AI readiness in facilities management: Are you prepared?

From predictive maintenance schedules that prevent costly downtime to intelligent chatbots that support on-the-ground engineers, AI is already reshaping how FM teams operate.

MRI Software’s 2025 Voice of the Facility Manager (VOFM) report highlights this shift: over two thirds of facilities management professionals rated AI’s importance within their organisation at a 7 out of 10 or higher. The message is clear – AI is rapidly becoming an operational necessity.

But adopting AI isn’t as simple as plugging in a new system. Preparation is key to ensure that AI has the data it needs to function at its best, and that the right processes and governance procedures are implemented to ensure AI is seamlessly integrated within your organisation.

What Does AI Readiness Mean for FM?

AI readiness in facilities management is about ensuring your organisation has the right foundations in place to leverage AI effectively. This includes four key pillars:

Reliable, High-Quality Data

At the heart of every successful AI deployment is trustworthy data. AI tools depend on clean, consistent, and up-to-date information to generate accurate predictions and insights. If your asset records are incomplete, your maintenance logs are inconsistent, or your occupancy data is outdated, the value of AI diminishes rapidly. That’s why establishing strong data governance, validation processes, and ongoing data maintenance is a critical first step. Without good data, AI simply won’t work.

2. Integrated Systems

AI needs a complete view of your facilities to deliver real impact. That means breaking down data silos and ensuring your core platforms, like CAFM systems, IoT sensors, energy management software, and finance tools, can speak to one another. When systems are integrated, AI can pull insights from multiple sources, such as linking occupancy trends with HVAC performance or forecasting maintenance needs based on real-time asset usage. Without this connectivity, insights are partial at best, and could be misleading at worst.

3. An Educated, Empowered Workforce

AI works best when it’s used to support FM professionals rather than replace them outright. For AI to be embraced, your team needs to understand how it works, what it can do, and where it fits into their daily routines. That means investing in training and change management to build confidence and familiarity. When staff are empowered with user-friendly tools and understand how AI enhances their decision-making, they’re far more likely to trust and use it effectively.

4. A Culture Open to Change

No technology initiative will succeed without the right mindset. AI readiness also involves fostering a culture that embraces innovation, embraces experimentation, and recognises the strategic value of data and digital tools. This cultural shift may be challenging, but it’s essential for long-term success. Leaders should communicate a clear vision, highlight early wins, and involve teams in shaping the future, building buy-in and momentum for ongoing transformation.

By investing in these four pillars, facilities management teams can lay the groundwork for sustainable, impactful AI adoption.

Are You Ready? Key Indicators to Look For

To assess whether your organisation is ready for AI, consider these indicators:

You’re ready for AI if:

• Your data is clean, reliable, and actively maintained.
• Your systems are integrated, providing a single source of truth.
• Leadership supports innovation and is willing to invest in digital transformation.
• Your teams are open to learning and adopting new tools that improve their workflows.

You’re not ready if:

• Critical data sits in disconnected spreadsheets or outdated legacy systems.
• Maintenance processes are still largely manual and reactive.
• Staff lack training on how AI can support their roles.
• There’s organisational scepticism about the value of AI and automation.

Practical Steps to Build AI Readiness

If you’ve identified gaps in your AI readiness, don’t worry – few FM organisations are fully prepared from day one. Becoming AI-ready is an incremental process. Here’s how to begin:

Start with Business Goals

Rather than deploying AI tools for the sake of innovation, link your AI strategy directly to business outcomes. Ask yourself: what operational challenges could AI help solve? Whether your priority is reducing equipment downtime, optimising how your space is used, cutting energy costs, or hitting ESG targets, anchor your approach in clear, measurable objectives. This ensures your AI investments stay focused, relevant, and results-driven.

Clean Up Your Data

AI is only as good as the data it’s built on. If your asset registers are incomplete or your maintenance history is inconsistent, now is the time to act. Start with a data audit to identify gaps, inaccuracies, and outdated information. Then, implement governance processes – like assigning data owners and establishing validation protocols – to maintain quality over time.

Upskill Your Teams
People are your most important asset, especially when adopting new technology. For AI to succeed in FM, your teams need to understand what it is, what it isn’t, and how it supports their day-to-day work. That means investing in training to boost data literacy and demystify AI terminology. Focus on practical applications over technical deep-dives. When engineers, technicians, and managers understand how AI helps them make better decisions or reduce admin, they’re far more likely to embrace it.

Choose Scalable, User-Friendly Solutions
The best AI tools are the ones your team actually uses. Avoid systems that are overly complex or require extensive IT support just to get started. Instead, look for platforms that embed AI into familiar workflows – like predictive maintenance triggers, automated triage, or intuitive dashboards. Choose modular, cloud-based solutions that allow you to start small and expand over time. That way, you can build momentum gradually, adding functionality as you grow.

How MRI Supports AI Readiness

At MRI, we understand that successful AI adoption requires people, processes, and data working in harmony. Our AI-powered FM solutions are designed to be practical, intuitive, and aligned with real-world FM challenges.

Whether it’s:

• Predictive maintenance that reduces unplanned downtime,
• AI-driven asset management for lifecycle optimisation,
• Or conversational support tools that enhance on-the-ground productivity,

MRI’s platform helps FM teams automate repetitive tasks, unlock deep data trends, and free up resource to focus on strategic objectives.

Conclusion: AI Readiness is a Journey

Becoming AI-ready requires organisations to build robust data foundations, integrating systems, educating teams, and fostering a culture of innovation. By taking these steps now, FM teams can unlock AI’s potential to improve efficiency, enhance decision-making, and future-proof their operations.

Download the Smarter Facilities Management in the Age of AI ebook for practical insights on digital transformation and AI readiness in FM.