FMJ Facilities Management magazine providing industry-specific intelligence to FM and property professionals
Authored by James Massey, Managing Director, Facilities, Energy Management and Retail Intelligence at MRI Software
Artificial Intelligence (AI) is no longer a theoretical discussion in facilities management. It’s moved firmly onto the agenda, framed as a route to greater efficiency, better decision‑making and more proactive management of increasingly complex estates. Across the sector, conversations are shifting from ‘if’ AI will have a role, to ‘how’ it can be applied in a practical, meaningful way.
However, our recent research ‘From Insight to Impact’ reveals a critical disconnect at the heart of this AI optimism: while FM professionals recognise AI’s potential, many organisations lack confidence in the data foundations required to make it work. This is not a question of ambition, but of readiness.
The latest UK‑wide survey of 188 facilities management professionals shows a sector at a pivotal moment. AI is no longer viewed with scepticism; respondents rate its importance at an average of five out of ten, but it is not yet considered a strategic imperative. This doubt is telling and reflects a growing awareness of what AI could deliver, tempered by a clear understanding of the practical barriers that stand in the way.
Key amongst these barriers is data readiness. More than half of respondents (52%) told us they are not confident that their FM data is robust enough to support AI, automation or digital decision‑making. Only 5% said they were very confident. Even more concerning, one in five do not currently measure FM performance at all. These findings should give pause to anyone assuming that AI adoption is simply a matter of software selection. Without a reliable data baseline, AI cannot deliver the clarity or confidence FM leaders need.
AI systems are only as effective as the data that underpins them. In facilities management, that data is often fragmented across multiple systems, contractors and asset portfolios, recorded inconsistently and governed unevenly. Maintenance histories, compliance records, energy usage figures and occupancy data may all exist, but without integration, standardisation and clear ownership, they cannot reliably support intelligent automation or predictive insight. The challenge for many organisations is not access to data, but the trust in it.
It is important to stress that this is not a failure of ambition or intent. The same research shows that appetite for technology investment exists. Fifty‑seven per cent of respondents expect to adopt new FM technology in the next 12 to 18 months. However, only 17% say this investment is definite. That gap between intention and commitment highlights a broader issue: FM leaders are being asked to make technology decisions in an environment of tight budgets, operational risk and rising expectations, without always having the evidence needed to justify bold moves.
Cost remains the biggest barrier to technology adoption, cited by 56% of respondents, followed by skills and integration challenges. But underpinning these concerns is uncertainty. Will the technology deliver measurable value? Will it integrate with existing systems? Will the organisation be able to trust the outputs it produces? Without reliable data, those questions are difficult to answer convincingly.
Where investment does go ahead, FM organisations are prioritising tools that deliver clear, near-term benefits. Efficiency and productivity improvements are the dominant drivers of technology adoption, cited by nearly eight in ten respondents. Automation is most commonly targeted at compliance reporting, preventative maintenance scheduling and energy management; areas that are time-consuming, rule-based and high-risk if handled manually. This pragmatic focus makes sense. It reflects a sector that is not chasing innovation for its own sake, but looking for ways to reduce workload, manage risk and do more with limited resources.
Looking further ahead, the picture becomes more optimistic. Over 80% of respondents expect increased use of smart technologies and automation to define facilities management over the next five years. Data‑driven decision‑making, sustainability integration and enhanced cybersecurity all feature prominently in expectations of the future FM landscape. The direction of travel is clear. The challenge is execution. Turning intent into operational impact will require sustained focus on the fundamentals.
Emerging technologies such as agentic AI – systems capable of acting autonomously within defined parameters – illustrate the importance of getting the basics right. Familiarity with these concepts remains low across the sector, which is to be expected. But their eventual adoption will depend entirely on foundations that many organisations are still building: trusted data, clear governance frameworks and human oversight. Autonomous systems amplify both the value and the risk of decision‑making. Without confidence in the inputs and controls, that risk will outweigh the reward. In FM, where safety, compliance and continuity are critical, that balance is particularly important.
So what does this mean for FM leaders today? First, it suggests that AI readiness should be approached as a data strategy challenge, not just a technology one. Improving data capture at source, reducing duplication, standardising processes and establishing clear performance metrics are not glamorous activities but they are essential. Second, it highlights the importance of integration. Connected systems, rather than isolated point solutions, are what allow data to flow, insights to emerge and automation to scale safely.
Finally, it calls for realism. The UK facilities management sector is not lagging behind; it is being appropriately cautious. FM professionals understand the opportunity ahead, but they also understand the responsibility that comes with adopting technologies that influence safety, compliance, cost and sustainability outcomes.
This is where real value is unlocked. MRI’s connected FM ecosystem eliminates data silos, reduces manual effort and gives FM leaders confidence in the numbers behind every decision. With automated data flow and AI‑powered intelligence, teams can cut risk, improve compliance, optimise energy and asset performance, and act faster, without adding complexity. See how MRI helps you move from fragmented data to confident, insight‑led outcomes.
Visit MRI’s website to find out more
