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Facilities Management Services

Technology is transforming every aspect of building management, and HVAC systems are no exception. Modern HVAC technology not only improves energy efficiency but also enhances comfort, air quality, and sustainability—all critical factors for today’s facilities managers.

Modern HVAC systems are far more energy-efficient than older models. In fact, the National Institute of Building Sciences reports that the use of high-performance HVAC technology can result in energy and cost savings of between 10 and 40 percent. In addition, buildings equipped with technologies that provide dehumidified air in the summer can see savings of between 40 and 70 percent.

The U.S. Department of Energy notes that besides cost savings, there are numerous other benefits from new HVAC technology, including improved occupant comfort, better indoor air quality (IAQ), and lower equipment noise and vibration—benefits that, according to the DOE, are as important to end users as energy savings. New zero- or low-global-warming-potential (GWP) refrigerants, for example, emit few greenhouse gases, making it easier for companies to reach their net-zero goals.

A typical HVAC system accounts for about 40 percent of a commercial building’s energy consumption. Several new technologies are designed to lower that number.

Today, facilities managers can choose from a wide range of technologies to create an HVAC system that best suits their particular circumstances and goals. Here are five important benefits that today’s HVAC technology can provide.

Real-Time Management of HVAC Systems

Until recently, most facilities managers used occupant complaints as a guide for HVAC system settings, which often meant that settings were adjusted once for a specific time of day or a season and left alone for years. Today, thanks to artificial intelligence, facilities managers can monitor and control the HVAC system remotely based on real-time data from sensors, optimizing both occupant comfort and energy efficiency. Three different HVAC technologies help make this possible.

IoT-Enabled Systems

In the same way that the Internet of Things (IoT) is transforming manufacturing and healthcare, it’s also remaking facilities management. Commonly used IoT devices in HVAC applications include:

  • Smart thermostats that learn user preferences and automatically adjust temperature based on learned schedules.
  • Occupancy sensors that trigger lowered HVAC output when a room is empty, thus preventing wasted heating or cooling.
  • Air quality monitors that trigger the system to adjust ventilation and activate air filtration as needed.
  • Chiller optimization sensors, which adjust the performance of the building’s centralized cooling system.

Smart HVAC technology that utilizes IoT and artificial intelligence (AI) can increase energy efficiency by 30 percent, resulting in a payback period of fewer than 15 years.

AI and Machine Learning

By analyzing performance patterns and detecting anomalies, AI and its subset machine learning (ML) can proactively schedule maintenance to prevent critical failures, maximizing system uptime and reducing costs. AI also simplifies the detection of faults and speeds the diagnoses of HVAC system issues, which can be complex and time-consuming. The smart thermostats mentioned above, for example, use machine learning algorithms to learn occupants’ preferences and optimize temperature settings accordingly.

Cloud-Based Management

Businesses are increasingly turning to cloud-based solutions for all aspects of their facilities management, including control of the HVAC system. Cloud-based HVAC systems allow for equipment to be controlled remotely, and as the software is updated regularly, these systems have greater scalability than in-house solutions. They also have lower upfront and ongoing costs.

HVAC Technology Fuels Energy Efficiency, Electrification, and Sustainability

Typical HVAC systems account for about 40 percent of a commercial building’s energy consumption, so in a world of rising energy costs, it makes sense for facility managers to look for savings. Several new technologies deliver on that promise.

High-Efficiency Systems

High-efficiency systems are engineered to deliver more comfort, better moisture control, improved indoor air quality, and quieter operation. One of the primary technologies in commercial applications is variable-refrigerant-flow (VRF) heat pumps for heating and cooling. These devices are similar to air conditioners in the way they use refrigerants instead of air, but they’re different in that they can both heat and cool the air, replacing the need for a separate system for heat.

A newer type of heat pump—groundwater-based geothermal heat pumps—have been found to be up to 44 percent more efficient than VRF-based heat pumps. And contrary to initial expectations, this type of heat pump works well even in cold climates. Solar-based heat pumps, which are becoming popular in residential settings, require a backup power source for commercial uses, given their variable energy source.

A geothermal heat pump for a commercial building, mounted next to a wall
Geothermal heat pumps can be more efficient than VRF-based versions, and work well even in cold climates.

