Most school leaders will only run a handful of building projects in their career, and each one lands on top of a full-time job. Whether it is a roof replacement or a new teaching block, the same stages apply. Here is what matters at each one.
1. Needs and options
Start with the problem, not the solution. Use condition surveys, pupil number forecasts and how the building is actually used to define what needs to change. Then look at the options, including doing less or doing it later, and what each would cost over its life, not just to build.
2. The client team
Decide who makes decisions and who manages the project day to day. Under the Construction (Design and Management) Regulations 2015, the school or trust is the client and carries legal duties. On any project with more than one contractor, the client must appoint a principal designer and a principal contractor in writing. Many schools use a project manager or client-side adviser to carry this for them.
3. Budget, brief and design
The budget needs to include more than the build: professional fees, surveys, statutory fees, furniture and equipment, ICT, decant costs, VAT where it applies and a realistic contingency. The brief should say what the building must do, for whom and when. Changes are cheap on paper and expensive on site, so sign off each design stage properly.
4. Procurement
Public bodies must follow procurement law; the Procurement Act 2023 has applied to new procurements since February 2025. Frameworks, including the DfE's own construction frameworks, can save time and reduce risk. Choose the contract type that suits the project, and check the contractor's health and safety record and financial standing, not just the price.
5. On site
Building work on a live school site needs careful planning: separate access and deliveries, safeguarding and contractor checks, fire strategy, asbestos management and noisy work timed around exams. Hold regular progress meetings, keep records of every change and cost, and keep staff and parents informed.
6. Completion and handover
Do not accept the building until it is ready. Snag it properly, test the systems and make sure you receive the operation and maintenance manuals, as-built drawings, certificates, warranties and the health and safety file. Arrange training for whoever will run the building.
7. After the project
Most contracts include a defects period, often 12 months. Log faults, get them fixed before it ends, and update your asset register and compliance schedule so new equipment is maintained and inspected. A short review of what went well and what didn't is worth doing while it is fresh.
How we help
We act as the client-side project manager for schools and trusts, from the first options appraisal to the end of the defects period. See our Capital Projects Management service.