The smart revolution: could AI manage your facility?

AI this, ChatGPT that… you’d have to be living in a cave not to have seen how, in the last 18 months, Artificial Intelligence has seemingly taken over the world!

Whilst some might view it with distrust, it’s undeniable that AI can make your life easier, as long as you’re using it properly. By leveraging AI, facility managers can optimise operations, cut costs, and enhance the overall building experience.

If you’re considering making more use of AI in your facility, it’s important to know the pros and cons, so let’s take a look at how AI is transforming FM, how it could make your life easier, and what you need to be aware of before replacing all your staff!

Taking out the guesswork

Predictive maintenance is key when it comes to the smooth-running of your facility, but wouldn’t it be great if you could get someone (or something) to analyse the data from sensors and equipment to predict when maintenance is needed? Using AI can appraise such data in seconds, and allows for proactive repairs, reducing downtime and extending the lifespan of building systems. For example, an automated system can detect subtle changes in HVAC performance that might indicate an impending failure, allowing managers to schedule maintenance before a breakdown occurs.

“Alexa, turn the lights off”

Whereas timers have done a great job up till now in controlling the lights and heating in your facility, AI-powered systems can continuously monitor and adjust energy usage based on occupancy patterns, weather conditions, and other factors. These systems learn over time, becoming increasingly efficient at reducing energy consumption without sacrificing comfort, for instance, automatically adjusting lighting and temperature in different zones of a building based on real-time occupancy data.

Making everything fit

Trying to make the most of available space is a constant battle in a busy workplace. AI can analyse occupancy data to provide insights into how space is being used and help facility managers make data-driven decisions about space allocation, identify underutilised areas, and optimise layout designs.

Better user experience

AI can provide 24/7 support for building occupants, handling everything from maintenance requests to room bookings. These systems can learn with each interaction and continually improve their ability to assist building occupants quickly and effectively.

Automated reporting and analytics

Reporting is where AI really comes into its own. In seconds, it can generate comprehensive reports on various aspects of building performance, saving time and providing deep insights. These reports can include everything from energy consumption trends to maintenance cost analysis, helping facility managers make informed decisions in a fraction of the time it would take to do everything manually.

Everything, everywhere, all at once

In a large facility, AI could be seen as the central hub, connecting all the different parts to make sure everything runs smoothly. Building System Integration (BSI) is changing the game in how we manage buildings: AI doesn't just control one thing at a time; it brings together all the building's systems - think heating, lighting, security, elevators - and gets them working together like a well-oiled machine.

The human factor

Of course, it’s also important to understand what AI can’t do. A mistake some companies have made, certainly with AI in its relative infancy, is not properly understanding its limitations. If you’re using AI within your business, it’s vital to have realistic expectations and understand where you still need the human touch, such as:

-??????? Complex decision making:

AI excels at data analysis and pattern recognition, but will struggle with nuanced, context-dependent decisions that needs human judgment. For instance, AI can't independently decide whether to prioritise a minor repair over a major renovation based on budget constraints, company culture, or long-term strategic goals.

-??????? Emotional intelligence:

AI lacks the ability to understand and respond to human emotions effectively. In situations requiring empathy, such as handling sensitive employee concerns or negotiating with difficult stakeholders, human facility managers remain irreplaceable.

-??????? Creative problem-solving:

While AI can optimise existing processes, it's limited in coming up with truly innovative solutions to unique challenges. Human creativity is still essential for developing novel approaches to facility management issues.

-??????? Ethical considerations:

As good as it may be, AI just can’t make ethical judgments or navigate complex moral dilemmas. Decisions involving environmental impact, employee well-being, or community relations often require human values and ethical reasoning that AI can’t deliver.

-??????? Adapting to sudden changes:

AI systems are trained on historical data and struggle to adapt quickly to sudden, unforeseen changes. For example, during the COVID-19 pandemic, human facility managers had to implement new safety protocols quickly, in a way that AI systems weren't prepared to handle.

-??????? Getting physical:

While robots are advancing, most AI in Facilities Management is software-based. Tasks requiring - physical dexterity, such as certain types of maintenance or repairs, still need human hands.

-??????? Explaining complex reasoning:

Accountability is important in any workplace. Many AI systems operate as "black boxes", meaning they make decisions without being able to explain their reasoning clearly, which can be problematic when reasons need to be given for whatever has been decided.

-??????? Legal and compliance responsibility:

While AI can assist with compliance monitoring, it can’t take legal responsibility for decisions or actions; human oversight is essential to ensure all operations comply with relevant laws and regulations.

Is AI right for you?

Understanding these limitations is key to effectively integrating AI into Facilities Management. The goal should be to use AI as a powerful tool that assists people, rather than replacing them! You still need human expertise and judgment to run the show.

With that in mind, it's important to approach implementation thoughtfully. Start by identifying specific areas where AI could provide the most value and consider pilot projects to test AI solutions before full-scale deployment. Make sure your team gets proper training to make the most of these new technologies and address any concerns they might have.

At Almeda, we like to stay ahead of the curve, but like the rest of the world, we’re still exploring how AI can be used in Facilities Management and how it all looks in the long-term. However, we’re still here for all your non-robotic FM needs! Get in touch today if you want to know how we can help you, using our traditional human touch!