Electrification

An energy-conserving trend in recent years has been the electrification of space heating and hot water systems, as these two systems represent about one-third of the total energy consumed by commercial buildings. Besides heat pumps, other technologies include electric boilers for hot water and heat pump-based hot water systems.

Eco-Friendly Refrigerants

Regulations for more eco-friendly refrigerants that would reduce greenhouse gas emissions were set to take effect in 2025, but the Department of Energy postponed their implementation. Facility managers should pay close attention to this regulatory situation. Also, be aware that HVAC experts warn that these new refrigerants have different characteristics than current products, including greater flammability. Businesses adopting the new refrigerants will need to be sure that their maintenance staff has been trained to install the equipment safely.

Indoor Air Quality and Health-Focused HVAC

Maintaining high indoor air quality promotes a healthier environment for occupants, reduces the risk of health conditions like sick building syndrome, and even enhances productivity. Here are some ways technology can help.

Advanced Filtration

Advanced air filtration technologies such as UV light filtration and multistage filtration processes gained popularity during the pandemic. These systems can remove pollutants, pathogens, and particulates from the air more efficiently than ever. In addition, UV light can be used to sterilize areas where mold easily breeds, such as cooling coils and air ducts.

Air Quality Monitoring

Indoor air quality monitors measure pollutants such as particulate matter, volatile organic compounds, and formaldehyde on a room-to-room basis. They can help determine if ventilation needs to be increased, air purifiers activated, or humidifiers turned off.

Smart Ventilation and Humidity Control

These HVAC technology systems use sensors and automated controls to monitor and dynamically adjust air humidity and ventilation. Exhaust fans or energy recovery ventilation systems, which exchange the energy contained in normally exhausted air to treat incoming outdoor air, can be helpful in high-humidity locales.

Responsive and Remote Operations

From AI-enhanced monitoring and predictive maintenance to advanced filtration and ventilation technologies, recent HVAC innovations are setting new standards in building health, efficiency, and environmental control. These and other smart HVAC technologies are leading the way to the future of HVAC systems. It’s a future in which facilities managers will be able to adjust their HVAC systems on a dime, without having to leave their offices.

For example, AI-powered direct digital controls allow the system to be monitored and controlled via a remote user interface which receives data from sensors and thermostats that measure temperature and humidity levels. Facility managers can monitor performance, detect potential heating or cooling issues early, and make adjustments remotely—long before these issues impact the comfort of building occupants. Automated systems may even be able to self-diagnose problems, allowing issues to be addressed promptly.

Many HVAC systems can now carry out text-based and voice-activated commands.

Even the HVAC control interface is changing. Many HVAC systems can now comprehend and carry out text-based and voice-activated commands. Voice assistants or mobile applications can be used by technicians to communicate with HVAC systems, making it easier and more convenient to change temperature settings, modify airflow, or keep track of energy usage. And natural language software, trained on tech support calls and other technical material, uses machine learning to help technicians solve complex problems.

Safer HVAC Maintenance

Advances in HVAC technology aren’t just increasing efficiency and enabling more precise control, they’re also making the workplace safer for HVAC technicians. Several new developments are making an impact on safety. These include:

  • Virtual reality training.
  • Automated lockout/tagout (LOTO) systems to ensure equipment is properly de-energized before work begins.
  • The use of drones for inspections in dangerous areas such as high rooftops or confined spaces.
  • Robotic arms and autonomous machines that can take over repetitive or potentially risky tasks such as tightening belts or greasing bearings.

Futureproofing Through HVAC Technology

The last 50 years have seen huge advances in HVAC technology, and these developments show no signs of slowing down. Here are a few emerging technologies that facilities managers can expect to see more of within the next few years.

Scalable Modular Systems

The use of modular HVAC systems is expected to grow in coming years. Because they are prefabricated, installation is often faster and simpler compared to traditional large-unit HVAC systems. These systems can also be customized to fit exact space requirements by adding or removing units as needed, making them highly cost-effective.

