Facilities management tech driving efficiency, cost cuts

In today's rapidly evolving facilities management (FM) landscape, technological advancements are reshaping how organizations maintain and modernize their workplaces. FM teams are adopting software automation, preventive maintenance and cutting-edge technologies to boost efficiency and overcome budget constraints, according to a recent JLL report.

To delve deeper into these insights, FM experts from Brinker International, CFM Associates and JLL discussed on a recent webinar the current state and future trajectory of FM technology. Watch the discussion below—in full, or in clips on key topics—to gain fresh perspectives on navigating the evolving FM technology landscape.

The expert panel explores key themes and challenges that facilities managers are facing: strategies for maximizing limited resources, the impact of automation and mobile apps on work order management, and the growing influence of artificial intelligence (AI) and business intelligence in driving FM insights and decision-making.

FM teams are facing a raft of challenges. Issues ranging from shrinking budgets to talent shortages and ballooning workloads are forcing them to do more with less. Further complicating the landscape are vendor performance problems and ongoing technological and economic disruptions.

All these can be barriers to a clean, well-maintained environment that drives workplace efficiency. FM leads can better navigate this by taking an ownership mindset and a deep knowledge of their facilities. They can eliminate equipment anxiety among their team with proper training, allowing for a more proactive focus on managing equipment that helps minimize disruptions.

FM technology is helping companies revolutionize service delivery, energy cost optimization and asset lifecycle management. Modern tools streamline processes through automated notifications, priority-based assignments and efficient tracking, empowering companies to do more with smaller FM teams, which ultimately benefits service providers and clients alike. And while change-resistant team members—or those just a bit less tech-savvy—might pose a challenge to adoption, proper training and support can help. The technology ultimately will prove its worth through enhanced efficiency and productivity.

Advanced FM technology supports a more proactive approach to maintenance, reducing operational disruptions and their associated costs. It also provides insights into vendor performance through satisfaction surveys and key performance indicators. This data-driven approach enhances decision making, allowing for improved asset protection and guest experiences.

Work order management software—such as computerized maintenance management systems (CMMS)—enhances FM decision making by providing a comprehensive list of repair histories, warranty information and asset life data. As a result, FM teams can make more-informed repair or replacement decisions, which save money and boost efficiency. Furthermore, asset tagging streamlines maintenance by offering instant equipment details and reducing communication delays.

FM teams should focus on their desired outcomes with their asset management approach, determining which assets to tag and track, and how their data will drive decision making. They’ll need to consider Wi-Fi availability across their facilities, as well as tagging methods for nontraditional assets such as roofs and windows. This approach leads to more effective repair-or-replace decisions and improved FM altogether.

Companies need to make the most of their available resources. Fostering an ownership mindset among operations staff, supported by strong facility management partnerships, empowers operators to effectively identify and report issues.

Key strategies include developing FM expertise in house, establishing a national account team for critical services such as fire safety and waste management, and creating a dedicated capital team to oversee major assets such as roofs and parking lots. This centralized approach allows for consistent maintenance, trusted vendor relationships, and strategic capital planning, ultimately leading to more efficient resource use and cost-effective FM.

AI is revolutionizing facilities management operations, particularly in the areas of predictive maintenance and work-order scheduling. AI-powered predictive maintenance systems can anticipate equipment failures before they occur, reducing downtime and preventing unnecessary maintenance costs. For example, a global elevator company currently using AI-driven predictive maintenance has reduced elevator downtime by up to 50% and extended component lifespan. Similarly, AI scheduling systems can intelligently assign work orders based on urgency, technician skills, geography, and availability, leading to improved response times and maintenance efficiency.

AI is also transforming asset management and tagging processes. Emerging AI vision systems can analyze images and video feeds to identify and categorize equipment quickly, eliminating the need for manual data entry. This technology enables virtual tagging of equipment via smartphones and provides technicians with augmented reality tools to locate and access equipment information efficiently. Additionally, AI can quickly help make sense of manuals and invoices, making it easier for facility managers to understand equipment costs and maintenance requirements.