How to Revamp Campus Operations in 2025

Making change on campus is tough. It’s messy, time-consuming, and sometimes downright exhausting. But it’s also necessary. The phrase “that’s the way we’ve always done it” doesn’t work with the fast-paced, tech-driven expectations of today’s students. They want 24/7 access, seamless operations, and solutions that just work. Meanwhile, you’re likely balancing shrinking budgets, reduced staffing, and a mounting to-do list that never seems to end.

So why embrace change now? Because the stakes are higher than ever. Improving your campus operations can lead to better outcomes across the board—happier students, a more efficient staff, and fewer headaches for you. Whether it’s reducing the time spent on repetitive tasks, automating inventory management, or streamlining student services, change isn’t just important—it’s essential.

But not all change is good change. The key is to approach it with a clear sense of purpose. Ask yourself: Why are we making this change? What specific problems are we solving? The best projects start with a strong “why” and align with the bigger picture of what you’re trying to achieve.

Step 1: Start with Your Why

Before you dive into a new project, take a moment to define your “why.” Too often, projects fail because they weren’t rooted in a clear purpose. Here are some common “whys” that might resonate with you:

• Operational Efficiency: Are outdated processes slowing you down or causing unnecessary stress? A streamlined solution could save time and reduce errors.

• Improved Access: Do students frequently complain about limited access to resources? A system that allows 24/7 availability could drastically improve their experience.

• Inventory Control: Are you losing valuable items or struggling to track what’s being borrowed and returned? Reducing loss and improving accountability might be your top priority.

• Staffing Challenges: With shrinking budgets and fewer student workers, could automation help fill the gaps?

• Student Expectations: Are you trying to meet the evolving needs of students who are used to seamless, app-based experiences in every other aspect of their lives?

Whatever your “why” may be, write it down. Share it with your team. Use it as a guiding star for every decision you make moving forward.

Step 2: Build Your Squad and Get Buy-In

You can’t do this alone, and you shouldn’t try to. Successful campus projects are team efforts, requiring input and buy-in from multiple stakeholders. But getting everyone on board can be a challenge, especially if there’s resistance to change or skepticism about the project’s value.

Start by involving the right people early. This includes not just your immediate team but also key stakeholders like IT, procurement, facilities, and student representatives. Each of these groups has a unique perspective that can help you anticipate potential challenges and build a stronger case for the project.

To get buy-in, focus on the “why” and the “what’s in it for them.” For staff, emphasize how the project will make their jobs easier, free up their time, or reduce their stress. For students, highlight how it will improve their experience or give them greater access to resources. And for decision-makers like procurement or finance, present a compelling case for how the project will save money or improve efficiency in the long run.

Pro tip: Host a brainstorming session to let stakeholders share their thoughts, concerns, and ideas. When people feel heard and involved, they’re more likely to support the project.

Step 3: Scope the Project (and Keep It Realistic)

One of the biggest mistakes campus administrators make is letting projects spiral out of control. What starts as a simple initiative can quickly balloon into something unmanageable. To avoid this, you need to clearly define the scope of your project from the outset.

• Define the Problem: What specific issue are you trying to solve? For example, if inventory is going missing or student access is limited, those should be your primary focus.

• Outline the Resources Needed: Will this project require IT support, additional funding, or staff training? Be upfront about what’s required.

• Set a Timeline: How long will it realistically take to implement this project? Build in some buffer time for unexpected delays.

• Start Small: If possible, begin with a year or a semester pilot program or phased rollout. This lets you test the waters without committing to a full-scale deployment right away.

Remember, it’s better to do one thing really well than to spread yourself too thin by trying to tackle too much at once.

Step 4: How to Tackle Big Projects with Hardware and Software

Projects involving both hardware and software can feel intimidating, but they don’t have to be. The key is to break them into manageable steps. At RecRe, we use a simple framework for our project process: We Do, You Do.

Step 1: Demo and Quoting

• We Do: Provide a tailored demo, align product configurations, and offer a detailed quote.

• You Do: Share your goals, ask questions, and confirm what you need.

Step 2: Contract Negotiation

• We Do: Handle agreements and work with your procurement/legal team.

• You Do: Keep the lines of communication open between your team and ours.

Step 3: Deployment

• We Do: Manage installation and provide training.

• You Do: Prepare your space and coordinate campus facilities teams.

Step 4: Ongoing Support

• We Do: Offer training, support, and data insights.

• You Do: Monitor day-to-day operations and enjoy the results!

By dividing responsibilities, everyone knows their role, and the project stays on track.

Step 5: Measure Success and Celebrate Wins

Once your project is live, how do you know it’s working? Success looks different for every campus, but here are some metrics to consider:

• Student Engagement: Are students using the new system? Are they satisfied with the experience?

• Operational Impact: Is your team spending less time on repetitive tasks?

• Cost Savings: Have you reduced loss, saved on staffing, or increased efficiency?

• Feedback: What are your students and staff saying? Their input is invaluable for future iterations.

And don’t forget to celebrate your wins! Whether it’s a small team lunch or a shoutout in a staff meeting, take time to recognize the effort and collaboration that went into making the project a success.

Closing Thoughts: Let’s Make 2025 Amazing

Change isn’t easy, but it’s worth it. By starting with a clear “why,” involving the right people, and breaking down the process into manageable steps, you can tackle even the biggest projects with confidence. Whether you’re rolling out a new inventory management system, improving student access, or just making life easier for your staff, the decisions you make this year will shape your campus for years to come.

Ready to take the first step? Let’s chat about how RecRe can help you transform your operations, engage your students, and make 2025 a year to remember. 🚀