AI in facilities management

With the advent of technologies such as the Internet of Things (IoT) sensors and the increasing availability of real-time data, artificial intelligence (AI) is playing an increasingly important role in FM.

IoT sensors allow facilities teams to maintain a comprehensive view of their assets, occupancy and usage levels. Deployed at scale, however, IoT sensors can generate millions of data points and collating and making sense of this level of information can be extremely challenging.

AI can analyse huge data sets much faster than any human and spot trends which might not be obvious to derive powerful insights. By cross-referencing sensor data with business insights or even environmental data such as weather patterns, it can help to predict usage and cost levels, spot inefficiencies and identify new ways to enhance user experiences or reduce expenses.

In this post, we explore some of the key benefits that AI offers to facilities management and how it can impact decision making and operational processes.

Benefits of AI in facilities management

As technologies continue to evolve, facilities managers are becoming more empowered and recognising the advantages of utilising AI within their FM processes. Some of the more notable benefits include:

Predict faults and schedule preventative maintenance

AI is also helping facilities managers move from reactive to proactive maintenance by providing insights into when maintenance is needed and what needs to be done. By analysing data from IoT sensors, AI algorithms can identify when maintenance is required, minimising downtime and reducing costs.

For example, bathroom facilities might use footfall tracking to schedule maintenance visits after a certain number of uses, or sensors on soap or paper dispensers might trigger an alert when their capacity reaches a specific level, prompting teams to refill them. This information can be used to schedule maintenance at the right time, avoiding unnecessary visits and reducing costs whilst ensuring that a high standard of cleanliness is always maintained.

Data driven insights

By analysing historical data from IoT sensors, AI algorithms can identify patterns and trends that indicate potential issues. For example, if an HVAC system consistently reports a higher than average internal temperature, it may be a sign that maintenance is needed. Using this information, facilities managers can schedule maintenance before the system fails, preventing downtime and minimising disruptions to business operations.

AI-powered predictive analytics tools can not only identify potential problems in real time, but they can trigger alerts and tasks in CAFM systems, flagging issues with the right team members and allowing facilities managers to take action quickly.

Reduce energy expenditure and meet ESG targets

AI is playing an important role in reducing energy usage and meeting environmental, social and governance (ESG) targets by providing insights into building performance and identifying opportunities for improvement. By analysing data from IoT sensors, AI algorithms can identify areas where energy consumption is high and recommend ways to reduce it.

For example, if an HVAC system is running when the building is unoccupied, AI algorithms can automatically turn this off to reduce energy usage when no one is in the building. This information can be used to reduce energy costs and improve overall sustainability performance.

AI-powered predictive analytics tools can also optimise wider building performance. For example, flexible working patterns could be analysed to understand whether it’s necessary to always keep all parts of a building open, or whether it could be more efficient to close down floors when occupancy is low, reducing the need for heating and lighting across the entirety of the building.  This information can be used to develop and implement strategies to reduce energy usage and achieve ESG goals.

Space planning and delivering better occupier experiences

AI-powered space management systems can help to provide enhanced experiences to occupiers, improving satisfaction. For example, AI-powered planning and scheduling could automatically assign the most appropriate spaces to users booking facilities, as well as offering relevant additional services where appropriate. AI chatbots could support with customer service, smoothing the process of reporting maintenance issues by ensuring the right information is collected first time.

AI can also analyse space usage data to identify underutilised spaces and to ensure that buildings adapt to their occupiers’ usage patterns. For example, if a site is regularly used outside of normal office hours, AI could detect this trend and automatically schedule HVAC and lighting to activate at the right time, providing a more welcoming environment for occupiers when they arrive.

Drive efficiencies and lower operational costs

AI is also helping facilities managers drive efficiencies and lower operational costs by providing insights into how buildings are being used and identifying areas for improvement. By analysing data from IoT sensors, AI algorithms can identify patterns in building usage, such as which areas are most popular or where occupants tend to spend more time. This information can be used to optimise building layouts and design as well as to allocate resources more effectively.

AI can also be used to maximise the efficiency and effectiveness of maintenance teams. By accurately triaging maintenance requests, AI-driven automations can ensure that the right teams are dispatched with the correct parts and equipment to maximise the likelihood of issues being fixed first time. For maintenance teams working across multiple sites, AI can boost efficiency by effectively scheduling tasks to minimise travel time, maximising productivity and reducing mileage and travel costs.

Identify security risks

AI-powered video surveillance and access control systems can identify security threats in real-time and automate alerts to ensure faster responses. This not only reduces the burden on human security teams but more importantly enables facilities managers to improve the safety of the building and all visitors and employees within it by enhancing the accuracy, speed and efficiency of their security operations.

The use of advanced technologies such as facial recognition, motion detection and anomaly detection are becoming more widely used by FM teams to identify such risks as unauthorised entry or personnel, unusual movement or suspicious packages thus improving its overall security management.

Smarter reporting

AI significantly enhances reporting capabilities and delivers smarter reporting in facilities management through the automation of data collection and its ability to analyse large volumes of data from various sources (ie: energy use, occupancy) which provides FM teams with the data driven insights and KPIs required for long term planning. For example, by continuously monitoring energy consumption and identifying inefficiencies, detailed and accurate energy management reports can be created enabling facilities managers to reduce utility costs and improve sustainability efforts. From a space management point of view, AI powered space utilisation reports can highlight aspects such as underutilised areas and peak usage times allowing for more informed decision making around space usage, measurement and optimisation.

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AI is playing an increasingly important role in facilities management by providing insights into building performance, identifying potential issues before they occur, optimising resource allocation and reducing operational costs.

To find out more, download our [ebook], Digitalisation in facilities management with AI and IoT technologies or contact us today on +44 (0)20 3861 7100.