As of 2024, there are over 130,000 public and private K-12 schools operating across the United States. While educational priorities often center around teaching standards, technology in classrooms, and student achievement, one critical aspect often goes under the radar: facilities management.
Behind every functioning school is a complex system of buildings, assets, and infrastructure. These systems require constant upkeep, monitoring, and adaptation—especially in the face of aging buildings, shrinking budgets, and increased safety concerns.
The role of facility management software for schools is becoming not just helpful but essential.

America’s School Buildings Are Aging—and It Shows
According to a report from the U.S. Government Accountability Office (GAO), over 54% of public school districts need to update or replace major systems in their school buildings. This includes HVAC, plumbing, electrical systems, and even structural integrity.
What’s more:
The average age of school buildings in the U.S. is 44 years, with many built in the 1950s and 60s.


Roughly one-third of schools have HVAC systems that require repairs or replacements, often contributing to poor indoor air quality.


Nearly 36,000 schools report at least one building feature in poor condition, affecting safety, learning environments, and daily operations.


These issues place growing pressure on school facility teams, many of whom are already understaffed and working with limited visibility into building systems.

Post-Pandemic Pressures Have Increased the Load
The COVID-19 pandemic brought building health into sharp focus. Ventilation, cleaning protocols, and emergency response plans were re-evaluated across the country. But while funding was temporarily boosted through ESSER (Elementary and Secondary School Emergency Relief) funds, many districts still lack a modern, scalable solution to manage ongoing facility needs.
Post-pandemic challenges include:
A nationwide shortage of qualified maintenance staff


Increased expectations around cleaning, disinfecting, and air filtration


The need to digitally manage compliance and inspection records


Greater urgency for emergency preparedness and response capabilities


Many districts are turning to school building maintenance systems and cloud-based platforms that provide instant access to building documentation, maintenance logs, and asset tracking.

The Shift Toward K-12 School Maintenance Software
Traditionally, school maintenance relied on spreadsheets, paper documents, and staff memory. But with teams now managing dozens—or even hundreds—of assets across aging campuses, that model is no longer sustainable.
Here’s why K-12 schools are investing in smarter tools:
Deferred maintenance costs are on the rise: A 2023 report by the 21st Century School Fund estimated that U.S. schools have accumulated over $85 billion in deferred maintenance.


Time lost searching for information: According to the International Facility Management Association (IFMA), maintenance technicians spend up to 30% of their time just locating the right information to complete tasks.


Risk during emergencies: In the event of active shooter scenarios, gas leaks, or severe weather, school officials must locate shut-offs, floor plans, and emergency resources within minutes—not hours.


These needs have fueled interest in facility management software for K12 that offers real-time, mobile access to key information.

Features U.S. School Districts Are Prioritizing in 2025
District leaders evaluating educational facilities management tools are looking beyond work order tracking. Based on recent trends, the following capabilities are rising in importance:
🔹 Mobile Access to Building Plans & Shut-Off Maps
So technicians and first responders can act quickly without returning to the office.
🔹 QR Code Scanning for Equipment Data
To instantly access O&M manuals, warranty documents, and maintenance history.
🔹 Cloud-Based Recordkeeping
To eliminate reliance on physical binders and local servers.
🔹 Emergency Readiness Tools
Including evacuation plans, refuge room locations, and real-time information sharing during crises.
🔹 Knowledge Preservation
To capture insights from veteran staff and make them accessible to new team members.

The Role of Technology in Safer, More Efficient Schools
School leaders aren’t just thinking about operational efficiency—they’re thinking about student safety. Facility failures can delay learning, cause injuries, or even escalate emergencies. The National Center for Education Statistics (NCES) reports that over 70% of school districts consider building condition directly tied to student outcomes and safety.
Well-maintained facilities support not only physical safety but also reduce distractions and improve the overall learning environment.
In this landscape, adopting smart facility management software for schools isn’t just a budget line—it’s a safety and performance imperative.

Conclusion: Investing in the Infrastructure Behind the Learning
As school districts face tighter budgets, tougher compliance standards, and higher expectations for transparency and safety, modern facility management tools are becoming a cornerstone of campus operations.
With over 90,000 public schools and tens of thousands of additional K-12 institutions navigating the same challenges, the shift to digital, mobile, and cloud-based facility systems is accelerating across the U.S.
Whether managing a large urban district or a rural school system, district leaders must prioritize not just the education inside the classroom—but the infrastructure that surrounds it.

https://www.arcfacilities.com/industries/school-facility-management-software