FMJ Facilities Management magazine providing industry-specific intelligence to FM and property professionals
By James Massey, Managing Director for Facilities, Energy Management & Retail Intelligence at MRI Software
The skills shortage has long challenged the facilities management (FM) sector, but it is now reaching a critical point. New technologies, regulatory change and evolving workplace expectations are redefining FM faster than many organisations can keep pace. At the same time, workforces are ageing, budgets remain tight, and competition for digital skills is intensifying.
MRI Software’s latest report – From Insights to Impact: AI and data readiness for the next era of FM, produced in partnership with FMJ brings this tension into sharp focus. The findings are clear: technology is no longer a ‘nice to have’, it is a critical lever for closing the skills gap, unlocking productivity and futureproofing operations.
A workforce under pressure
The demographic challenge is stark. More than 60% of FM professionals surveyed are aged 46 or above, with just 12% under 35. Nearly half (48%) cite succession planning as a major concern, while many organisations still rely on long-serving experts whose knowledge is difficult to capture or transfer.
At the same time, operational pressures are mounting. Managing ageing equipment is the biggest challenge for 43% of respondents, followed by workload volume (41%) and budget constraints (36%).
FM teams are being asked to do more with less; less time, fewer people and increasing complexity.
Digital skills gaps are widening
This gap between ambition and readiness is one of the sector’s biggest barriers. Teams understand the value of AI and automation, but without robust data foundations, progress stalls.
The data underlines the scale of the issue: while 49% of professionals are calling for AI and analytics training, 52% lack confidence in the data that underpins it. Without addressing both sides of this equation, organisations risk widening the very skills gap they are trying to solve.
Technology as a force multiplier
Encouragingly, investment is rising. Over the next 12–18 months, many organisations plan to prioritise AI, automation and predictive maintenance. This reflects a broader shift: technology is not replacing FM professionals, it is amplifying their impact.
For example, CAFM platforms like MRI Evolution bring together asset management, maintenance, compliance and service workflows into a single system. By connecting data and automating routine processes, teams can reduce administrative burden and focus on higher-value tasks.
Similarly, footfall analytics solutions enable a move from static, schedule-based maintenance to demand-led servicing. Instead of cleaning or servicing spaces based on fixed intervals, teams can respond to actual usage patterns which in turn improves efficiency while reducing unnecessary workload.
In environments where every resource counts, this shift is transformative.
From reactive to data-driven operations
A practical example of this approach can be seen in MRI’s own London office, where IoT sensors trigger maintenance activity based on real-time demand. By aligning servicing with actual usage, the organisation reduced unnecessary callouts, optimised cleaning schedules and delivered more than £20,000 in savings within 12 months.
This kind of outcome highlights a broader opportunity: when data is connected and actionable, FM teams can move from reactive firefighting to proactive, insight-led operations.
Energy management is another critical area. With sustainability targets rising up the agenda, MRI Energy Management help organisations monitor consumption, identify inefficiencies and automate optimisation. This not only supports environmental goals but also reduces the operational burden on already stretched teams.
By bringing together data from multiple solutions – including MRI Evolution, MRI OnLocation for Footfall Analytics and MRI Energy Management – into one unified platform like MRI Agora, FM leaders can access a single, unified view of performance, assets and activity.
Instead of working across disconnected systems and spreadsheets, teams can:
- Track performance and compliance in real time
- Identify inefficiencies across buildings and portfolios
- Connect operational activity with energy usage and occupancy trends
- Make faster, more informed decisions based on a complete data picture
This shift, from fragmented data to connected insight, is what enables FM teams to move from reactive firefighting to proactive, strategic operations.
It also addresses one of the sector’s biggest barriers to AI adoption. When data is unified, structured and accessible, it becomes far easier to apply advanced analytics and automation in a meaningful way.
Closing the gap: three priorities for FM leaders
Addressing the skills shortage is not just about hiring, it requires a more strategic approach to how people, processes and technology work together.
- Build strong data foundations
Reliable, structured data underpins every successful digital initiative. Integrated platforms, standardised data capture and consistent performance tracking are essential to unlocking the value of AI and automation.
- Embed upskilling into everyday workflows
Formal training matters, but adoption accelerates when technology is intuitive. When analytics, automation and insights are built into daily tools, teams develop digital confidence organically.
- Capture institutional knowledge
As experienced professionals retire, critical knowledge risks being lost. Centralised systems ensure maintenance histories, compliance processes and operational best practices are retained and accessible, turning individual expertise into organisational capability.
A sector ready to evolve
Perhaps the most encouraging insight is that FM professionals are not resistant to change. In fact, 83% expect smart technologies and automation to define the future of the sector, while more than half see sustainability and data-led decision-making becoming core to the role.
The challenge now is execution. Technology alone will not solve the skills shortage. But when deployed effectively, supported by strong data, intuitive systems and a clear strategy, it can help FM teams operate more efficiently, make better decisions and build resilience for the decade ahead.
The FM sector is at a turning point. With connected technology, strong data and intelligent systems, teams can unlock new capacity and redefine what’s possible.
Explore MRI Software’s connected FM technology to start shaping a smarter, more resilient future for your organisation.
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