Space Planning Challenges for University Facility Managers

Universities are entering 2025 facing a very different reality than even a decade ago. Enrollment trends are shifting, financial resources are tightening, and student expectations for campus life continue to evolve. For facility managers, this combination has made space planning one of the most pressing challenges in higher education.

Unlike K–12 schools, universities often manage sprawling campuses with diverse spaces ranging from residence halls and research labs to libraries, classrooms, and athletic centers. Each facility comes with unique demands for upkeep and scheduling. With fewer resources available for large-scale construction projects, universities must learn to do more with what they already have.

Balancing Budgets with Limited Expansion

One of the greatest obstacles facing university facility managers is the financial strain on higher education. Many institutions are experiencing budget tightening due to fluctuating enrollment and reduced state funding. This financial reality means that new construction is no longer the go-to solution for space shortages.

Instead, facility managers are being asked to repurpose and reimagine existing spaces. A storage room may need to become a tutoring lab, or an underused lecture hall might be transformed into collaborative study space. This approach requires careful planning and creative thinking to ensure that every square foot of campus is being used effectively. The challenge lies in aligning limited resources with the ever-changing academic and administrative needs of the institution.

Meeting the Needs of a Changing Student Population

Student expectations have changed dramatically. Today’s students want flexible, technology-rich environments that support collaboration as well as independent study. They expect classrooms to accommodate digital learning tools, residence halls to support modern lifestyles, and common areas to foster social connections.

These expectations place new demands on facility managers, who must adapt traditional spaces into multipurpose environments. For example, a classroom that once held rows of fixed desks may now need to be reconfigured to host both lectures and group work sessions. Similarly, older residence halls may need upgrades to provide reliable internet access and modern amenities. Meeting these expectations without major construction projects requires careful planning, phased upgrades, and a willingness to rethink how existing spaces are used.

Managing Competing Priorities Across Campus

University campuses are often home to diverse stakeholders—faculty, students, administrators, and community partners—each with their own priorities. A science department may request more lab space, while athletics requires improved facilities for training and competition. At the same time, student services may call for expanded counseling or wellness spaces.

Facility managers must balance these competing requests within the constraints of available budgets and physical limitations. Prioritization becomes essential. Decisions about space use need to be guided by data on utilization, alignment with institutional goals, and the overall benefit to the student population. Without a structured process, facility managers risk overextending resources and creating frustration among stakeholders.

Using Data to Drive Smarter Space Planning

Data has become one of the most valuable tools for universities seeking to optimize space. By tracking how often classrooms, labs, or meeting rooms are actually used, facility managers can make informed decisions about where adjustments are needed.

Utilization studies often reveal surprising insights. A lecture hall that seems “busy” may in reality be used only a few hours each week. Meanwhile, a smaller classroom may be overbooked to the point of creating scheduling conflicts. Having reliable data allows universities to redistribute usage, repurpose underutilized spaces, and reduce the pressure to build new facilities.

Beyond classroom scheduling, data also helps with long-term capital planning. Knowing when major systems are likely to need replacement and how much use specific spaces are getting ensures that funds are directed toward the highest-impact projects.

Adapting to Future Uncertainty

The higher education landscape is not static. Enrollment patterns can shift rapidly, new academic programs may emerge, and external events such as public health crises can change space needs overnight. The COVID-19 pandemic demonstrated how quickly institutions must be able to adapt classrooms, residence halls, and dining facilities to meet unexpected challenges.

For facility managers, the lesson is clear: flexibility must be built into every space planning decision. Modular furniture, adaptable layouts, and multipurpose rooms create resilience against shifting demands. Universities that prioritize flexible space design are better prepared to handle uncertainty without incurring excessive costs.

How FacilityONE Supports University Facility Managers

FacilityONE helps higher education leaders overcome space planning challenges by centralizing facility data and improving decision-making. With tools that track utilization, organize work orders, and support long-term planning, FacilityONE provides universities with the visibility they need to maximize existing space while avoiding unnecessary costs.

By ensuring preventive maintenance is in place, compliance documentation is accessible, and operational data is easy to analyze, FacilityONE gives facility managers the confidence to repurpose and reallocate space effectively. Instead of reacting to crises, universities can take a proactive approach to managing their campuses, ensuring that students, faculty, and staff have the environments they need to succeed.