A facilities manager (FM) is expected to wear a lot of hats, from operations manager to strategic planner and technical expert to human resources leader. With so many spinning plates, it’s unsurprising that a recent study found that some FMs and staff have left or considered leaving their jobs.
This isn’t just about hard work; it’s about a job that’s almost become humanly impossible to manage efficiently. The good news is, a solution isn’t about working harder; it’s about working smarter with a powerful new partner: artificial intelligence (AI).
The rise of AI-powered solutions that interconnect with a building’s spiderweb of Internet of Things (IoT) devices means an FM can step into a role and enable a fundamental shift in how buildings are managed.
From Reactive Fixer to Strategic Leader
FMs don’t have an easy job. Their attention is being stretched thin between mountains of data, never-ending reports, keeping a pulse on sustainability and cybersecurity efforts, all while ensuring operations are running smoothly. Being an FM is only getting more difficult.
But when FMs integrate AI solutions, they can take some of the pressure off. Rather than replacing the human team, AI acts as a co-pilot, adding an extra layer of intelligence to every decision and a new level of efficiency to every task. It’s a fundamental shift, moving the FM from a reactive, firefighting mindset to a proactive, strategic one.
A single FM trying to make sense of thousands of data points from hundreds of connected devices is almost impossible. But with an AI co-pilot, that data is instantly analyzed, and the manager is alerted to a single, critical insight—for instance, a specific chiller unit showing subtle signs of a coming failure.
This is the new reality: AI handles the analytical grunt work, leaving the FM free to focus on the things that truly require human judgment and leadership.
The Ideal Tasks For AI
Many people get data analytics confused with AI. Data analytics can review and analyze vast amounts of data, finding patterns and identifying trends. But AI can learn from the data and use this wealth of data to predict what will happen, making it the perfect tool for predictive maintenance.
AI handles the constant flow of sensor data from building equipment—vibration readings from HVAC units, pressure measurements from pumps, and temperature fluctuations. It spots the subtle patterns that indicate trouble brewing. An HVAC unit might show slight temperature increases alongside minor vibration changes. And these small shifts often signal wear or other mechanical issues developing. But the AI flags these early indicators for maintenance, helping FMs avoid emergency breakdowns.
In fact, Siemens estimates that full adoption of predictive maintenance practices at Fortune Global 500 industrial organizations could save them 2.1 million hours of downtime annually, $388 billion through a 5% increase in productivity, and $233 billion through a 40% reduction in maintenance costs.
Energy optimization is another task AI models can easily handle. By reviewing building usage patterns, AI can automatically adjust lighting, HVAC, and power consumption for maximum efficiency. An AI system can learn a building’s occupancy schedule and therefore preheat or cool zones only when needed, instead of running on a fixed, wasteful timer. One study found that offices have a huge potential for energy savings, up to 37%, when they employ AI models for HVAC control and optimization.
Facilities management involves mountains of paperwork and reports. Fortunately, AI is exceptional at data synthesis and reporting. AI can instantly ingest data from multiple systems, such as building management systems (BMS), security, and energy meters, and generate clear, actionable reports. This saves the FM hours of manual data compilation and streamlines repetitive processes.
What FMs Do with Their Regained Time
Once AI takes over the tedious work of managing and analyzing endless data streams, FMs can actually manage facilities strategically. The hours previously lost to data analysis and putting out fires become available for higher-level work.
They can spend time properly evaluating that LED retrofit proposal instead of giving it a quick glance, have real discussions with department heads about how their space requirements might evolve, or develop comprehensive capital improvement strategies that align with organizational priorities rather than just addressing whatever’s broken this week.
AI also frees up time for FMs to interact with those using the building. FMs can be the boots on the ground, addressing any concerns and improving occupant comfort and satisfaction—the truly human part of the job.
Instead of being buried in menial tasks, FMs can use their time to be more effective team leads. As well as streamlining tasks, AI can also analyze performance data, highlighting team members who may require additional training for certain tasks. With their extra time, FMs can provide essential training, dedicating time to new hires, upskilling members of staff, and sharing how to get the best out of the AI solutions. By spending their time mentoring and leading others, FMs can develop a higher-skilled workforce that knows how to oversee and manage the AI systems effectively.
AI isn’t here to steal an FM’s job; it’s here to make the job easier, more enjoyable, and more efficient. By taking over the repetitive tasks and streamlining workflows, FMs can spend their time with high-value tasks, strategizing for the future and being the team lead they were meant to be.
Gaku Ueda is CEO of MODE Inc., an AI solution provider for buildings.