Innovative Materials

Researchers have found that polymer-based membranes (called polyimides) use less energy to dry air and are experimenting with this organic material to improve its dehumidification efficiency for HVAC use. Other new materials have the potential to significantly improve HVAC output. For example, aluminum oxide nanofluids can enhance heat transfer and improve air conditioner system performance by approximately 22 percent. These nanofluids could make it possible for facilities managers to improve HVAC performance without expensive system upgrades or replacements.

Cybersecurity for HVAC Technology

As in so many other situations, the increased use of connected devices has led to increased cybersecurity threats that exploit vulnerabilities in commercial HVAC systems. Cyberattacks on HVAC systems pose multifaceted risks to commercial buildings. These risks include unauthorized tampering with temperature and ventilation controls, disruption of critical HVAC functions, exposure of sensitive data, and in extreme cases, the compromise of entire building automation systems.

To prevent these attacks, HVAC systems under development today incorporate multiple cybersecurity technologies to restrict access to authorized personnel. These technologies include robust access control mechanisms such as multifactor authentication, role-based access controls, and secure user management systems.

HVAC Technology for Today and Tomorrow

HVAC technology has come a long way since Willis Carrier patented his “apparatus for treating air” in 1906. Today’s HVAC systems are far more efficient, responsive, and complex than their ancestors. Recent advances in technology have revolutionized commercial HVAC systems and will undoubtedly lead to even more innovations in the years to come.

An HVAC Expert You Can Rely On

Ready to take your facility’s HVAC system to the next level? With over 35 years of experience, PRIDE Industries offers tailored solutions that enhance efficiency, reduce costs, and ensure optimal comfort for your building’s occupants.
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Manchester Grand Hyatt Finds Hotel Staffing Solutions with PRIDE Industries

The Manchester Grand Hyatt Hotel, located in sunny San Diego, is the largest hotel in Southern California. Boasting two towering high-rises with 1,628 guest rooms, a rooftop pool, multiple restaurants, bars, and a spa, it stands as a key player in the region’s hospitality industry. As a major employer in the area, the hotel relies on a skilled and dedicated workforce across all departments and requires reliable hotel staffing solutions. Today, the Manchester Grand Hyatt boasts a skilled and dedicated workforce that delivers top-notch customer service. But the hotel considered a number of hotel staffing solutions before choosing a winner.

The Problem: Hospitality Industry Labor Shortage

In a city where tourism is one of the top economic drivers, the Manchester Grand Hyatt plays a pivotal role in San Diego’s economy. However, as demand grew post-pandemic, the property faced a pressing need for hotel staffing solutions to fill vital roles and maintain its high service standards.

When the COVID-19 pandemic hit in 2020, the hospitality industry faced unprecedented challenges. Like many others, the Manchester Grand Hyatt had to close its doors. Later, when restrictions lifted and the industry began to recover, the hotel was eager to bring back employees and expand its workforce. With demand surging and business picking up, reliable hotel staffing solutions became critical to maintaining exceptional service. However, in addition to the uncertainties of the post-pandemic landscape, the hotel was confronted with an industry-wide staffing shortage.

According to the Bureau of Labor Statistics, in 2024 there were 196,000 fewer workers in the hotel industry than in 2020, with positions unfilled despite higher wages and improved benefits.

The Solution: Hardworking Employees with Disabilities

In search of an answer to their growing demand for employees, the Manchester Grand Hyatt reinstated their partnership with PRIDE Industries. Having previously worked with employees from PRIDE Industries, Hyatt recognized that this partnership would not only help the hotel meet its demand for qualified employees but also provide meaningful employment opportunities for individuals with disabilities. This collaboration became the ideal staffing solution, allowing the hotel to fill key positions efficiently while supporting a diverse workforce.

“The support we needed as our business reopened and grew was crucial, and we knew that the PRIDE Industries associates could deliver exceptional service and offer an extra level of support for the rest of our team,” said Matt Farnsworth, assistant director of food and beverage.

“When asked about renewing the partnership with PRIDE Industries, it was an immediate yes for us,” Farnsworth added. “Seeing the smiling faces of the Hyatt associates when they saw the PRIDE Industries employees return was incredible. They were so happy.”

This partnership aligns well with Hyatt’s commitment to empowering people. “We always make sure not to lose sight of what’s most important: the people. Partnering with organizations like PRIDE Industries, who do great work in the community, is truly rewarding and reflects our core values as a company,” Farnsworth emphasized.

