Digital transformation in FM: moving beyond the buzzword

“Digital transformation” is a term that gets thrown around a lot. But for facilities managers, investing in the right technology is essential to juggle the challenges of ageing infrastructure, hybrid working demands, and the ever-growing pressure to hit sustainability targets.

The 2025 Voice of the Facility Manager (VOFM) report from MRI Software underscores this urgency. 68% of FM professionals plan to invest in new technology within the next 12-18 months. Yet, making those investments count requires more than purchasing new software. It demands a strategic approach focused on solving real-world challenges.

So, how can FM teams cut through the noise and ensure digital transformation delivers meaningful impact?

Why Digital Transformation Matters for FM

Facilities management has long been seen as a reactive, behind-the-scenes function. But with workplace experience, operational efficiency, and sustainability high on the corporate agenda, that perception is changing, and FM teams are increasingly seen as key enablers of business success. Digital transformation plays a central role in this shift, providing the tools and insights needed to move FM from reactive maintenance to strategic impact.

Automating Routine Tasks

One of the most immediate benefits of digital transformation is the automation of manual, time-consuming processes. Activities like work order logging, asset tracking, and compliance reporting traditionally take up a significant portion of FM teams’ time. By digitising these tasks through CAFM platforms and mobile workflows, teams can reduce paperwork, cut down on administrative overhead, and ensure greater accuracy. This frees up time and resources, allowing facilities professionals to focus on higher-value activities such as strategic planning, stakeholder engagement, and sustainability initiatives.

Providing Real-Time Asset Visibility

With the integration of IoT sensors and cloud-based CAFM systems, FM teams now have access to real-time data on everything from asset condition and energy use to occupancy rates and indoor air quality. This enhanced visibility transforms how decisions are made. Instead of reacting to equipment failures or space constraints, teams can proactively schedule maintenance, adjust space layouts, and fine-tune building systems. Real-time insights empower FMs to prevent problems before they occur, improving service delivery and extending the lifespan of critical assets.

Supporting ESG and Net Zero Goals

FM teams are under growing pressure to reduce energy consumption, improve resource efficiency, and demonstrate compliance with evolving ESG regulations. Digital platforms support these efforts by capturing detailed environmental performance data, automating energy reports, and tracking progress against net zero goals. By making sustainability measurable and manageable, technology enables FM professionals to play a key role in delivering on corporate ESG commitments.

Enhancing Workplace Experience and Resource Efficiency

The quality of the physical workplace plays a vital role in employee satisfaction, productivity, and retention. Digital tools help FM teams design and manage environments that are flexible, comfortable, and efficient, whether that’s through smart desk booking, optimised HVAC systems, or occupancy-based cleaning schedules. By aligning facility operations with employee needs, FMs can improve the overall workplace experience while ensuring optimal use of space and resources.

Common Barriers to FM Digital Transformation

Despite the growing awareness of its benefits, many FM teams face real-world challenges that can delay or derail innovation efforts. Understanding these barriers is the first step toward overcoming them.

Budget Constraints and ROI Scrutiny

Facilities teams often operate under tight financial constraints, with budgets focused on essential maintenance and operational needs. This makes it challenging to secure investment for new digital solutions, especially when stakeholders demand a clear and measurable return on investment – in the 2025 Voice of the Facilities Manager survey, 46% of FM professionals said that cost was the biggest challenge their organisation faced when adopting new technology. FM leaders must build robust business cases that show how technology can reduce costs, improve efficiency, and support wider organisational goals such as sustainability and compliance.

Legacy Systems and Fragmented Data

Many FM teams still rely on outdated legacy platforms, spreadsheets, or standalone systems that were never designed to work together. These legacy tools create data silos and prevent the flow of information across the organisation. Without a unified, integrated view of assets, operations, and performance, teams struggle to generate meaningful insights or coordinate strategic actions. Tackling this issue often requires a phased approach, gradually replacing legacy systems with scalable platforms that centralise data and streamline workflows.

Resistance to Change Among Staff and Stakeholders

Digital transformation is as much about people as it is about technology. Front-line staff may resist new systems that disrupt familiar workflows, especially if they aren’t involved in the decision-making process. Similarly, senior stakeholders may hesitate to support change if the long-term benefits are unclear. To succeed, transformation efforts need clear communication, inclusive planning, and training programs that show how new tools will make daily work easier, not harder.

Lack of Technical Knowledge or Capacity

Facilities teams are skilled at managing buildings, assets, and compliance, but they’re not always equipped to lead complex digital projects. Without adequate internal expertise, selecting the right technology, integrating it effectively, and maintaining it over time can feel overwhelming. Partnering with experienced, consultative technology providers is key. The right support can bridge the skills gap, provide ongoing guidance, and ensure that digital tools are embedded into everyday operations in a practical, manageable way.

Building Blocks of a Successful FM Digital Strategy

To ensure digital transformation efforts are successful, FM leaders should focus on these key building blocks:

1. Align with Business Objectives

Digital transformation should be driven by clear business goals. Whether it’s improving operational efficiency, ensuring regulatory compliance, or supporting net zero targets, start by defining the outcomes you want to achieve.

2. Prioritise Data Integration

Disconnected systems are a common pain point in FM. Breaking down data silos and integrating systems is essential for gaining holistic visibility and streamlining processes. Invest in platforms that offer open integrations and centralised data management.

3. Start Small, Scale Smart

Rather than attempting a wholesale transformation, focus on high-impact use cases first. For example, digitising maintenance management or implementing space utilisation analytics can deliver quick wins and build momentum for larger initiatives.

4. Choose Strategic Partners

Select technology providers who understand the unique challenges of FM and can offer consultative support and guidance at every stage of the project. Look for partners with a proven track record in your sector and a flexible, scalable approach.

MRI’s Approach to Digital Transformation

At MRI, we recognise that digital transformation isn’t a one-size-fits-all journey. FM teams are at different stages of digital maturity, with varying needs and resources. That’s why our solutions are designed to meet you where you are, and scale with your needs.

Our modular, scalable FM solutions empower FM teams to:

• Start with essential functionality and expand over time.
• Seamlessly integrate with existing systems and workflows.
• Leverage AI-driven insights for predictive maintenance and asset management.
• Simplify data analytics with intuitive dashboards and reports.

Whether you’re looking to digitise basic maintenance processes or implement advanced IoT and AI solutions, MRI provides the tools and support to ensure your digital transformation delivers real, measurable value.

Focus on Outcomes, Not Buzzwords

Digital transformation is a key driver of performance for FM teams facing a range of challenges – streamlining operations, improving visibility, enhancing occupant experience, and supporting strategic business goals.

By focusing on outcomes and building a solid foundation of integrated systems, clean data, and empowered teams, FM leaders can ensure their digital investments drive lasting, impactful change.

Explore more in the Smarter Facilities Management in the Age of AI ebook.