Bridging the FM skills gap: How technology can ease the pressure on stretched teams

Karl Broom, Sales Director at MRI Software

The facilities management industry is facing a skills crunch. From front-line engineers to senior contract managers, FM professionals are feeling the strain of reduced headcounts, expanding responsibilities, and increasingly complex building portfolios.

According to the latest edition of MRI Software’s Voice of the Facility Manager report, 62% of FM professionals say their workload is either “on the busy side” or “far too busy”, with many reporting a clear gap between what’s expected of them and the resources available to deliver. The industry’s ageing workforce is compounding the problem – more than half of FM professionals have been in the sector for over a decade, and too few younger entrants are coming through to replace them.

“FM teams are under immense pressure. With vacancies increasingly difficult to fill, it’s important to ensure you’re equipping the people you do have with the tools to work smarter, not harder,” says Karl Broom, Sales Director at MRI Software. “That’s where technology plays a crucial role. It can’t replace skilled people, but it can take repetitive tasks off their plate and give them the insights they need to make better decisions, faster.”

The Skills Mix FM Really Needs

Today’s FM professionals need more than technical know-how. They need the ability to interpret data, manage outsourced service providers, understand the role of buildings in ESG strategy, and get to grips with smart building platforms. This is particularly true for those in senior roles, who are increasingly responsible for translating complex building performance data into board-level reports and actionable insights.

“Facilities managers today are expected to wear multiple hats,” Karl explains. “They need to understand data analytics, ESG reporting, and smart building tech on top of traditional FM responsibilities. Technology can lighten that load by automating data analysis and simplifying how insights are presented, so teams can focus on acting on the information, not just gathering it.”

Tools like MRI Agora Insights, part of MRI’s FM platform, help FM teams quickly prepare data-driven presentation material for client reviews, internal reports, or KPI tracking. By automating the legwork and presenting insights in a digestible way, software can free up time for strategic thinking and higher-value work.

Supporting Engineers on the Ground

On the front line, the challenge is different but no less pressing. Many organisations are struggling to recruit and retain skilled engineers and technicians, leaving existing teams overworked and under-resourced.

Here, mobile-first tools and automation are key. Smart CAFM systems can triage service requests, allocate jobs efficiently, and guide engineers through step-by-step workflows to ensure consistency and quality, even with less experienced staff.

“Engineers don’t want to spend hours buried in paperwork after a long day on site,” says Karl. “By giving them mobile apps that guide them through tasks, capture data automatically, and integrate with back-office systems, you’re making their jobs easier and more satisfying. That’s how you retain good people in a competitive market.”

Embedding training, compliance, and triage directly into mobile apps reduces onboarding time, improves job satisfaction, and ensures service quality even when technical expertise is in short supply.

A New Approach to Energy and FM

As buildings become more connected, FM and energy management are converging. Historically separate departments are now being asked to collaborate on net zero plans, tenant experience, and long-term asset performance.

But this collaboration can only happen when teams are equipped with the right data and the tools to act on it. FM teams often sit on a wealth of valuable information about building performance, but lack the time or skillset to interpret it. Energy teams may have the technical insight, but limited visibility into day-to-day operations.

“Energy and FM teams can’t afford to work in silos anymore,” says Karl. “Integrated platforms that bring together operational data, energy metrics, and maintenance insights are essential. When everyone’s working from the same source of truth, you avoid duplication, reduce errors, and make better, faster decisions.”

Closing the Gap with Smarter Tech

For many organisations, the skills shortage is not just about recruitment but retention. Gen Z employees, in particular, expect workplace tech to be seamless and mobile-ready. They won’t tolerate clunky legacy systems or workflows that require hours of admin after a full day on site.

“Technology is a crucial part of your employer brand,” Karl notes. “If you’re still running outdated systems, you’ll struggle to attract the next generation of talent. Investing in user-friendly, mobile-first platforms shows that you value your teams’ time and are serious about modernising the way you work.”

A well-structured technology roadmap not only improves service delivery, but it also signals to current and prospective employees that the business is investing in their future.

Building a More Resilient FM Industry

As FM continues to evolve, the most resilient organisations will be those that recognise technology as a strategic enabler. With the right platforms and partnerships in place, FM teams can overcome resourcing challenges, bridge knowledge gaps, and deliver better outcomes for clients, occupants, and the planet.

“The skills shortage won’t disappear overnight,” Karl concludes, “but with the right digital support, FM businesses can make it a lot more manageable. It’s about working smarter, not harder—and giving your teams the tools they need to succeed.”

To find out more about MRI Software’s smart CAFM solution  and explore how it could help your organisation, contact their team today.

W: mrisoftware.com/uk/products/evolution/
E: EMEASales@mrisoftware.com
T: 020 3861 7100

-ends-