AI-driven innovations redefine facilities management at World Workplace 2025
At International Facility Management Association's (IFMA) is recent World Workplace 2025 event held in Minneapolis, thousands of facilities management (FM) professionals gathered to explore innovative trends and share insights crucial to advancing the industry. The conference spanned a broad spectrum of topics—from artificial intelligence (AI) integration and building resilience to soft skills development and strategies for engaging the C-suite—highlighting a pivotal evolution in how facilities management is perceived and executed across organisations.
One of the event’s most resonant themes was the growing role of AI in facilities management. Far from rendering human roles obsolete, AI is increasingly seen as a powerful tool to enhance operational efficiency by automating routine tasks and enabling more strategic focus. Vendors forecast that AI will transform facilities operations through improved capture of reports and work orders, while also playing a significant role in preventative maintenance regimes. This aligns with industry data showing that 65% of facilities management companies have already adopted AI-driven solutions, with the sector expected to grow at a compound annual growth rate of 26% through 2028. Predictive maintenance powered by AI algorithms reduces equipment downtime by an average of 30%, significantly extending asset lifespans and cutting maintenance costs.
AI’s impact stretches beyond maintenance. By analysing historical energy consumption alongside real-time occupancy and weather data, AI optimises building systems such as HVAC to reduce energy waste, supporting sustainability and cost-saving goals. Approximately 52% of facilities managers currently use AI tools for energy management, contributing to improved building performance and occupant comfort. AI-driven security systems have also decreased theft incidents by 40% in commercial facilities, while improved air quality monitoring via AI-enabled IoT sensors has increased accuracy by 45%. The technology’s ability to process vast data pools in real time enables proactive responses to potential issues, enhancing both operational resilience and occupant satisfaction.
Beyond efficiency gains, AI fosters smarter workflow management. Automated generation and prioritisation of work orders, intelligent routing of maintenance requests, and AI chatbots handling tenant inquiries streamline communication channels, reducing delays and operational overhead. Experts emphasise that AI’s role in facilities management is not just about technology but also about integrating systems that allow teams to work smarter and more strategically at scale.
While the technical advancements drew considerable attention, the conference also addressed human factors integral to facilities management. The profession remains somewhat under-recognised despite its critical corporate value, a point underscored by IFMA president Michael V. Geary. He advocates for a multifaceted approach to attract new talent, especially through outreach in schools and targeted social media campaigns. These efforts help demystify the role of facilities management by offering younger generations a clearer window into typical daily responsibilities and career pathways. Elevating the sector's profile promises not only to replenish the talent pipeline but also to enhance organisational outcomes by embedding a deeper understanding of FM’s strategic importance.
A third key takeaway focused on the importance of soft skills in facilities management. Successful FM is far from a solitary pursuit; rather, it depends heavily on curated communication and teamwork. According to FM leaders Lisa Vanderheyden and Gordon Rogers, effective, audience-tailored communication builds influence, fosters positive workplace culture, and preserves essential relationships even as technological tools and processes evolve.
Overall, World Workplace 2025 painted a picture of facilities management as a dynamic, indispensable profession, increasingly empowered by AI and technology yet grounded in human expertise and interpersonal skills. As AI continues to mature and become integral to everyday FM operations—from maintenance and energy management to security and space optimisation—the sector must also sharpen its focus on workforce development and cultural communication to maximise benefits for organisations and their people.