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AI in Facility Management: Opportunity or Threat?
A report of the roundtable discussion among facility experts that took place during World Workplace Europe 2025.
AI in Practice: From Predictive Maintenance to Smart Reservations
The discussion began with concrete AI applications that are already being implemented in the sector. For example, smart sensors and algorithms are used for predictive maintenance, where buildings 'self-report' when maintenance is needed. A participant from the real estate sector shared insights about pilot projects in which AI detects whether machines are running smoothly through sound analysis, much like an experienced technician would. While promising, the technology is not yet fully scalable.
AI also offers new insights in the area of building usage. A researcher from a university shared a project in which machine learning predicts office visits, allowing facility teams to plan more efficiently. Jasper illustrated how AI can contribute to user convenience: "Instead of filling out long forms to report an issue, an employee simply takes a photo of a full trash bin. AI recognizes the problem and automatically sends a request to the cleaning service." Additionally, AI can optimize the availability of meeting rooms by analyzing schedules and suggesting the next available shared time slot.
Furthermore, AI in Facility Management was discussed as a tool for security and hospitality. In large shopping centers, AI assists in monitoring camera footage: unusual behavior, such as an unexpected truck at an unusual time, is immediately flagged. AI chatbots and voice assistants also support reception services and help desks.
The Future: AI in Facility Management as a Strategic Partner
The expectation among the participants was unanimous: AI will continue to improve in analyzing large amounts of data and making operational decisions in the coming years. But does this mean facility managers will become obsolete? According to the participants, no: “AI can perform analyses and optimizations, but humans are still needed for creativity, strategy, and personal interaction.”
A recurring theme was the search for the ultimate AI assistant capable of making routine decisions autonomously. Imagine a system that knows exactly when cleaning or maintenance is needed, without human intervention. At the same time, the evolution of AI in Facility Management was compared to that of the automobile: “The first car appeared in 1900, but we still drove horses for decades,” one participant noted. In short, AI will bring significant changes, but not overnight.
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Ethical dilemmas and challenges
A large part of the discussion focused on the risks of AI, such as privacy and data security. Companies are hesitant to upload sensitive information into AI systems. “I’m hesitant to have my internal presentations optimized by ChatGPT for fear that the data might leak,” one participant admitted. Additionally, many companies continue to rely on tightly controlled AI tools, while employees sometimes take the initiative to use alternative AI solutions, which means privacy and data security are still not guaranteed.
In addition, there are concerns about bias and errors in AI algorithms. Decisions based on incomplete or distorted data can have undesirable consequences. “It’s evolving so quickly that we need to ensure AI is being used correctly,” emphasized an expert. Transparency about how AI arrives at its conclusions is essential to maintaining trust.
Another sensitive issue was the human factor. What happens to our own skills as AI takes over more tasks? A facility manager said, “I think AI in Facility Management is great, but it also scares me. Soon, I won’t have to think about anything anymore.” At the same time, a colleague pointed out the staff shortages: “AI doesn’t take jobs away; it fills gaps where we already have no one to fill them.” The consensus was that AI in Facility Management initially primarily alleviates operational burdens, allowing facility managers to focus on strategy, innovation, and the human experience.
The new role of the Facility Manager
AI will transform the role of facility managers. Many routine tasks, such as reservations and reporting, will be automated. This creates space for more proactive activities, such as improving the employee experience and implementing sustainable innovations. Soft skills – such as empathy, communication, and problem-solving – will become more important than ever.
Additionally, facility managers are expected to make data-driven decisions. “We need to become experts in interpreting AI analyses,” said one participant. This requires new skills and a digital mindset. An interesting suggestion from the discussion was... reverse mentoring:young employees helping senior staff embrace AI, while experienced professionals pass on their strategic expertise. This mutual exchange fosters a collaborative learning environment, ensuring that both technological and strategic knowledge are shared and utilized effectively.
Conclusion: AI as a catalyst for Facility Management
The roundtable discussion made it clear that AI will have a lasting impact on facility management. The technology offers significant opportunities for efficiency and innovation but also raises ethical and practical questions. Facility managers would be wise to invest in AI knowledge now and experiment with new applications.
Strategic steps that emerged from the discussion:
- Learn and experiment.: Dive into AI tools and start small pilots to gain practical experience.
- Show the results.: Show the impact of AI pilots on efficiency and customer satisfaction to gain internal support.
- Establish guidelines.: Collaborate with IT and HR to formulate policies for responsible AI usage.
- Focus on people.: Continue investing in soft skills and ensure that AI enhances human interaction rather than replacing it.
The message was clear: AI is a tool, not a replacement for the facility manager. Those who take the step to embrace AI now can take a pioneering role in transforming the field. As Jasper aptly put it: “As a facility manager, get on board the AI train and set the course. This way, we make the future of facility management not only more efficient but also more human.”