Smart Facilities, Smarter Decisions

Facility management is shifting from reactive actions to predictive strategy and planning. Reactive FM focuses on resolving maintenance breakdowns or repairs after they have happened. This approach is also called a “run-to-fail” approach, which may seem less expensive, can lead to higher long-term costs and cause setbacks in operation. Reactive facility management requires something to go wrong before getting the attention of the FM. The FM only reacts to an incident.

Predictive FM is a proactive, real-time data-driven approach which uses data analysis, sensors, machine learning and advanced analytics to monitor and identify potential breakdowns or equipment failures before they happen. This strategy increases operational efficiency and sustainability. Predictive maintenance helps reduce unplanned breakdowns and the maintenance costs that come with them by predicting failures and acting on them preemptively, while also preventing a potential malfunction.

Technology’s role in FM

Technology has been increasingly useful in facility management as it enhances efficiency by streamlining processes, reducing costs, optimizing resource allocation and allowing proactive maintenance strategies. Technology enables users to access smart systems and digital tools to automate operations and enhance efficiency. This in turn enables smarter and more sustainable facilities.

Important technologies relating to smart facilities include:

• Internet of Things (IoT): This is the network of physical devices or appliances which are interconnected and embedded with sensors, a network, including network connectivity, which allows them to gather and share data with each other and other internet-supported devices. IoT devices are used to monitor temperature, energy consumption, humidity, and air quality in a facility. This data can be analyzed to identify trends and possible anomalies that can assist the business in making sound decisions. Data generated by IoT devices can also be analyzed by AI, leading to more intelligent results.

• AI & machine learning (ML): These are two closely related tools that differ in scope and applications. AI and ML are increasingly being used by organizations to process and analyze huge volumes of data for better decision-making, to create more accurate predictions and to generate recommendations and real-time insights.

  • AI refers to the use of technologies to build machines that can mimic human intelligence. AI contains various techniques, including machine learning and deep learning, which can perceive, act and reason like humans.

  • ML is a subset of AI which allows machines to learn from data and from insights, recognizing patterns. ML improves its performance over time due to exposure to more data.

• Computerized maintenance management system (CMMS): CMMS is software that streamlines and centralizes maintenance operations. According to IFMA, CMMS uses automated technology to assist with the effective and efficient management of maintenance activities. It includes elements such as equipment and inventory management, computerized work orders and applications for scheduling planned maintenance tasks, as well as numerous other features.

• Building management systems (BMS): This is also referred to as building automation system (BAS). It is a computer-based automated system which monitors and controls a building’s electrical and mechanical equipment, such as HVAC, lighting, fire or security systems. BAS/BMS technology helps produce smart buildings that self-regulate so the facility operates optimally, with cost savings and improved occupant comfort and safety.

• Data analytics: This is the process of collecting, transforming and organizing data from connected devices (like IoT sensors) to draw conclusions or gain actionable insights to optimize operations, monitor or reduce energy consumption and predict equipment failure to enhance occupant experience.

Data as the new asset for smart facilities

Data drives nearly every aspect of modern FM, preventing downtime. In FM, data has become a valued asset as decision-making has shifted from reactive to data-driven predictive maintenance, which improves operational efficiency and enhances sustainability initiatives. FMs use data for predictive maintenance; this data is used to track consumption, identify inefficiencies and anticipate and prevent issues or breakdowns.

In a smart facility, IoT devices, sensors, and BMS collect information from equipment, such as energy consumption, temperature, humidity and occupancy. This data is used to gain actionable insights to improve occupant experience, track equipment real-time performance and predict potential equipment failures, allowing proactive maintenance.

Case studies across sectors

The adoption of smart facilities is not limited to a single industry or sector. In commercial buildings, smart sensors are used to enhance occupant experience while reducing operating expenses.

• The Edge, The Netherlands, being recognized as one of the smartest buildings in the world, is embedded with approximately 28,000 sensors that provide real-time data on environmental conditions, which optimize energy use and enhance occupant comfort. Technology and a large amount of data and insights generated make the building smart enough.

• Burj Khalifa, Dubai, as the tallest building on Earth, is also known to be one of the smartest buildings. Its smart sensors optimize air quality, lighting and temperature. The building’s cloud-based automation system delivers real-time data and insights and uses algorithms to ensure workers conduct preventive maintenance and it also suggests predictive maintenance measures.

• In the health care sector, smart systems ensure critical environments like theatre rooms maintain optimal air quality and temperature, which directly impacts patient safety. Also, industrial facilities use predictive analytics to avoid costly unplanned machine breakdown that impacts production schedules.

Cybersecurity & integration challenges

While the benefits of smart facilities are compelling, these technologies have challenges including cybersecurity and system integration. Facilities relying on interconnected devices makes them become potential targets for cyberattacks. With the rise in these cyberattacks, it has now become a high priority for organizations and individuals.

Cybersecurity is the practice or process of protecting interconnected systems, networks and data from cyberattacks and unauthorized access. Many of these cyberattacks are focused on accessing, stealing or destroying sensitive information. Hackers tend to exploit weak points in IoT devices, BAS, cloud storage and network configurations.

To mitigate the risks of attack, a proactive cybersecurity plan that ensures the protection of both building infrastructure and data must be put in place. Security must be top of mind when designing smart facilities, which will allow choosing secure hardware and software with strong encryption protocols.

Regular vulnerability assessments and security updates are necessary to prevent cyberattacks on a smart facility. Also, a good practice for cybersecurity is by combining multiple layers of protection, which is spread across the networks, computers, programs or data as a defense against cyber threats. All employees should receive regular cybersecurity training, including how to identify threats and mitigate potential risks.

The evolving role of the FM

FMs responsibilities have evolved over time to overseeing maintenance activities, security, and energy management. However, smart buildings and their included technologies are changing the dynamics of how FMs operate.

FMs are evolving from a reactive operational function to data-driven smart decision makers. Facility managers are now involved in strategically planning business objectives to foster organizational growth. FMs should be focused on predictive maintenance, sustainability, cybersecurity and data-driven decisions, which are smarter decisions.

FMs must upgrade their skills, adopt digital tools and embrace new responsibilities. They must also understand smart facilities and their operations, manage building data analytics, work with IT teams to enhance cybersecurity, and achieve sustainability goals and compliance with environmental, social and governance (ESG standards.

The global perspective

The move from the regular facilities toward smart facilities is not just a trend but a global shift. Multinational organizations are leveraging smart FM to advance ESG goals and align with international standards. These goals are achieved by reducing energy consumption through smart FM systems using IoT sensors and AI, obtaining real-time data on building functions, which allows for optimizing resource utilization, improving workforce well-being and identifying potential facility issues. Data-driven FM has become a valuable tool in corporate sustainability strategies.

Smart facilities support the United Nations’ Sustainable Development Goals through the integration of digital technologies and sustainable practices into facilities, which promote climate action and economic growth.

Call to action for FM professionals

The shift to smart facilities does not necessarily require massive upfront transformation but can begin with small, manageable steps. as FMs may start by initiating technology projects in areas such as energy monitoring or predictive maintenance, then scale gradually.

FMs should use data not only for operational purposes but also to demonstrate strategic return on investment, which should show business executives how smart facilities reduce costs via predictive maintenance, support sustainability goals and enhance employee well-being. This can be achieved when real-time data is used to show increased efficiency, decrease downtime, extend asset life and decrease energy use.

FMs should also engage in continuous professional development by pursuing certifications, training on data analytics and technology workshops. FMs must continuously embrace technology and upskill, shaping the workplaces and cities of the future.