How AI Is Reshaping Facilities Management: Insights from Industry Leaders

As artificial intelligence (AI) continues its rapid evolution, its impact on industries is undeniable—facilities management (FM) included. What once seemed like futuristic speculation is quickly becoming a reality, with AI-driven systems being adopted as decision-support tools across organizations. But how do business leaders feel about this transition and AI’s role in shaping the future of FM?

The resounding consensus is that AI is not just a shiny new toy—it’s a valuable asset that, when implemented thoughtfully, can unlock real efficiencies and smarter decision-making and make it easier to access critical facility information. As AI becomes more prevalent, there are good reasons for leaders and facility teams to continue to upskill.

“Integrating AI into facilities management can lead to a smarter, more efficient, and profitable industry,” said Matt Faupel, a property management professional. “The technology is at a point that it is definitely worth using as a resource to aid in decision-making, but I would still pair it with traditional methods as a good check and balance for now.”

As technicians are constantly on-the-go, the use of mobile platforms to access building and equipment information is a way to update and share infrastructure changes for organizations and to help facilitate problem-solving.

Dan Lorenz, president of AMS Workplace Technology, echoed the sentiment, emphasizing AI’s data-processing power.

“I think where AI is today, it’s a great enhancement to help make sense of facilities data, leading to more informed decision-making,” he said. “This data can range from occupancy sensors and badge swipes to asset maintenance history and environmental sensors. Accordingly, AI can take this data in and process it in minutes or seconds to help make recommendations for space needs, asset capital planning, and energy savings.”

Jaime Audette, facilities services manager at Brown University, noted AI is already delivering practical benefits.

“AI-driven software can be leveraged for data mining, analytics, and predictive insights,” she said. “It can track service requests related to properties and equipment, monitor preventive maintenance schedules, and analyze customer feedback to identify recurring issues and trends. By using this data, FMs can proactively address equipment repairs, reduce downtime, improve efficiency, and enhance the overall operation of facilities.”

Experts agree that it’s important to “feed” good data into systems for quality analysis. Fortunately, companies like ARC Facilities are using AI-powered tools and mobile devices to capture, update, and maintain that data.

Strategic planning has long been a challenge in FM, where reactive decision-making often dominates. AI has the potential to flip that script.

“Of course, any tool that helps FMs improve planning and decision-making is beneficial,” said Audette. “Often, FM budgeting has been largely reactive—based on immediate repairs or projected equipment life cycles. AI can provide data-driven justifications for budgets and capital expenditures, allowing for more strategic planning.”

The digital transformation of FM necessitates a shift in skill sets. Data analysis has emerged as a cornerstone for modern facilities managers that drives significant improvements in operations and outcomes. At the same time, ease of use is still a driving force for the adoption of AI. While the current generation of technicians is evolving, the FM industry needs to deliver tools that work in the field, not just in the office, for the tech-savvy crowd as well as the less enthusiastic.

“Learning data analysis can empower FMs to optimize operations, reduce costs, and improve the overall quality of facilities management at their property,” said Faupel. “New skills will lead to enhanced decision-making, planning, and competitive advantages that are still being identified.”

Lorenz shared practical advice from his own experience.

“Preparing data for AI analysis and learning how to ‘prompt’ for AI are big time savers for using it effectively,” he said. “Knowing your data and explaining what it means during AI analysis can turn a one-hour interactive AI task filled with many prompts into a 10-minute one with only a few.”

Skill development is a work in progress.

“Continuous learning is essential in FM, especially with the rapid evolution of technology,” said Audette. “FMs are constantly busy balancing maintenance calls, meetings, customer service, and emergency response—leaving small pockets of time for skill development.”

Perhaps one of the most exciting possibilities AI offers is a reimagining of what it means to be a facilities manager. From boots-on-the-ground troubleshooters to strategic, data-informed leaders—AI could be the catalyst for a new era of recognition and influence in the profession.

“AI has the potential to significantly reshape the professional identity of facilities managers by creating the opportunity for excellent decisions that are proactive and efficient,” said Faupel. “AI can elevate the role of FMs, making them more integral to their organizations’ success and positioning them as leaders in innovation and efficiency.”

Audette offered a similar view: “As AI takes on more routine data analysis and predictive maintenance tasks, FMs will have greater opportunities to become proactive planners and business strategists.”

Lorenz was troubled about the lack of recognition for FMs.

“FMs are the unsung heroes in your buildings, but they’re rarely given the credit for managing what is the second highest cost to a company (real estate and facilities—first being employees),” he said. “It’s time for us business leaders to help change that perception.”

Despite the excitement, barriers remain. Audette summarized it succinctly, saying, “There are two considerable hurdles to implementing AI systems—time and money.”

Even so, the momentum is building. With AI now firmly in the FM conversation, the profession is poised for a transformation—one where data is king, strategy takes center stage, and facilities managers are finally recognized for the leaders they’ve always had the potential to be.

Jack Rubinger is the marketing content writer for facility solutions provider ARC Facilities. He can be reached at [email protected].

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