AI is the megatrend of our time. Since the launch of ChatGPT in 2022, the technology has transformed from something we all vaguely understood to a part of our daily lexicon.
As with any megatrend, however, it can be difficult to distinguish between substance and spectacle. New AI applications are launching every day, promising to transform both our personal and work lives.
The Workplace Futures 2025 conference provided a fascinating insight into the evolving role of AI in facilities management (FM). From predictive maintenance to energy optimisation, AI’s potential to transform FM was a dominant theme throughout the event. However, while many speakers championed AI’s capabilities, there was a clear consensus that the industry must first address fundamental challenges such as data quality, legacy systems, and workforce readiness before it can fully reap AI’s benefits.
I was joined by my colleagues Jo Sutherland and Simon Iatrou for the conference that was expertly hosted by Simone Fenton-Jarvis and summarised by Lucy Jeynes. These are our key takeaways from the day.
AI as an optimiser, not a fix-all
One of the recurring themes was that AI is not a silver bullet for FM’s challenges but a tool that can enhance decision-making and operational efficiency when used correctly. As JLL Technology’s Andrew Targell highlighted, AI should follow business goals rather than dictate them. Organisations must first establish solid data foundations and clear objectives before diving into AI adoption.
Baachu’s Baskar Sundaram, FM market research specialist, took a critical stance, arguing that FM has a habit of jumping on new trends without delivering lasting impact. He pointed out that only 8% of the UK’s top 80 FM firms have structured, centralised data — a significant barrier to AI adoption. The message was clear: without quality data, AI will only amplify existing inefficiencies rather than solve them. Sundaram challenged the audience: “How can we talk about AI when most companies can’t even get a simple asset register right?”
Predictive maintenance and energy management
Many presentations demonstrated how AI is already making strides in predictive maintenance and energy management. Equans Digital showcased its SMARTR platform, which uses AI-driven analytics to monitor energy consumption, predict equipment failures, and optimise building operations. Mitie echoed this sentiment, detailing how AI enhances visibility of security risks and improves resilience across client portfolios.
CBRE’s Shweta Sharma reinforced the sustainability angle, emphasising how AI can drive energy efficiency and carbon reduction in commercial real estate. However, as Baskar pointed out earlier in the day, FM firms must be more transparent about AI’s carbon footprint, as data centres powering these technologies already emit more CO₂ than entire nations.
AI in workforce and workplace experience
A standout discussion focused on AI’s role in improving workplace experience and engagement. James Bradley, CEO of Churchill Group, underscored how AI can enhance internal communication, particularly for diverse workforces. The company’s AI-driven voice communication platform, developed in partnership with Symantiq AI, helps overcome language barriers, ensuring safety updates and operational instructions are accessible to all employees.
Sodexo took a broader perspective, discussing AI-driven workforce intelligence and how data analytics can personalise workplace services, optimise space usage, and enhance employee wellbeing. This aligns with ISS’s approach, which integrates AI to improve workplace design, talent attraction, and service efficiencies.
Overcoming AI’s barriers: data, legacy systems, and trust
Despite the enthusiasm for AI’s potential, significant barriers remain. Savills highlighted the challenge of legacy infrastructure, noting that both old and new buildings struggle with AI adoption due to fragmented data systems. DMA Group’s Steve McGregor also noted that FM’s AI adoption is fragmented, with many firms investing cautiously due to budget constraints and uncertainty around return on investment.
Bias in AI was another pressing issue, with Yvonne Luu of Purpose Union warning that without proper safeguards, AI systems can reinforce existing inequalities. This is especially crucial in workforce-related applications such as hiring, security, and productivity tracking.
The path forward
The key takeaway from Workplace Futures 2025 was that while AI has the potential to revolutionise FM, it must be implemented strategically. Organisations should focus on:
- Getting the basics right: Structured, high-quality data is essential for AI to deliver meaningful results.
- Managing expectations: AI is a tool for optimisation, not an instant fix for FM’s systemic issues.
- Supporting human-AI collaboration: AI should augment, not replace, human expertise.
- Ensuring ethical implementation: AI must be deployed transparently and responsibly to avoid bias and privacy risks.
Perhaps the overriding consensus is that AI is in its infancy, and the industry must work collectively to help shape the future. FM now has the opportunity to harness AI’s potential, but success will depend on a measured, data-driven, and ethical approach. This means learning to walk before it can run.
FM event regulars
Magenta is present at all the major FM and built environment events throughout the year. Check the sector news section of our blog for event recaps like this one, and let us know which you’ll be at this year so we can say hello!
