Artificial intelligence (AI) may be a young technology, but its use has grown faster than just about every technology that preceded it. ChatGPT, for example, is now used by more than 92% of Fortune 500 companies. Clearly, AI is here to stay, with more and more companies adopting AI-enabled tools. But what about AI in facilities management? When does it make sense? And how do you get the most from this technology?
How Does AI in Facilities Management Work?
Simply put, AI has enabled the latest iteration of smart buildings. When combined with existing smart building technologies like the Internet of Things (IoT) and sophisticated building management systems, AI can make buildings far more energy-efficient than previously possible.
Software company Service Channel believes that by enabling machines and networks to learn from experience, process large amounts of data, and recognize patterns in the data, AI can automate time-consuming tasks and streamline workflows.
With its large quantity of repetitive, time-consuming tasks, facilities management is one of the industries that’s expected to benefit most from AI over the next few years.
“It’s been said that FM may be the industry that benefits most from AI in the coming years, especially given its large quantity of repetitive, time-consuming tasks. With AI-enabled technology in place, FM professionals will benefit from increased efficiency, reduced costs, improved contractor relationships, and a boost in asset reliability,” the company says.
There are many benefits to using AI in facilities management. Four areas, in particular, benefit from AI-enabled technologies.
Predictive Maintenance
Preventive maintenance—regular checkups to identify issues before they cause major problems—has long been an industry standard. The practice has been compared to dental hygiene, because both teeth and facilities require regular checkups to ensure everything is in working order.
Now, AI can revolutionize that process. Predictive maintenance goes beyond preventive maintenance by collecting data about individual and aggregate assets to determine the best schedule for both maintenance and inspection. Through the analysis of historical data and real-time sensor information, AI-driven systems can forecast equipment failures and arrange maintenance during scheduled downtime. This proactive strategy minimizes costly interruptions and unexpected repairs, extending the lifespan of equipment and lowering maintenance expenses.
By engaging in predictive maintenance instead of waiting for equipment to fail, facility managers can anticipate issues and address them before they cause significant problems. This is particularly valuable for critical systems where sudden failures can lead to substantial operational disruptions and financial losses.
Predictive maintenance is still a fairly new discipline, made possible by advances in data analytics and sensor technology. Technologies such as EAM (enterprise asset management) software and CMMS (computerized maintenance management systems) enable technicians to move away from reactive maintenance to a more predictive strategy of maintenance and repair. And now with AI, these systems are becoming even more useful.
Energy Management
Since the first “smart buildings” came on the scene in the early 1980s, the focus for designers and facility managers alike has been energy efficiency, and AI can take that efficiency to another level. Upgrading to AI-driven, smart equipment can increase energy efficiency by 30%, resulting in a payback period of fewer than 15 years.
Through an infrastructure of connected equipment, devices, and systems, IoT enhances communication and enables information to be shared in real time. But this data is useless unless it can be analyzed and acted upon in a timely fashion. That’s where AI comes in. Because AI systems can analyze vast amounts of data, facilities managers now have a tool that enables them to tailor energy use to the behavior patterns, activity levels, and environmental preferences of occupants, delivering a high level of comfort while using less energy.
Space Utilization
AI algorithms can analyze historical data and predict future space requirements based on such factors as workforce size, departmental needs, and seasonal fluctuations. This enables companies to adjust workspace design to meet evolving demands, minimizing underutilized areas and optimizing resource allocation. AI-powered tools can also generate optimized floor plans by analyzing employee preferences, workflow dynamics, and ergonomic considerations.
Enhanced Security
AI can also enhance surveillance and threat detection capabilities. The Security Industry Association notes that AI technology plays a significant role in multiple aspects of building security. For example, with intrusion detection and prevention systems, AI can help identify and respond to threats instantly, preventing incidents and mitigating damage and loss.
In addition, AI-powered analytic systems can be trained to identify specific objects and people, and then closely track their movements. These capabilities, along with facial recognition technologies, enable AI to identify individuals and authorize or deny their entry.
AI-enabled technologies can even thwart cybersecurity threats by monitoring and analyzing data network traffic in real time, strengthening network security, and identifying suspicious activities like unauthorized data access attempts or unusual data transfers—an important capability, given the increasing automation of HVAC and other building systems.
Should You Invest in AI?
AI offers numerous benefits for facilities management—depending on the facilities. Before going all in, you should consider such factors as your facility size, your current challenges, and your goals.
Integrating AI in facilities management can be an expensive proposition, which is why facility managers should carefully weigh the potential benefits against the costs. AI-driven facilities management tools require a substantial upfront investment, as new tools must be acquired and integrated into current systems. This entails spending on hardware, software, and training.
Among the costs are:
- Hardware. This includes sensors to detect occupancy, temperature, and light levels. Once the data is collected and analyzed, hardware will also be needed to control HVAC, water, lighting, and other systems.
- Software. Once data is collected, it has to be analyzed. Since most software today is licensed, these expenses will be ongoing. The data also must be stored and updated constantly, likely by a cloud-based provider, which is yet another expense.
- Training. Your staff will need to be thoroughly educated to oversee and manage the AI systems.
- Cybersecurity. AI systems require vast amounts of data, some of it personal, such as the tracking of who enters a building and when. For this reason, it’s important not only to build firewalls and other safeguards into your software systems, but also to hire people who know how to keep your data private and secure.
While the costs of adopting AI-enabled systems can be high, the expense is usually worth it, especially over time and for large facilities. If your company is one of the growing number of businesses opting to integrate AI in facilities management, be sure to plan carefully and take a systematic approach.
A Three-Step Approach to Using AI in Facilities Management
Planning is essential for getting the most out of AI-assisted facilities management. IFMA recommends a three-step approach for any organization undertaking a large-scale digital transformation:
1. Prepare a comprehensive request for proposal. IFMA calls it the cornerstone of a successful partnership and suggests following this path:
- Create clear objectives with tangible outcomes and measurable KPIs. This will allow managers and vendors to chart a coherent and aligned path forward.
- Flesh out technical specifications. Be sure to specify required software integrations and data migration protocols.
- Develop a realistic budget and timelines. This will allow vendors to prepare more accurate and tailored proposals, reducing the risk of future financial disagreements or timeline disputes.
- Determine vendor qualifications. Review their past projects, their certifications, and feedback from previous customers.
- Set clear response and evaluation criteria. This not only sets expectations up front, but also paves the way for an objective assessment once the project is completed.
2. Conduct a digital facility audit. This entails cataloging every digital asset, conducting a SWOT (strengths, weaknesses, opportunities, and threats) analysis, using feedback and surveys to gain employees’ perspectives, and preparing a cost-benefit analysis to help ensure investments are channeled effectively.
3. Develop best- and worst-case scenarios for such issues as implementation cost overruns, technological incompatibilities, user resistance, and security vulnerabilities. This will allow you to anticipate potential problems and develop solutions ahead of time, which is sure to save you time and money.
AI isn’t a one-size-fits-all solution, but it can be transformative when implemented strategically, enabling companies to streamline operations and even compensate for a loss of skilled labor. By following the steps above, you can ensure that you reap the benefits of this revolutionary technology, at the lowest cost and with the least disruption.
