How AI Is Transforming the Workplace Experience and Facility Management
From our Thought Leader Contributor, EY.
In today’s fast-paced business environment, the integration of artificial intelligence (AI) into workplace operations is no longer a futuristic concept — it is a present-day reality.
A recent roundtable among corporate real estate leaders showed varying AI adoption stages. Some companies are just starting AI pilots, others use AI for lease management and building maintenance, while others are redesigning their teams’ operations with AI or letting AI review their portfolio data to identify improvement opportunities.
Enhancing the workplace experience
AI technologies are reshaping the workplace experience by creating more personalized and efficient environments. Here are some use cases where AI is already making an impact.
1. Smart workspaces
AI-driven systems can analyze employee space usage behaviors and preferences to improve workspace layouts. While utilizing data from sensors and Internet of Things devices can help create flexible workspaces, there still seems to be a barrier to implementation given the cost of these devices in a one-to-one sensor use case. We believe that will change soon with sensor cost reductions and the adoption of multiuse sensors thus supporting additional use cases and further adoption.
2. Predictive analytics
AI’s predictive analytics capabilities allow organizations to anticipate employee needs and trends, such as data on employee engagement, performance and feedback. The adoption of these tools and capabilities, however, seems to be lagging.
Transforming facility management
Facility management is another area where AI is making significant strides. The integration of AI technologies is leading to smarter, more efficient management of facilities.
1. Predictive maintenance
AI can analyze data from building systems to predict when maintenance is needed, reducing downtime and extending the life-span of equipment. This proactive approach minimizes disruptions so that facilities operate smoothly and is one of the use cases that seems to have been implemented most widely.
2. Space utilization
AI can help organizations understand how their spaces are being used, identifying underutilized areas and enhancing layouts for better efficiency. This data-driven approach allows for more informed decision-making regarding space allocation and future investments. In fact, AI models are now able to take real estate portfolio data and translate that into improvement opportunities and associated execution plans.
The role of data in AI adoption
Data serves as the foundation for successful AI implementation. To enable the use of data, organizations have gone through significant effort to collect, organize, structure and normalize their data to better enhance their use of AI. Many organizations have found that they were previously limited by the data and reports provided by their real estate service providers. For instance, some companies have started using AI to analyze their data, improving results by refining the descriptiveness of their data headers. This shift toward data-driven, independent decision-making is crucial to reduce reliance on predetermined reporting and insight.
Talent and training challenges
As organizations adopt AI, many of them face challenges related to talent and training. With attrition, companies must consider whether roles can be automated. The challenge lies not only in securing funding for AI tools but in creating awareness and understanding of how to use them effectively. Some organizations have initiated open sessions to demonstrate AI capabilities, yet hiring individuals with expertise in using AI tools is becoming essential. While operational roles may evolve with AI support, reducing back-office positions in corporate real estate (CRE) may become one of the first waves of adoption.
In summary
The transformation brought about by AI in workplace experience and facility management is profound. As organizations continue to embrace these technologies, they not only will enhance operational efficiency but also create a more engaging and satisfying work environment for employees.
As we look to the future, it is clear that AI will play a pivotal role in shaping the workplaces of tomorrow, making them smarter, safer and more responsive to the needs of their occupants. Embracing this change is not just an option; it is a necessity for organizations aiming to thrive in the digital age.
The views reflected in this article are the views of the author and do not necessarily reflect the views of Ernst & Young LLP or other members of the global EY organization.
