FMJ Facilities Management magazine providing industry-specific intelligence to FM and property professionals
Research shows AI-optimised facilities outperform traditional operations by 20-30 per cent in key metrics, highlighting the clear benefits of AI integration.
Facilities management professionals are under increasing pressure to enhance efficiency, ensure compliance, and reduce costs amid challenges such as staff shortages and skill gaps. Traditional methods may no longer be enough to fully meet these demands.
Artificial intelligence is emerging as a vital tool in this transformation, offering solutions that not only address operational challenges but also provide a competitive advantage in a market with tightening margins and regulations.
Mike Talbot, Chief Technology Officer at SFG20, the industry standard for building maintenance specification, explains that AI is crucial for improving efficiency, moving away from costly, unpredictable reactive maintenance, and allowing teams to focus on strategic decisions to maintain a competitive edge.
A growing necessity for efficiency, reducing costs, and compliance
SFG20’s ‘State of FM Report 2025’ revealed that digital transformation is a key priority in the FM industry, with 53 per cent of respondents considering it a “highly important” strategic focus to improve efficiency, reduce costs, and enhance compliance.
Some stakeholders may be reluctant to adopt AI in FM, often due to concerns that technology will replace human expertise. However, industry professionals recognise that AI is intended to enhance, not replace, existing roles.
When implemented effectively, AI can optimise maintenance costs, reduce unplanned downtime, and enhance energy consumption.
By automating repetitive tasks and streamlining manual processes, AI enhances operational efficiency and helps standardise data. This allows teams to focus more on high-value, strategic decisions. Failing to adopt AI in today’s fast-evolving landscape risks missing key opportunities to stay competitive.
Transforming data analysis and predictive maintenance
AI in FM streamlines data processing by collecting, analysing, and simplifying maintenance information, including problem diagnosis. By analysing real-time sensor data, it reduces human error, enables evidence-based decisions, predicts maintenance needs, and improves accuracy over time. This allows facilities managers to make more informed decisions, mitigating costly errors and enhancing overall operational performance.
AI also enhances asset management by predicting failures and optimising maintenance schedules, preventing both over- and under-maintenance, which can lead to unnecessary costs or equipment failure.
Building a strong foundation for AI implementation
To implement AI in FM, define clear objectives aligned with business goals, such as cost reduction and improved efficiency. Organise data from sources like IoT sensors, BMS, and maintenance logs to train AI models and support proactive maintenance.
Integrating historical and real-time data enhances asset health insights, while Large Language Models simplify complex data into actionable insights.
AI should continuously generate insights to inform decision-making and be monitored for ongoing refinement, ensuring its long-term effectiveness and helping facilities managers stay competitive.
Talbot, commented: “AI in FM is not just a passing trend; it is a powerful tool that can help address the growing challenges of compliance, cost control, and operational efficiency.
“By integrating AI thoughtfully into their operations, facilities managers can unlock new levels of productivity and optimise maintenance practices for better results.
“To get started, organisations must lay the groundwork by defining clear goals, organising their data, and embracing a culture of continuous improvement. With these steps in place, AI can become an indispensable asset, helping teams stay competitive and ahead of the curve in an increasingly demanding industry.”
For more information on this topic, as well as how SFG20 is applying AI to solve one of the sector’s toughest challenges, join SFG20’s upcoming webinar, Using AI in FM: What It Can Achieve and What’s Best to Leave, on Tuesday, 21st October 2025, or access the recording after.
The way we work has changed – yet, many organisations are still relying on rigid, one-size-fits-all tools to manage desks and meeting rooms, according to a new study from workplace management solutions provider, Matrix Booking.
Spreadsheets, calendars, and generic booking software may have worked once, but they’re struggling to keep pace with today’s flexible, hybrid workforce. The result? Wasted time, frustrated employees, and expensive underutilised space.
Matrix Booking’s new study, ‘One-size-fits-all booking systems don’t work for today’s workforce’, explores why current systems are falling short – and how organisations can reimagine workspace management to boost efficiency, employee experience, and cost savings.
To download your FREE copy click here.
