAFM Guide

CAFM experts 3i Studio Ltd have written a guide on how to Manage Education Estates and Facilities with Good CAFM Software. Download the free guide HERE.

For Further Advice

As CAFM experts, with over 30 years’ experience, 3i Studio Ltd will be delighted to share advice and can even provide you with an online demonstration of their CAFM modules. Get in touch today via email sales@3istudio.com or our website www.3istudio.com  

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