What Successful K-12 Facilities Teams Are Doing Differently  

Across the country, school operations teams are being asked to do more with less when it comes to having fewer staff, tighter budgets, and buildings that weren’t built with today’s tech or traffic in mind.  

Still, many of these same teams are seeing real progress and are getting ahead of problems by improving coordination. During this process, they’re saving time, cutting waste, and delivering a better experience for students and staff.  

So, what’s making the difference?  

This post looks at what separates the districts that are just getting by from the ones making meaningful changes, and how a connected approach to facilities management software for K-12 helps them get there.  

1. They’ve replaced paper trails with clear workflows. 

Manual systems aren’t built for the speed or complexity of modern K-12 operations. Often you have to deal with missed approvals, lost requests, and conflicting bookings. It all creates avoidable friction.  

Districts using ML Schedules have taken facility use requests off clipboards and inboxes and put them into one clean digital system, so events, maintenance needs, and after-hours rentals are tracked, visible, and easier to manage.  

What’s changed for these teams:  

• Staff and community members submit facility requests online. 

• Requests are routed automatically to the right approvers.  

• Events sync with district calendars to prevent double bookings.  

• Dashboards make it easier to track usage and fees. 

What they’re seeing:  

• Fewer scheduling mistakes  

• Less time spent managing requests  

• Better coordination across departments  

• More opportunities to rent underused spaces and generate revenue  

“It allows you to do other things and not have to worry about losing paper copies or emailing people and reminding people about things that have to be done.”  
– Jim, Director of Facilities, North Tonawanda, NY  

2. They’re solving and preventing maintenance issues faster. 

Outdated ticketing systems can’t keep up with the pace of work. With ML Work Orders, teams are simplifying how they receive, track, and complete maintenance and IT tasks with no spreadsheets and no hallway follow-ups.  

Whether it’s a leaking ceiling or a server that needs attention, the entire request life cycle happens in one shared system, from submission to completion.  

What’s different:  

• Requests are submitted, updated, and tracked in one system.  

• Staff can access and respond from mobile devices. 

• Maintenance records and labor time are stored and searchable.  

• Preventative maintenance is scheduled, not forgotten.  

What that leads to:  

• Shorter response times  

• Fewer interruptions to instruction  

• Better data to support staffing and budgeting decisions  

“My aha moment was viewing ML Schedules and ML Work Orders together and seeing the ease of request forms and the integration with the work order system.”  
– Corey, Transportation and Facilities Supervisor, Port Byron, NY  

3. They’re getting full visibility without adding more tools. 

The Follett Facilities Suite connects scheduling and maintenance in one platform, so staff don’t have to log in to five different systems just to get their job done.  

Instead of juggling disconnected platforms, district teams are using a single solution built for K-12. This system is fast to implement, intuitive to use, and scalable across buildings and departments.  

What makes this work:  

• Designed specifically for school facilities teams  

• Easy for staff to learn – most are up and running within hours  

• Reduces burden on IT teams during and after implementation  

• Brings key data together for reporting, planning, and compliance  

Why that matters:  

• Lower overall system cost  

• Fewer tech-related delays  

• Greater consistency and follow-through  

• More time spent on the work that matters  

“The transition was a cakewalk. I truly enjoy ML Work Orders versus our old system.”  
– Courtney, Admin Assistant to Maintenance Director & Curriculum Director, Jacksonville, IL  

Final Thought: Saving time is just the start. 

Getting ahead of maintenance issues, avoiding scheduling headaches, and staying in sync across departments doesn’t just save time; it builds trust across your district. And it gives operations leaders a better chance to focus on long-term improvements, not just day-to-day fires.  

Whether you’re managing one building or a whole district, the Follett Facilities Suite, powered by ML Work Orders and ML Schedules, offers a clear, practical way forward with facilities management software for K-12.   

Want to see what it could look like in your district?  
Visit follettsoftware.com to learn more or talk with our team.