Here, SFG20 outlines the five biggest facilities management pressures for councils and the practical steps they can take to reduce risk.
UK councils are under mounting pressure to keep their estates safe, compliant and operational — all while contending with shrinking budgets, ageing infrastructure and rising legislative pressure. For the facilities management professionals responsible for these buildings, the margin for error is narrowing, and the cost of getting it wrong has never been higher.
From structural issues and outdated heating systems to the ripple effects of government devolution, FM teams are being asked to do more with less. Matthew Voyle, expert at SFG20, the industry standard for council building maintenance, has identified the top five facilities management challenges councils are grappling with right now, and what FM teams can do to stay ahead of the risk.
- 1. Ageing buildings
Many council buildings are now operating well beyond their intended design life and are in need of urgent repairs. Without a structured maintenance strategy, minor defects can quickly escalate into major compliance, safety and operational issues.
The problem compounds over time. A minor roof defect left unaddressed becomes water ingress; water ingress becomes structural damage, damp and mould, and ultimately a building that is unsafe or unfit for use. Each deferral narrows the options available and inflates the eventual cost of required reactive maintenance.
2. Limited budget
Budgetary constraints are forcing councils to make difficult choices between maintaining existing buildings and investing in new ones. They can also affect staffing levels, placing far greater emphasis on having a good CAFM system underpinned by an effective maintenance and recording regime.
With fewer hands available, the systems and standards behind the team matter more than ever. A well-structured maintenance regime allows smaller teams to direct limited maintenance resources where they have the greatest impact. The challenge for FM teams is not simply spending less, but ensuring available budgets are allocated to the assets and activities that present the greatest operational and compliance risk.
Having a robust maintenance plan also help teams evidence the work that has been carried out, and demonstrate compliance when challenged.
3. Mounting legislative pressure
Recent legislation, such as Awaab’s Law, along with the ongoing scandals surrounding unsafe RAAC use, is increasing scrutiny and demanding costly remediation and upgrades from already stretched resources.
Much of this pressure now centres on the “golden thread” of information – the requirement to hold accurate, up-to-date data for buildings that fall within the scope of the Building Safety Act 2022, including any high rise residential council buildings, and its safety-critical systems throughout its lifecycle. As regulatory scrutiny increases, councils must be able to demonstrate not only that maintenance has been completed, but also why decisions have been made and how risks are being managed across the estate.
Gaps in building information leave councils unable to demonstrate compliance, with the fallout extending well beyond cost to significant fines, reputational damage, and, in the most serious cases, liability for injury or loss of life.
4. Government devolution of councils
Adding to these challenges is the government’s devolution of councils, which is creating compliance and asset data issues, especially where assets are not consistently tagged or where effective change management processes have not been put in place. Mismatched records and incompatible systems can leave teams uncertain about exactly what sits within their estate and what maintenance needs to be carried out, pushing FM teams into reactive decision-making during handovers and transitions.
This shift brings several interlinked pressures:
- Varying standards and practices: Merging teams from different councils brings together different working cultures and risk tolerances, creating inconsistencies that complicate benchmarking and can increase compliance risk across regional estate portfolios.
- Skills gaps and capacity constraints: As responsibilities expand, many councils inherit new duties without the relative boost in resources or FM expertise. Smaller, under-resourced teams are particularly impacted, struggling with strategic decision-making, contractor management and compliance.
- Managing complex asset portfolios: Devolved councils must manage complex, ageing portfolios, from schools and libraries to social housing, that require significant capital investment against tightly constrained budgets.
5. Staff and contractor shortages
Workforce shortages remain one of the biggest constraints facing facilities management teams. Recruitment challenges, skills gaps and contractor availability issues mean many organisations are being asked to manage growing workloads without a corresponding increase in resources, both money and manpower.
SFG20’s own research underlines the scale of the problem: 51% of FM professionals say their teams are understaffed. Recruiting and retaining skilled FM professionals at a local level is difficult, and every unfilled role places more pressure on those who remain.
Matthew Voyle said: “Many councils are facing the perfect storm of ageing assets, increasing compliance requirements and limited resources. The key is understanding which maintenance activities are statutory, which assets are critical to service delivery and where the greatest risks exist across the estate.
Taking a risk-based approach enables FM teams to focus resources where they will have the biggest impact, helping organisations remain compliant while improving building performance and reducing the likelihood of costly reactive maintenance.
Good maintenance isn’t simply about completing tasks. It’s about having the information, processes and evidence needed to make informed decisions and demonstrate compliance.
“To start taking control of these challenges, join the many councils in taking their first steps in running an efficient council estate by downloading SFG20’s council FM checklist here.”
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