GovWire

Strategic estate management is not just for property professionals. It should be:

• led by the board with support from executive leaders and school business professionals
• integrated with other business and financial planning processes

Everyone has a role to play. Recognising estates in your governance arrangements makes sure that:

• everyone is aware of their role and responsibilities
• executive leaders are responsible for the estate
• decisions reflect your visions and priorities
• theres appropriate challenge and transparency
• property budgets are effectively managed
• property services are coordinated to achieve value for money
• the risks associated with the use and occupation of land and buildings are minimised

Without good estates governance, clear responsibilities and good communication theres a risk that:

• there is no accountability for the estate at board or executive leader level
• property decision-making can become fragmented
• operational activities can become uncoordinated
• inefficiencies and poor investment decisions are made

Role of governing boards

The board is accountable for the performance of your organisation. As a governor or charity trustee, your role is to make sure that your organisation is being managed properly.

The board should ensure that it maintains oversight of the estate. This could be reviewed regularly by a relevant committee and reported to the full board. You may find it helpful to designate a board member to have specific responsibility for the estate.

Your board should challenge your executive leaders to make sure they are:

• keeping the estate safe and secure for everyone
• aware of investment needs in the estate
• planning for longer term needs as well as the short term
• allocating resources in line with strategic priorities
• making best use of available budgets
• using land and buildings efficiently and driving value from the estate
• getting best value through procurement
• looking for opportunities to work with others to be more efficient
• prepared for an estate related incident or failure

Your governance arrangements

Your governance arrangements should cover the whole estate management function. This should include:

• strategic functions making sure that all decisions reflect the overall vision, priorities and financial sustainability
• operational functions - making sure that property services are coordinated to give value for money, that budgets are well managed, and risks are minimised

This applies regardless of:

• the type of your organisation
• the size of your organisation
• how many properties make up the estate

Make sure it is clear who is responsible for what at a board and executive leadership level.

You should make sure there is clear separation between strategic non-executive oversight and operational executive leadership.

Some operational activities may be delegated to a local level. However, legal duties placed on a board will remain with them, even if certain functions or responsibilities are delegated. You should document all delegations, making sure they are appropriately communicated, and that accountability is clear.

Document your governance arrangements

You should document your governance arrangements to:

• make sure everyone knows what the estate-related governance arrangements are
• set out important roles and responsibilities for strategic and operational estate management
• set out what estate specific performance measures are being used
• show how performance will be reported and who is responsible for this
• identify strategic property policies

You should clearly document which governance functions are retained at board level and which are delegated.

You should make sure that your governance arrangements are referred to and reflected in your strategic estate documents.

Sharing your arrangements

Good communication at all levels is essential to make sure everyone at the organisational and site level understands:

• the arrangements
• roles and responsibilities
• reporting lines
• working practices

As well as the governance arrangements, you should share your estate vision, strategy and asset management plan with everyone involved in, or affected by, operational estate management.

Consider how you will share your arrangements with new staff and communicate any changes to existing staff.

You may also choose to share some parts with other stakeholders, such as:

• other schools
• potential partners
• your local community
• parents and carers

Skills and knowledge

You will need a range of skills and knowledge within the governing board and the organisation as a whole.

Governing boards should include a range of different skills and experience. Boards should ensure they have the necessary skills to fulfil their role in managing the school estate.

Managing the estate involves many strategic, operational and technical roles. If you do not already have the knowledge in your organisation to cover all roles, you may consider:

• training and supporting current staff to cover routine roles
• sharing skills and resources with other schools
• employing external professionals

When engaging professional support, follow the appropriate procurement processes. There is more information about how to procure professional support.

The estate management competency framework

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