Through PRIDE Industries work groups, the Manchester Grand Hyatt has successfully filled key food service roles, including stewards. In these work groups, three employees with disabilities are paired with a job coach who supports them directly, ensuring they succeed in their positions and meet the hotel’s expectations. PRIDE Industries serves as the employer of record, taking on the recruiting, hiring, training, payroll, supervision, and quality control work—eliminating management overhead for Hyatt.

“As a coach, my main responsibility is to make sure employees are safe and that I can watch out for them as they each meet certain goals,” said Employment Coach Tina Bowman. “Being at work with them, it makes me happy to see them as they grow in their work ethic. Employment means everything to them, not just financially, but mentally, physically, emotionally. I’m proud to be a part of making that happen for them.”

The Results: Reliable Hotel Staffing Solutions

The results of the partnership with PRIDE Industries have been clear and impactful for the Manchester Grand Hyatt. Employee retention has been exceptional, with some PRIDE Industries associates celebrating five and even ten-year anniversaries.

Eric, a steward at the hotel, is one such long-term employee. He’s been with the Grand Hyatt for over 13 years.

“Everyone in the building knows Eric, whether it’s housekeeping, the front desk, or our laundry team. Just seeing him interact with the team daily is very rewarding, and you can really feel the difference,” Farnsworth said.

Morale has also seen a significant boost—across the entire workforce—since the PRIDE Industries employees returned to their jobs at the hotel. “Seeing the associates interact with the PRIDE Industries employees is incredible. They create a better working environment for everyone,” Farnsworth added.

Most importantly, the hotel has once again found a dependable and dedicated workforce. As Bowman put it, “PRIDE Industries employees want to work. They love to come in, always show up on time, and when it’s time to start, they’re ready. They are hardworking.” Of all the hotel staffing solutions available, this one has gone beyond providing a reliable workforce. It has also fostered a positive, supportive workplace culture that benefits everyone.

Grand Hyatt

“Partnering with organizations like PRIDE Industries, who do great work in the community, is truly rewarding and reflects our core values as a company.”

—Matt Farnsworth, Assistant Director of Food and Beverage

In the 1950s, it was a best practice to replace machine parts based on a strict schedule, regardless of a part’s condition. While this approach avoided equipment failure, the downside was that parts which could have continued to function flawlessly were discarded, creating inefficiency and unneeded expense. Fast forward to today, and facilities management best practices look a lot different. Predictive maintenance, automation, artificial intelligence, and other developments have reshaped facilities and the facilities management profession. Here are seven best practices that will help today’s facilities managers optimize their operations.

1. Integrate AI for Predictive Maintenance

Facilities management best practices are changing, and optimizing building operations may require new protocols.

Predictive maintenance in facility management means using data and analytics to predict equipment failure, so that repairs can be made proactively—before faulty equipment causes problems or facility shutdowns. Although they sound similar, preventative maintenance and predictive maintenance are not the same. Preventative maintenance relies on evaluating machinery at regular intervals, no matter how frequently or heavily a piece of equipment is used. Predictive maintenance, on the other hand, is more nuanced; it relies on continuous monitoring and analysis of equipment. Relying on large data sets, predictive maintenance is more precise than preventative maintenance, enabling facilities professionals to more efficiently maintain facility assets.

A broad spectrum of industries, from oil and gas to commercial real estate, are using predictive maintenance. By monitoring equipment through data-gathering sensors that feed AI algorithms, companies can detect potential problems and prioritize maintenance. Additionally, these AI tools help companies gain a deeper understanding of the root causes of equipment failure. One example of using artificial intelligence for predictive maintenance is GE Digital’s SmartSignal. This predictive maintenance software allows companies across multiple industries to find and act on potential equipment problems, preventing downtime for essential equipment.

2. Take a Systematic Approach to Sustainability

According to the U.S. Department of Energy (DOE), more than a third of total U.S. greenhouse emissions are due to buildings. To address this challenge, the federal government, as well as some states, are calling for net zero buildings—buildings that reduce energy use through numerous energy-saving features and technologies. But how do you achieve a building that is more efficient, especially if you aren’t building from scratch? A report from Lawrence Berkeley National Laboratory recommends taking a systematic, comprehensive approach to retrofitting.  For example, rather than just swapping out old light bulbs, a systematic approach will go further and also integrate automated shading and electrochromic glazing on windows to reduce energy use.

