The AI Advantage

When confronted with a seemingly endless range of new tools, it is important for facility teams to evaluate the most practical applications and begin with the options that will most benefit their workflows. By using AI-powered platforms, they can automate maintenance schedules, apply predictive analytics for resource allocation, enhance energy management through smart systems and improve security protocols with AI-driven surveillance. Each implementation aims to optimize efficiency, reduce costs and improve decision-making processes for FM.

Predictive & preventive maintenance

For FMs working with older buildings or outdated equipment, complex maintenance may be the most frustrating pain point. IoT sensors can provide FMs with helpful data for anticipating and planning repairs or major upgrades. IoT refers to the Internet of Things, which connects physical objects, such as light fixtures, refrigerators and air handlers, to the internet, allowing them to collect, share and process data. When connected to building systems and asset management software, IoT sensors can capture equipment performance statistics in real-time, such as drop-offs in expected efficiency. AI algorithms will then analyze this data to predict necessary service or potential equipment failures. This joint effort between IoT and AI enables proactive maintenance, extending the reliability and lifespan of the equipment.

As budgets tighten, preventive maintenance will be a top priority in FM. To illustrate the point, 29.1 percent of JLLT’s' facilities survey respondents indicated that the top expected outcome from asset management software is automated preventive maintenance scheduling and insights; AI integration can ensure they are getting the most out of these platforms:

• Regular, IoT and AI data-informed servicing helps avoid overuse or stress on systems, increasing the useful life of HVAC, lighting and other building infrastructure.

• They reduce the risk of catastrophic system failures that could shut down facilities, analyze data trends, such as monitoring equipment performance over time, and enable predictive maintenance.

Energy optimization

According to the Environmental Protection Agency, on average, 30 percent of the energy used by commercial buildings in the U.S. is wasted. For FMs whose landlords are pushing for greater energy efficiency to reduce the cost of this waste, AI-driven analytics platforms can evaluate energy consumption patterns and inform modifications to systems such as HVAC and lighting, which tend to require the most power for regular operations. By utilizing smart meters and sensors for tracking usage to identify and address inefficiencies, FMs can pinpoint the greatest opportunities for reducing overhead.

Energy efficiency remains a top focus of many facility teams across the board, with 69.4 percent of JLLT's facilities survey respondents saying it is their top sustainability priority. Space automation platforms with an AI feedback loop for processing data from IoT sensors and smart meters can help facility managers achieve up to 80 percent in energy savings when paired with renewable energy sources. On the low end, energy-efficient retrofits guarantee at least 22 percent savings, but when incorporating autonomous systems and renewables, these savings can climb. For example, priced at 20.14 cents per kilowatt-hour, a 100,000-square-foot office tenant could save anywhere from US$240,000 to US$890,000 per year in energy costs alone. This makes these tools particularly worthwhile for FMs looking to enhance energy optimization and meet landlord expectations.

Routine task automation

For multitenant buildings or larger campuses, various AI-powered asset management systems automate processes such as work order generation and vendor identification. These platforms aid in streamlining operations, allowing FM teams to focus on strategic initiatives while managing bandwidth.​ The same algorithms that analyze data, identify patterns and make predictions can then be trained to recognize and perform specific tasks, such as email categorization or customer service. ML models can learn and improve over time as they are exposed to more data.

Natural language processing (NLP) can enable these AI-based systems to comprehend and generate human language. FMs may use NLP-powered tools for tasks such as customer service chatbots, email automation and content creation. Additionally, robotic process automation (RPA) bots can mimic human actions to perform repetitive tasks. These bots can automate tasks such as data entry, report generation or invoice processing, allowing operators to maximize time on more strategic or value-added tasks. RPA can also be combined with other AI technologies for more complex automation.

This capability introduces benefits for FMs, including:

• Increased efficiency: AI processes data and performs tasks more quickly than humans.

• Time management: By automating repetitive tasks, businesses can free up staff to focus on more meaningful tasks.

• Improved accuracy: AI-powered automation reduces human error and ensures consistent task execution.

• Enhanced employee satisfaction: Employees can focus on more engaging and challenging work, leading to increased job satisfaction.

• Scalability: AI-based automation can easily scale to manage increased workloads as businesses expand.

