A lesson in planning and communication

A lesson in planning and communication

Carrying out maintenance and refurbishment work in education facilities during the summer holidays can sometimes offer up a variety of challenges, including logistical and safety issues. Ahead of the school break, our head of client services Peter Hordley explains how challenges can be overcome through communication and planning.

The academic summer holidays provide an ideal time for the completion of maintenance and refurbishment work in empty schools, but when multiple schools require attention during this limited six or seven week window, challenges can be presented for us.

Not only is there a high demand for work from clients, but there is also a high demand for annual leave, so this can create a logistical issue which can be overcome through careful planning and communication.

We plan our workload far in advance of the busy summer period, to ensure we have the resources to complete projects and to arrange our operations around activities which may still be taking place in schools, such as exams and community group meetings.

There are, however, risks involved in this advance preparation. While most summer work is planned throughout January and February, education budgets will only be confirmed during April. This means that, when planning ahead for projects during the summer, only a proportion of these projects may actually go ahead.
Planning ahead for multiple projects, even when budgets are unconfirmed, is beneficial to the smooth running of operations. The downsides of plans being aborted are outweighed by the benefits of being able to arrange the majority of work in advance.
While forward-planning is essential for the successful completion of summer holiday work in schools, communication with stakeholders is also vital. We believe that planning work in partnership with school staff and stakeholders directly, rather than through the local authority, can offer an improved way of working.

While local authorities have a degree of knowledge about schools, such as term dates, they do not always know the inner workings of a school. For example, if a project was planned to run slightly into the first school term, staff would be able to advise on the areas which will still be available to work in during that period.

Staff can also advise on whether enabling works can be completed before the summer holiday, while we can explain the full extent of a project to staff, including design and layout, which allows any potential issues to be overcome before they arise.

Carrying out work in school environments can offer up many challenges, but the careful use of planning, partnering and communication between all parties can assist with the smooth, successful delivery of operations and ensure that all stakeholders involved remain safe.

How Eagle-eyed Contractors Can Help Landlords


Kevin Rhone, head of social value at Novus, explains why housing associations can glean new insights from contractors working in their communities and use them for more than completing building works. The social housing sector faces unending challenges. Not only are they tasked with regenerating communities, pressured to provide high quality homes and services, and challenged to increase their build rates, they’re also looked to as a key stakeholder in ensuring the safety and security of people in their communities. Having eyes and ears on the ground in these communities to make sure customers are safe and well is a bank-breaking investment, however. This is particularly true of national organisations borne of the spate of M&A activity in recent years. Monitoring communities more deeply than they’re obligated to do is almost impossible over their geographic footprints. Particularly since, for these organisations, huge amounts of capital have to be spent solely on maintaining stock. However, many RPs are missing an opportunity. They’re not using contractors’ insights, yet these businesses can offer a wealth of understanding about local communities. Construction and Maintenance Teams’ Positive Impact Of course, customer care officers can’t be everywhere at once. Construction and maintenance teams interact with housing associations’ customers every day. They see it all first hand and can be friendly faces on estates while also helping associations to identify solutions to regular issues. Many on-site professionals are keen to engage. They aren’t simply there to fix and repair homes, they build relationships with communities and in some cases, can be vulnerable people’s most frequent visitor while they’re around. They will regularly help elderly residents with their shopping and can be the first to discover if they’ve had an injury. Housing associations can also ask these teams to be vigilant for signs of violence and abuse and can ask them to keep their eyes open in areas where there are suspicions of drug use. While, yes, any responsible person would report illegal activity, contractors can help further by identifying trends too – how or why certain issues may be cropping up frequently. Using them in this way can help housing associations think up new ideas of how they might be better addressed. CSR Programmes It’s not just about pointing out the problems too. Many contractors have CSR programmes and housing associations could also use these to proactively address challenges in their communities. We run a national CSR programme called Changing Lives. So far, we’ve changed over 33,000 lives since 2015 through community projects that provide work opportunities or skills development or regenerate certain areas to help improve aspirations. One of our projects in the last year saw us work with a national housing association to provide temporary accommodation for homeless young families in Sheffield, for example. Advice for Landlords Landlords can do this by opening the channels of communication. Contractors and their on-site teams can provide regular updates or join team meetings to discuss issues on estates. They can also work in conjunction with customer care teams during their day-to-day work too, offering opinions, advice and useful context before officers contact residents. Contractors are a resource often under-used in this respect. However, landlords could not only get a better understanding of the real issues in their estates, but get the insight needed to help them solve them, by involving the people who are in their communities every day.