3. Creatively Conserve Water

The American Water Works Association (AWWA) estimates that commercial, industrial, and institutional landscapes utilize 2.4 billion gallons of water daily. With water scarce and demand for it high, companies benefit by seeking out water-saving solutions for landscaping and irrigation. One easy solution is rainwater—it’s free! By capturing rainfall in barrels or cisterns, companies can save money, and perhaps more importantly, decrease their dependence on local water infrastructure. Capturing and utilizing rainwater onsite also makes water management more effective, and avoids the unintended pollution and erosion caused by untreated, unmanaged water surges.

Graywater—lightly used water from sinks, bathtubs, and showers—can also be reused. To save money, some companies have invested in closed-loop water recycling systems that collect, treat, and reuse graywater, minimizing the need for freshwater intake and lowering wastewater discharge. If your company isn’t able to recycle its graywater, rainwater capture can still be easily handled with a small investment in water capture receptacles.

Two large, commercial-grade rainwater cisterns
Capturing rainfall for irrigation and other uses can save money and decrease your dependence on local water infrastructure.

4. Facilities Management Best Practices for Compliance and Regulations

Today more than ever, it’s essential to be well versed in industry-specific mandates, regulations, and safety standards. Mandated regulations from OSHA, EPA, ICC, and other agencies carry stiff penalties for violations. So, how can you stay in compliance? One way is to regularly schedule training for your technicians. Another best practice is to keep meticulous records to show that you have complied with all protocols and requirements. But don’t stop there. It’s not enough to keep your own team in compliance. Many facilities managers delegate to third-party contractors, and it’s important that these contractors are also in compliance. This is why it’s crucial to communicate clearly with your contractors and keep accurate records. And if there are serious noncompliance issues, be ready to switch vendors. Remember, it’s your reputation on the line.

5. Adopt Robotics and Automation

As in many industries, robots can help solve labor shortage and other issues in facilities maintenance. Sophisticated floor-cleaning robots, for example, use laser scanners and ultrasonic detectors to maneuver around people and clean a wide variety of surfaces. Some models can clean more than 200,000 square feet in a single day. And when these robots are finished, there is no need for a human to put them away. Not only do these robots automatically return to their docking station, but they also refill themselves with cleaning fluid. And for environments where more stringent cleaning is necessary, such as hospitals, robots equipped with disinfection technologies like pulsed xenon UV light can kill bacteria within minutes. In these situations, where a sterile environment is critical, robots can be especially useful, since they never take vacations or call in sick.

Many floor cleaning robots can automatically return to their docking station and refill themselves with cleaning fluid.

In the same way that robots are changing how facilities are cleaned, automation is modifying how they’re managed. CMMS software, for example, enables managers to track maintenance activities and scheduling costs. It automates the management of workflows, optimizes routing, and enables organized recordkeeping for reporting and auditing, maximizing a facility’s MRO (maintenance, repair, and operations).

6. Prioritize Occupant Safety and Wellness

Since the pandemic, businesses, governments, and the public have taken an increased interest in indoor air quality. According to Joe Allen, associate professor at Harvard and founder of the Healthy Buildings Program, buildings are at the center of a public health crisis: “They represent one of the greatest public health opportunities of this century. Therefore, the future of healthy buildings must be one where they are the norm for everyone, not just a privilege for a select few.” Allen emphasizes that improvements don’t have to be expensive. They can be as simple as updating air filtration systems. A good air handling system can help lower the incidence of infectious illnesses such as flu, RSV, and COVID-19. These systems can also protect against allergies and reduce the health impacts of wildfire smoke and other air pollutants.

If you are looking for ways to adopt facilities management best practices in terms of health and well-being, consider pursuing WELL certification. Indoor air quality is only one of ten categories of WELL certification, a global certification developed by the International WELL Building Institute that recognizes buildings constructed and designed to support the wellbeing and health of their occupants. Some of the issues that WELL certification addresses include:

  • Designing a building to encourage physical activity
  • Creating spaces that minimize noise disruptions
  • Providing relaxation and stress reduction spaces
  • Reducing occupant exposure to hazardous materials

Every type of facility, from the office to the school building, is eligible for WELL certification.