Safety & security enhancements

Advanced building control systems utilize AI for anomaly detection and real-time monitoring, which enhances building security, promptly identifies potential hazards and ensures a safe environment for occupants.​ Smart cameras detect potential threats and alert security teams in real-time. These systems can be trained to identify risks such as weapons or suspicious sounds, triggering an immediate emergency response — often before occupants even recognize the danger. These technologies can also detect system malfunctions, such as water or gas leaks, which can pose health risks and lead to significant property damage.

Smart technology can also be an important tool in data protection. As facility operators increasingly rely on technology-driven services, protecting data is crucial. By implementing AI-powered monitoring, FMs can more effectively observe network traffic for signs of cyberattacks or data breaches, helping to safeguard sensitive information.

Space utilization

Using space management software that integrates AI with IoT data, FMs gain real-time insights into space usage, enabling them to make informed decisions about space planning and design, thereby enhancing efficiency and occupant satisfaction. Tech enhancement is critical because it transforms static office space into a responsive, performance-optimized environment. Rather than relying on metrics like cost per square foot, FM teams can measure how space is utilized, not just how much of it is occupied. For example, most companies report lower occupancy rates, yet many are using more square footage than before the pandemic. This disconnect highlights the need for smarter, more adaptable space planning.

Return-to-office tension often stems from environments that feel stale, inflexible or cognitively draining. Data-driven decision-making can help shape a space that occupants want to leave their homes and come to.

Tracking real-time occupancy patterns through heat mapping helps businesses understand which zones employees frequent the most and which are underutilized. It allows facility teams to track the common collaboration spike for the space, which can vary based on the natural circadian rhythms of the individuals working on a given team. AI can optimize lighting levels for optimal performance, such as using 4000K lighting at 50 percent intensity to align with the afternoon peak. These insights enable leaders to make better decisions about space programming, adjusting the space's lighting to support employees' circadian rhythm and focus levels. Optimizing acoustics is also achievable by using ambient noise data to identify where activity is occurring (ideally in the range of 60–80 decibels) and where it is falling off.

Supporting wellness

In today's rapidly evolving workplace, AI integration is not only transforming how businesses operate, it is also significantly impacting employee wellness. Air pollution is inflammatory to the human body and is one of the key triggers for the gene behind chronic diseases such as diabetes, rheumatoid arthritis, depression, Alzheimer's disease and some cancers. If people are spending five days a week in the office, minimizing TVOCs and CO₂ (below 600 ppm) in the air with AI-HVAC integration is imperative for maintaining a healthy and creative workforce. Improving indoor air quality by reducing CO₂ in circulation promotes cognitive performance and limits productivity drops during long work sessions. If CO₂ levels exceed 800 ppm, employees may experience fatigue and disengagement, especially after extended collaboration sessions. Facilities built with space automation technology detect these shifts, adjust air quality and lighting, or even nudge teams to take breaks. They can also help companies identify how many days in the office truly support collaboration.

Working in the office has also been shown to reduce physical activity. To maintain a healthy workforce, work environments should encourage movement through strategic office layouts, standing desks or inviting stairwells. IoT sensors, when connected to building systems and asset management software, offer benefits for facility and property managers overseeing entire buildings with multiple tenants, such as providing the opportunity to analyze heat maps through AI and decipher the effectiveness of space planning to determine how their space is being used on a day-to-day basis. By maintaining optimal building environmental conditions, FMs can enhance the overall tenant experience, leading to higher tenant retention and a better return on investment (ROI), while increasing demand for leased spaces.

AI is no longer a future-facing concept in FM. It is an actionable tool that is already reshaping the way buildings are operated, maintained and experienced. From predictive maintenance and energy savings to real-time space insights and automated workflows, AI allows FMs to shift from reactive to proactive strategies. It helps uncover inefficiencies that were previously hidden, supports better allocation of resources, and creates more adaptive, human-centered environments. Implementing AI may seem complex at first, but starting with small, clearly defined goals — such as automating routine maintenance or optimizing HVAC performance — can yield immediate returns. Embracing AI does not just improve operations; it sets the stage for smarter, safer and more sustainable facilities that meet the evolving expectations of tenants and employees alike.