Expansive FM

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From Spreadsheets and Phone Calls
to Full Visibility:

How
Grandir UK Streamlined FM Across Its Nursery Estate

“We didn’t realise how much we were actually dealing with until everything was in one place, now we’ve got full visibility of over 20,000 work orders.”

— Gemma Litherland, Facilities Manager, Grandir UK

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The Numbers

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UK Sites

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Contractors

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Site Users

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cost reduction

The Challenge

Grandir UK’s FM operation was running on spreadsheets, emails and manual processes.

A nursery could be flagged as underperforming simply because paperwork had not been located yet, not because work had not actually been done. That created extra admin, extra pressure and unnecessary risk for both the FM team and the nurseries themselves.

Before expansive, the whole process felt suffocating.

Everything was manual, time-consuming, and difficult to track

  • Purchase orders & costs were tracked in spreadsheets.
  • Supporting information had to be saved manually into folders.
  • Nurseries were chasing the FM team about issues they said had already been raised
  • Compliance records and certificates were sitting across emails, sites and contractors

Why Change Was Needed

Grandir UK did not just need a better way to log jobs. They needed a system that could bring order, visibility and accountability to a busy multi-site estate.

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Nurseries needed to be able to log their own jobs directly

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Emergency issues needed to be escalated quickly

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Contractors needed to acknowledge and act on work orders

What They Needed

Control, Visibility, and a Single Source of Truth

Grandir UK evaluated CAFM systems at a point where their FM operation had outgrown spreadsheets, email trails, and manual processes. Three requirements were non-negotiable.

Nursery-Led Job Logging

A system that allowed nurseries to log their own jobs directly, with clear tracking and visibility, removing the need for back-and-forth emails and follow-ups.

Clear Ownership & Accountability

Work orders that contractors had to acknowledge, act on, and complete, with full transparency between nurseries, contractors, and the FM team.

One-Stop Shop for FM Operations

Everything in one place, reactive jobs, planned maintenance, compliance, projects, and documentation, so nothing was lost across inboxes, spreadsheets, or folders.

Reduced Admin

A solution that removed manual tracking, PO matching, and email chasing, without adding complexity back into the process.

Before, my phone was ringing constantly all day. Now it’s maybe four or five calls, and that’s usually just checking on something already logged.

Adoption grew quickly, and the operational benefits became clear

Grandir UK rolled out expansive across all sites following a two-week training period, supported by refresher sessions to help embed the new process.

The rollout was not phased, it was a full go-live, with nurseries expected to begin logging jobs immediately. As expected, the early days brought a spike in activity, including test jobs being logged as users familiarised themselves with the system.

Teams had to move away from habits of emails and phone calls and trust the system as the single place for logging and tracking work. Contractors also had to adapt to new processes around acknowledging and completing work orders within the platform.

The Solution

One place for jobs, compliance, contractors, and day-to-day FM operations.

Today, expansive sits at the centre of FM operations across Grandir UK, from reactive maintenance and compliance through to contractor management, invoicing, and project tracking.

But it’s the way the team uses the platform day to day that brings the biggest impact.

 

A real example: reducing cost through smarter maintenance planning

Rather than sending contractors out for individual minor issues, Grandir groups smaller tasks into planned maintenance days using Facilities Job Requests (FJRs).

Instead of paying around £150 per callout, 10–12 minor jobs can now be completed in a single visit for a £300 day rate.

That means:

Up to £1,200–£1,500 saved per batch of jobs, fewer contractor visits, and far less time spent coordinating individual tasks.

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Work Order Management


Nurseries log jobs directly, creating a clear, trackable workflow.

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Compliance & Documentation


All compliance paperwork is stored within the system.

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Contractor Visibility


Contractors can see workloads in advance.

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Projects & Maintenance Planning


Recurring issues are tracked and analysed.

Results & Impact

From constant calls and admin overload to structured, data-led FM

50%

Reduction in admin time across the FM team

100 → 10

Daily calls reduced from constant interruptions to a handful of check-ins

22,000+

Work orders now tracked and managed in one system

Clear audit visibility

Compliance now based on live data, not paperwork chasing

the biggest surprise

Has been the move from reactive firefighting to structured decision-making.

With everything logged and visible, the team can now identify patterns across sites — from recurring maintenance issues to areas requiring investment — and act earlier, with confidence.

What was once a constant stream of incoming problems is now a prioritised, manageable workflow.

It’s now factual. Everything’s in the system, so audits are based on what’s actually been done - not what paperwork we can find.

— Gemma Litherland, Facilities Manager, Grandir UK

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More Than Just a System

What started as a move away from spreadsheets has become a shift in how FM operates across the estate.

Instead of reacting to issues as they come in, the team now has the visibility to prioritise work, plan ahead, and make decisions based on real data.

For Grandir UK, the impact isn’t just fewer calls or less admin, it’s a more structured, controlled, and scalable approach to managing facilities.

Ready to take control of your FM operation?

Ready to take control of your FM operation?

Platform Tour

See what else expansive can do

Quoted Works

Streamline your quote requests and communicate seamlessly with contractors. Enhance collaboration and ensure value for money...  Read More »

Reactive Maintenance

Are you drowning in administration and feel like you’re operating a call centre? With Expansive FM you’ll benefit from less phone calls, emails and general administration due to the complete visibility of… Read More »

Asset Management

Our cloud-based asset management module means that data management has never been easier and brings great reward for FM teams. Read More »

Contractor & Engineer Management

Our mobile first CAFM application allows Contractors & Engineers to easily interact via the Contractor & Engineer Portal providing you with real-time and full transparency across your entire estate. Read More »

Parts Ordering

Your team can rapidly order whatever they need directly from multiple suppliers in minimal steps. Suppliers can use the platform to send updates and invoices as the order is processed. Read More »

Analytics & Reporting

Our Dashboards turn your FM data into informative, easy to share and useful analytical insights. Whether it’s SLA Performance Reports, Asset Lifecycle, Spend vs Budget or Time Tracking – we have it! Read More »

Cost Control & Invoicing

With Expansive FM, contractors and engineers can now submit their cost proposals and invoices with ease allowing FM managers to regain control with real-time reporting and analysis. Read More »