7. Monitor the Condition of Your Facility

No list of facilities management best practices would be complete without mentioning the need for monitoring. While sensors and other technologies have made it easier than ever to monitor conditions within a facility, it’s not always clear how the information gathered should be interpreted and applied. That’s where the facility condition index (FCI) comes in. Launched in the U.S. in 1991 by the National Association of College and University Business Officers, the FCI allows companies to assess the overall condition of a building, as compared to typical buildings of the same size and configuration.

To determine a facility’s FCI, the data gathered by automated technologies is put into the FCI formula. The resulting index number allows facilities managers to determine the relative condition of a facility by comparing the cost of needed repairs to the total replacement value of the facility. A high FCI indicates that significant repairs are needed, while a lower score means that the facility is in good shape. With a current FCI, facility managers can:

  • Effectively allocate resources by identifying the areas of greatest need
  • Predict the expected useful life of components and plan strategically for upgrades
  • Track the facility’s condition over time
  • Provide quantitative measures of facility health to stakeholders to help justify funding requests
  • Identify facilities that may pose safety risks due to deteriorating conditions

Monitoring the condition of facilities, like all the facilities management best practices listed here, is not a magical solution to facilities management. But companies that are able to adopt at least a few of these practices will ensure that their facilities are efficient, safe, and ready for whatever the future may bring.

Delivering Facilities Management Best Practices

Do you need to level up your facilities management? With over 35 years of experience in energy systems maintenance, engineering services, and predictive maintenance, we know how to optimize your facilities systems. Contact us to discover how we can help you lower energy and maintenance costs while simultaneously optimizing occupant comfort.
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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

A close-up view of someone outdoors, holding a meter next to an HVAC system
Predictive maintenance can extend equipment lifespans and reduce maintenance costs.

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.
AI systems use factors such as workforce size, departmental needs, and seasonal fluctuations to predict future space requirements.

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.

A Facilities Management Partner You Can Rely On

PRIDE Industries has over 35 years of experience in facilities management, energy systems maintenance, engineering services, and preventive and predictive maintenance. Our state-of-the-art CMMS systems can help you optimize your facility’s systems to lower both energy and maintenance costs. Contact us today to see what our award-winning facilities management services can do for you.
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Here are several top facilities management events for 2025 that facilities managers and their teams should be aware of.

Central Valley Facilities Expo 2025
Modesto Centre Plaza / Modesto, CA
March 19–20, 2025

Bringing together the facilities engineering, MRO, and green building communities, Central Valley Facilities Expo attracts a diverse audience of facilities managers, maintenance managers, and energy managers from a wide variety of industries including food processing, government, healthcare, manufacturing, education, wineries, utilities, and others. Learn more.

NFMT 2025
Baltimore Convention Center / Baltimore, MD
March 25–27, 2025

Bringing education, networking, and product discovery together in one dynamic event. Broad-based education for facilities professionals from every type of organization. Learn more.

Southern California Facilities Expo 2025
Anaheim Convention Center / Anaheim, CA
April 16–17, 2025

Learn the latest in the fields of facilities engineering, maintenance, and energy management. Network with your peers, benefit from valuable educational opportunities, and connect with exhibitors who are offering cutting-edge products as well as cost-effective solutions. Learn more.

Facility Fusion 2025
Renaissance Austin Hotel / Austin, TX
April 29–May 1, 2025

IFMA’s Facility Fusion event offers TED-style talks, learning labs, and team-building exercises designed to help you discover your leadership style, learn how to communicate a vision others will follow, and successfully contribute to creating a top-performing organization. Learn more.

BOMA 2025
Boston Convention Center / Boston, MA
June 28–July 1, 2025

Offering educational sessions, awards, and networking opportunities for members of building operations, maintenance, real estate, and rental industries (among others). Learn more.

IFMA World Workplace 2025
Minneapolis, MN
September 17–19, 2025

Groundbreaking discussions on facility management and the environment. Workplace professionals come to discover innovative FM technologies, build valuable relationships, and sharpen skills. Learn more.

