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Artificial Intelligence (AI) has been a hot topic over the last 18 months thanks to the introduction of mainstream generative AI tools such as ChatGPT. In reality, AI has been around for a long time in varying forms and has the power to improve the efficiencies of the buildings we reside in. It’s only now that a wider audience is starting to appreciate the impact that AI can have.

Machine learning for PPM schedules

AI helps us to power different tools and software systems without the need for regular human intervention. Machine learning models allow AI to develop a routine and continually improve its scope. It is an effective tool for building maintenance and management for this reason alone. Planned predictive maintenance (PPM) schedules can be easily upheld using AI software to keep track of when an asset was last checked and when it should be serviced to avoid downtime.

By using AI systems to keep track of these dates, maintenance teams can invest more in the service quality of asset management and maintenance. The automation of these simple processes can also reduce the risk of errors, saving valuable time and money in the long term.

Better data

One of the key elements required for AI tools to manage buildings effectively is frequent, relevant data. Trying to leverage AI on top of poor or no data will not work. To use AI for building maintenance and management, you need to get the basics right first, such as an accurate BIM model with the building’s core information and assets uploaded. Then, AI software can be introduced.

By utilising AI-driven data analytics tools, facility managers can harness real-time information from various channels such as IoT sensors, maintenance logs, energy consumption records, and occupancy data. These data-derived insights enable FMs to make well-informed decisions regarding resource allocation, space utilisation, and strategies for preventive maintenance.

Streamlined resources

Effective distribution of resources is a vital element in facilities management, and AI enhances this procedure by employing data analysis and PPM schedules. Historical data is scrutinised to propose the most effective resource allocation strategies, with existing demand spanning across staffing levels to inventory management data taken into consideration.

As an example, AI can assess desk traffic data from sensors to identify peak hours of use, allowing FMs to schedule bigger and more disruptive maintenance activities during periods of low occupancy.

Additionally, AI can enhance inventory management by forecasting the consumption rates of supplies and automating the replenishment processes, again minimising downtime significantly, and improving the user experience.

Maintenance priorities

Systems driven by AI can automate the order in which work orders take place. The technology can assess and prioritise tasks according to their urgency and suggest optimal vendors who are tailored to specific maintenance needs.

AI aids seamless communication between FM teams and external vendors by simplifying the vendor selection process and recommending providers based on their proven track record and expertise. Workers can have their permit-to-work documents saved to the system, allowing the AI to ensure that maintenance assignments are assigned to dependable and approved service providers, ultimately enhancing the overall quality and efficiency of maintenance operations.

Ultimately, AI is an effective tool that helps to streamline building maintenance and management, saving time and cost for FMs and bettering the quality of the building user experience. This technology enables understanding of assets and their depreciation so issues are flagged sooner rather than later, resulting in less downtime for the business.


To find out more about AI software applications, get in touch with our teams.

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