Avoid these pitfalls to protect budgets, timelines, and outcomes
Managing capital projects—whether refurbishing science labs or constructing new teaching blocks—can be a complex challenge for academies and multi-academy trusts (MATs). Funding deadlines, governance protocols, and operational continuity add layers of complexity that require careful planning and professional execution.
At FSL Projects, we’ve supported academies across the UK in delivering high-quality, compliant, and value-driven building projects. Along the way, we’ve identified recurring mistakes that, if avoided, can save schools thousands and safeguard educational outcomes.
Here are the top 5 mistakes we see—and how your academy can avoid them:
1. Underestimating the Importance of Early Planning
One of the most common issues is leaving project planning too late, especially when applying for funding (like CIF or SCA). Rushed feasibility studies or lack of stakeholder alignment often lead to poor-quality submissions, unclear scopes, or unrealistic timelines.
Tip:
Begin at least 6–12 months ahead of your desired project start date. This allows time for strategic planning, budget forecasting, and consultation with advisors or employers’ agents who understand the nuances of your education projects.
2. Neglecting Long-Term Value for Short-Term Cost Savings
In a drive to stay within budget, academies often choose the lowest-cost contractor or cut corners on materials. While this might save money upfront, it frequently leads to higher lifecycle costs, more maintenance issues, and even safety concerns.
Tip:
Look beyond the initial capital outlay. Consider durability, warranties, energy efficiency, and compliance with future standards. A strong cost-benefit analysis can demonstrate long-term savings and justify smarter investments.
3. Lack of Governance and Role Clarity
Capital works intersect with governance, safeguarding, and operations. But many schools lack a clear governance framework for projects—leading to confusion about who signs off designs, changes, or payments.
Tip:
Define roles early: Who acts as client, project sponsor, or signatory? Working with an experienced Employer’s Agent or Project Manager ensures decisions are recorded, risks are flagged, and compliance is maintained throughout.
4. Overlooking Health, Safety and Compliance Risks
Academy projects often take place in live environments, raising safeguarding and compliance issues. Failing to plan for CDM Regulations, fire strategy updates, or asbestos management can stall projects—or worse, create legal exposure.
Tip:
Partner with consultants who are fluent in education-sector compliance. FSL Projects, for instance, integrates health and safety planning from the outset and ensures all contractors meet all relevant standards.
5. Inadequate Communication with Stakeholders
Staff, governors, pupils, and parents are all impacted by capital works. When academies fail to communicate effectively—internally or externally—confusion and frustration can spread, undermining trust and morale.
Tip:
Develop a stakeholder communication plan. Provide updates at key milestones, flag disruptions early, and celebrate progress. Clear communication turns a project from an interruption into a shared achievement.
Final Thoughts
Capital projects offer exciting opportunities to improve learning environments—but only if they’re delivered on time, on budget, and with the right strategic guidance. By avoiding these common mistakes, academies can ensure their projects deliver lasting value for students and staff alike.
If you’re considering a capital project or CIF application, FSL Projects can help. We specialise in supporting academies with trusted, transparent, and tailored project delivery.
📩 Contact us today for a free consultation or to download our “Academy Project Health Checklist.” Email: [email protected]