NFMT Remix 2025
Paris Las Vegas Hotel & Casino / Orlando, FL
October 15–16, 2025

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Northern California Facilities Expo 2025
Santa Clara Convention Center / Santa Clara, CA
Fall 2025

Bringing together the facilities engineering, MRO, and green building communities, this event attracts a diverse audience of facilities managers, maintenance professionals, and energy experts from a wide variety of industries including food processing, government, healthcare, manufacturing, education, wineries, utilities, and others.

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Casino Resort Finds Hospitality Staffing Solution

Red Hawk Resort + Casino has seen significant growth since its launch in December 2008, offering a rich mix of world-class entertainment, gaming, and dining experiences. The casino has boosted tourism and economic growth in the region and created over 1,000 jobs in El Dorado County with additions like the Apex entertainment complex and a 156-room hotel, but has the same hospitality staffing challenges faced by hotels nationwide.

The Challenge: Hospitality Staffing Shortage

With more than 10,000 guests visiting daily and nearly 200,000 square feet of facilities, it is crucial for Red Hawk to hire talented, dedicated staff to ensure the best possible guest experience—an ongoing challenge throughout the hospitality industry. According to a report from the American Hotel and Lodging Association, 67% of hotel operators are short-staffed, and 12% said they are “severely understaffed,” impacting their ability to operate effectively.

“Hiring can be difficult,” said Matt Montano, HR Manager at Red Hawk. “We require more background checks in the gaming industry, so finding people that can work can be difficult. Then finding people to do some of the tougher jobs, like our janitorial and custodial positions add to the challenge.”

Montano and his team tried various recruiting methods, including popular online job platforms, job fairs, and local contract firms, but shortages persisted. Then he learned about PRIDE Industries through a software partner that worked with both firms.

The Solution: Work Groups with People with Disabilities

Red Hawk partnered with PRIDE Industries to implement an innovative hospitality staffing solution: supported work groups. Within a matter of weeks, PRIDE Industries had created a dedicated workforce comprised of several teams of three-four employees, each with its own dedicated employment coach. PRIDE Industries even handled employee transportation.

The work groups, all hired and on-boarded by PRIDE Industries, were assigned to custodial roles throughout the casino. The teams excel at essential custodial tasks, including cleaning the gaming floor, restrooms, and other guest occupied spaces.

Red Hawk has experienced firsthand all the advantages of an inclusive workforce, including low employee turnover, high morale, reliability, and enhanced customer satisfaction. These benefits have made a positive difference for Red Hawk’s guests and staff.

Julia Yah a PRIDE Industries employment coach at Red Hawk, noted the positive impact: “With one of our employees, any time she laughs, everybody laughs with her. She’s always checking in with everybody, saying hello, everyone saying good morning, and it brings brightness and smiles to the entire team.”

Beyond the increase in both guest and employee satisfaction, Red Hawk’s hiring team is also working more efficiently.

“The cost of hiring an employee can be expensive, but with this partnership, PRIDE Industries is the employer,” said Montana. “We just need to do the training on our systems, which saves us time. Plus, with PRIDE Industries providing the on-site coaching and transportation, it’s easy.”

The Results: Hospitality Staffing Made Easy

Including people with disabilities has improved Red Hawk’s workforce, allowing the company to maintain consistent staffing even in the busiest of times.

Red Hawk is not the only company to experience the benefits of an inclusive workforce. The business advantages of hiring people with disabilities are proven, if not well known. A 2023 study from Accenture found that companies that actively employ and support people with disabilities achieve 1.6 times more revenue, 2.6 times more net income, and twice the economic profit.

Red Hawk’s Environmental Services Manager Roxanna Carlson has seen these benefits firsthand. “Our experience hiring people with disabilities has been great,” she said. “They are some of our most productive employees. We have had very good attendance and retention. They have been incredibly dependable.”

Services Provided

  • Custodial
  • Employment coaching
  • Transportation
Hospitality staffing: Redhawk casino logo

“The cost of hiring an employee can be expensive, but with this partnership, PRIDE Industries is the employer. We just need to do the training on our systems, which saves us time.”

—Matt Montano, HR Manager at Red Hawk
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