Faculties management is at a crossroads, harnessing AI, digital twins, and extended reality to revolutionise operations, boost efficiency, and prepare for a smarter, more proactive future.
Facilities management (FM) is at a pivotal moment as teams contend with escalating complexity, ageing workforces, and mounting pressure to do more with fewer resources. The current modus operandi—characterised by reactive firefighting, manual form-filling, and outdated spreadsheet-b...
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ased budgeting—no longer suffices for sustainable and scalable operations. Industry voices suggest that embracing artificial intelligence (AI) offers a transformative pathway out of this reactive loop, pivoting towards foresight-driven facility operations that integrate people, processes, and data into a cohesive, efficient system.
The immediate focus for FM teams should be the establishment of foundational capabilities. These include unified data and reporting systems that consolidate dispersed sources like maintenance logs, building controls, and energy meters into a singular source of truth. Effective workflow automation, such as intelligent routing of work orders based on skills and location, real-time schedule adjustments, and automatic task notifications, further streamlines operations. Providers like Infraspeak promote automation engines that allow bespoke rule creation, tailoring solutions to the unique operational needs of each facility.
Once this groundwork is established, the next tier involves tactical augmentation designed to enhance workforce efficiency and satisfaction. Tools such as voice-to-note interfaces and AI-guided checklists assist technicians, especially those less experienced, to maintain momentum and reduce cognitive load. Conversational AI interfaces facilitate quick access to critical updates and status information, reducing administrative overhead and enhancing consistency. Furthermore, space and service planning can be dynamically adjusted based on real-time usage data rather than assumptions, optimising tasks like cleaning, HVAC management, and security. Collaborative platforms that unify customers, contractors, and internal teams, complete with performance tracking, ensure alignment and transparency throughout the supply chain.
Looking further ahead, strategic innovation pilots are pushing the boundaries of FM technology. Digital twins—virtual replicas of physical buildings updated in real time—allow operators to simulate changes, predict outcomes, and trial interventions without risking actual infrastructure. This cutting-edge technology is rapidly evolving; for instance, a research study published in May 2025 introduced a synergistic framework combining Generative AI and Physical AI to automate digital twin creation and validation, particularly for AI-focused data centres. This approach enhances predictive analytics and optimises power usage, signaling the increasing sophistication and applicability of digital twins in facility management contexts.
Complementing digital twins, extended reality (XR) technologies like head-mounted displays are being harnessed for training and remote assistance, offering step-by-step guidance and live data overlays to improve onboarding and reduce errors. Autonomous systems, including drones and mobile robots, are taking on high-risk or repetitive tasks such as inspections and precision cleaning, boosting safety while expanding operational coverage and data quality.
Recent advances in the broader technology ecosystem reinforce these trends. Notably, the Object Management Group announced a collaborative AI Joint Working Group in late 2024, focusing on harmonising AI with digital twins, XR, and intelligent automation to foster interoperability and responsible AI deployment across industries. Other research highlights encompass frameworks converting static Building Information Models (BIM) into dynamic digital twins that accommodate robotic execution while prioritising safety, as well as metaverse-based systems integrating AI, IoT, blockchain, and 6G networks for immersive wireless system management. These innovations, though diverse, collectively point toward a future where FM integrates autonomous, self-managing digital environments that harmonise operational and financial governance.
Implementing these advanced technologies demands a strategic, measured approach. Facilities teams are advised to start by mapping existing systems and identifying data bottlenecks and process hand-offs that impede efficiency. Prioritising key performance metrics—such as uptime, cost avoidance, energy efficiency, or compliance—helps set a clear business focus. Initial pilots should target manageable scopes like a single site or asset class to establish reliable detection, decision-making, and action loops. Subsequently, automation of routine tasks can scale operational improvements confidently. Importantly, investing in people remains critical: training staff on new tools and workflows and celebrating proactive problem-solving is essential for sustainable digital transformation.
Together, these layered steps—from foundational data unification and automation to augmented workforce tools and advanced digital twins—present a comprehensive roadmap for modernising facilities management. While AI is not a panacea, it emerges as the vital engine powering a shift from reactive firefighting toward intelligent, anticipatory operations that better meet the demands of today’s complex built environments and attract the next generation of FM talent.
Source: Noah Wire Services
