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. 

As I shared in our AI Week session, “Proactive Payoffs: How AI Delivers Savings in Facility Operations,” the reality is simple: “Most facility teams have traditionally operated reactively. AI changes that game by enabling teams to move from fixing breakdowns to preventing them altogether.” 

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 organization at a 7 out of 10 or higher. The message is clear – AI is rapidly becoming an operational necessity. 

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VOFM Report 2025

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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 organization. 

As I mentioned during the session, “The real savings come not just from the technology itself, but from how ready your organization is to let AI work across systems, data, and people.” 

What Does AI Readiness Mean for FM? 

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

1. 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 If your asset records are incomplete, your maintenance logs are inconsistent, or your occupancy data is outdated, the value of AI diminishes rapidly. 

In my session, I stressed: “AI is only as good as the data you feed it. If you don’t trust your data today, you won’t trust AI’s decisions tomorrow.” 

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. 

With integration, AI can link occupancy trends with HVAC performance, forecast maintenance needs based on real-time usage, or identify cost-saving opportunities across energy and labor. Without it, insights risk being partial or misleading. 

3. An Educated, Empowered Workforce

AI works best when it’s used to support FM professionals rather than replace them. For AI to be embraced, your team needs to understand how it works and where it fits into their routines. 

In fact, one of my favorite takeaways from the AI Week discussion was: “AI doesn’t replace engineers – it makes them more valuable. It removes repetitive guesswork so they can focus on what matters most.” 

4. A Culture Open to Change

No technology initiative succeeds without the right mindset. AI readiness requires fostering a culture that embraces innovation, experimentation, and the strategic value of digital tools. Leaders must set the vision, highlight early wins, and bring teams along for the journey. 

Are You Ready? Key Indicators to Look For 

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. 

You’re not ready if: 

• Critical data sits in disconnected spreadsheets or legacy systems. 

• Maintenance processes are still largely manual and reactive. 

• Staff lack training on how AI can support their roles. 

• There’s organizational skepticism about AI’s value. 

Practical Steps to Build AI Readiness 

Becoming AI-ready is an incremental process. Here’s how to begin: 

Start with Business Goals 

Rather than adopting AI for its own sake, connect it to outcomes. Ask: where could AI reduce downtime, improve space usage, cut energy costs, or help you meet ESG targets? 

Clean Up Your Data 

Conduct a data audit, identify gaps, and create governance processes that keep asset registers, maintenance logs, and energy data accurate. 

Upskill Your Teams 

Invest in training that builds AI literacy and confidence. Focus on how AI helps daily workflows rather than technical complexity. 

Choose Scalable, User-Friendly Solutions 

Select platforms that embed AI into familiar processes – like predictive maintenance triggers or automated work order triage – and that grow with your needs. 

How MRI Supports AI Readiness 

At MRI, we design AI-powered FM solutions to be practical, intuitive, and grounded in the real challenges facilities teams face. 

Whether it’s: 

• Predictive maintenance to reduce downtime, 

• AI-driven asset management to optimize lifecycle costs, or 

• Conversational tools that give engineers answers in the field, 

MRI helps FM teams move beyond reactive firefighting and toward proactive, cost-saving strategies. 

As I concluded in our AI Week session: “AI is not just about cutting costs – it’s about freeing your teams to focus on the strategic projects that will future-proof your facilities.” 

Conclusion: AI Readiness is a Journey 

Becoming AI-ready means building strong data foundations, integrating systems, educating teams, and nurturing a culture of innovation. By taking these steps now, FM leaders can unlock AI’s potential to improve efficiency, enhance decision-making, and deliver measurable savings.