The facility management field faces a range of challenges and opportunities in 2026 as technology drives change across the industry. Artificial intelligence (AI), in particular, is emerging as one of the most influential developments in decades. Sector leaders expect it will ignite further debate this year as it continues to inform operational strategies.
Leading voices from the International Facility Management Association (IFMA) recently shared their views on the potential and limitations of AI during two IFMA podcasts in December 2025. Drawing on insights from IFMA research and IFMA Global Influencers Peter Ankerstjerne, CEO of Planon group, and Brian Haines, chief strategy officer at FM: Systems, here are five key takeaways as the sector enters the new year.
1. Data quality determines AI effectiveness
AI systems depend on the quality of the information they receive. “AI in the absence of good data is pretty much useless,” said Haines who also serves on the IFMA technology council board. ” If you give it small data sets, it’s going to give you small answers. If you give it inaccurate data sets, it’s going to give you inaccurate answers.” Facility managers who neglect data governance limit the effectiveness of AI tools, regardless of how advanced the technology becomes. Poor and inaccurate inputs limit insight, distort outcomes, and reduce confidence in automated recommendations. Facility managers should ensure accurate and consistent recording of maintenance logs, occupancy data, energy usage, and service requests.
2. Making sense of abundant and unused data
Facility teams collect large volumes of data across software like IWMS and CAFM, building systems, sensors, maintenance records, and space planning tools. “There’s probably an abundance of data that we are not using,” said Ankerstjerne. Much of this information remains fragmented by departments, however, AI helps professionals to connect these sources, quickly analyze large datasets, and identify patterns and insights that were previously inaccessible or too time consuming to extract manually. It can reveal insights such as peak space usage patterns and predictive maintenance needs. “AI is sort of the great equalizer because you can simply ask it to explain what you’re seeing and it’s going to do it as long as it’s been given good inputs,” said Haines.
3. AI raises competitiveness in FM
AI already influences workplace operations, even though it is still an emerging technology. Such systems reduce manual effort, accelerate decision-making, and improve consistency across portfolios. Organizations that fail to adopt these tools may risk falling behind competitors who use data-driven approaches to optimize performance. AI may also reshape career dynamics within facility management. Leaders argue that AI will not replace facility managers, but will change the skills that organizations prioritize. Professionals who understand how to use AI tools gain an advantage over peers who fail to adopt the technology.
IFMA’s latest research report, The Rise of the FM Analyst, by Dr. Matt Tucker, explores how digital transformation in the built environment is shaping a new breed of professional. The report presents the FM Analyst as a vision for the modern facility manager rather than a specialist role. This professional combines data analytics with hands-on FM expertise. “Growing reliance on AI and data-driven strategies in FM creates a demand for professionals who possess both advanced data analytical skills and deep technical FM knowledge,” Tucker explained in the report. “Currently, FM teams may employ data analysts but finding individuals who can bridge this gap remains a significant challenge.”
4. Human judgement remains critical
AI accelerates analysis but it does not replace professional accountability. Facility managers must still interpret outputs, challenge inconsistencies, and apply their real-world expertise to validate results. Relying on automation without human oversight increases operational risk and can damage one’s reputation. “The dangerous part is that we use AI as a crutch and assume that everything we’re getting is exactly right,” said Haines. “I use it every single day. On the flip side, I need to make sure that when I look at the results I’m getting an answer that makes sense.”
5. AI elevates FM from cost control to strategy
Facility management has traditionally focused on reducing costs and improving efficiency, but AI is allowing professionals to expand beyond those limits with predictive maintenance, smarter space management, and real-time decision-making. Facility managers can focus on more rewarding aspects of their role. For instance, the workplace is no longer just a place for completing tasks. Facility managers must now focus on employee engagement, enhancing workplace appeal, retaining key talent, supporting strategy implementation, and strengthening organizational culture. AI can support these goals. “It also elevates the profession into becoming more of a strategic focus area for the organization,” said Ankerstjerne.
