Planning Maintenance Around the Academic Calendar
/A Year-Round Approach for School Maintenance
How estates teams can optimise maintenance throughout the year - not just during the summer break.
For schools and colleges, effective maintenance planning doesn’t begin and end with the summer holidays. While the long break presents a prime window for major works, a proactive, year-round approach can deliver smoother operations, reduced disruption and better long-term value.
At JCW, we work alongside education clients to create flexible, strategic maintenance schedules that align with the academic calendar, safeguarding requirements and budget cycles. Here’s how estates teams can build a maintenance plan that works all year round.
1. Think Beyond the Summer
Summer works are only one piece of the puzzle. Smaller, more manageable tasks, such as testing, inspections and minor upgrades, can be spread across half-term breaks, inset/training days or weekends to ease pressure on the summer schedule and keep the estate in continuous good health.
Key tip: Use quieter moments in the year (e.g. after exams or during twilight hours) to complete low-disruption tasks like lighting upgrades, servicing or cosmetic touch-ups.
2. Create a Maintenance Calendar Tied to Term Dates
A rolling 12-month maintenance calendar, aligned with the academic year, allows schools to anticipate workload and resource requirements in advance.
Group your planned works into categories:
Term-time-ready (low disruption, out-of-hours)
Short-break suitable (half-term tasks)
Major works (reserved for summer or Easter)
This allows site teams to work more efficiently and helps governors and finance teams plan spend across the year.
3. Safeguarding and Compliance, Year-Round Priorities
Whether pupils are on site or not, safeguarding must remain a top priority. That’s why JCW ensures all staff are enhanced DBS-checked and that strict protocols are in place for access control, contractor visibility and working in sensitive areas - no matter the time of year.
Regular maintenance also supports compliance, keeping you inspection-ready for Ofsted, HSE and fire safety audits.
4. Build in Contingency and Flexibility
Unplanned issues like heating failures or weather damage can throw even the best schedules off course. That’s why a responsive partner makes all the difference.
JCW offers reactive maintenance alongside planned works, giving schools confidence that urgent issues will be dealt with swiftly and safely, even mid-term.
5. Partner with Specialists Who Understand Education
The rhythm of school life is unique - and so are its demands. JCW has decades of experience working in education settings, from single-form-entry primaries to large academies, universities and trusts.
Our teams understand the pressures of delivering works discreetly, safely and efficiently. Whether it's installing ventilation systems out-of-hours, or refreshing classrooms without disrupting revision sessions, we tailor our approach to your environment.
Plan Smart. Work Safely. Stay Ahead.
By thinking strategically and working flexibly across the academic year, schools can reduce disruption, spread costs and stay one step ahead of maintenance challenges.
If you’d like help building a responsive, tailored maintenance plan for your school or trust, get in touch with JCW. We’re here to support your estates strategy, not just in summer, but all year round.
