Voice of the Facility Manager
On behalf of MRI Software, I am delighted to introduce the 2025 Voice of the Facility Manager report for the EMEA region.
Facilities management (FM) is an ever-evolving profession, with increasing complexity in operationaldemands, technology adoption, and sustainability initiatives. FM professionals must navigate these evolving priorities while balancing budget constraints and workforce challenges.
This report sheds light on the key trends shaping the industry, from workload pressures and training gaps to the rapid advancement of AI-driven technologies. Based on insights from over 350 FM professionals across the EMEA region, the findings offer a comprehensive perspective on the sector’s current challenges and future opportunities.
The data highlights that while FM professionals are committed to their roles and recognise the importance of new technology, there are clear barriers to adoption, including budget constraints and skills shortages. With a growing emphasis on AI, automation, and sustainability, FM teams must adapt quickly to remain competitive and effective in an increasingly complex landscape.
We trust that this report will provide valuable insights into the state of the industry and help drive forward thinking strategies to enhance efficiency and innovation in facilities management.
Facilities management is evolving rapidly, and while AI and automation present incredible opportunities, the real challenge lies in implementing a data strategy to embrace these opportunities and drive meaningful progress.
The 2025 EMEA Voice of the Facility Manager survey aims to build a deeper understanding of the challenges and opportunities facing FM professionals. The survey asked 358 participants about their experience in the industry, covering a range of topics including:
- Workload and work-life balance pressures
- Training and skills gaps in the FM industry
- Satisfaction with employment factors, including salary, role flexibility, and technology
- FM teams’ approach to technology adoption and the barriers they face
- AI’s growing role in FM and its potential impact on efficiency and decision-making
- Key industry challenges, including sustainability, compliance, and ageing infrastructure
This year’s survey gathered insights from a broad range of FM professionals across various industries and organisational sizes, offering a well-rounded view of the sector
Understanding Workload Pressures
Facilities Management (FM) professionals report significant workload challenges, with 62% stating their workload is either “on the busy side” or “far too busy.” Only 16% describe their workload as “fairly quiet” or “just right,” highlighting that high-intensity work periods are the norm. A further 22% experience fluctuating workloads, suggesting that operational demands vary depending on project cycles, seasonal peaks, or resource availability. Respondents in South Africa were most likely to report being “far too busy”, while those working in Europe and the Middle East reported the most manageable workloads.
How would you describe your workload?
Workload pressures by region
Work-Life Balance Perceptions
Despite heavy workloads, 69% of FM professionals report having a good work-life balance, though 17% disagree, and 15% are unsure. Regional differences are notable – 90% of European respondents feel they have a good balance, whereas satisfaction is lower in the Middle East (58%) and other regions (56%). The UK (73%) and South Africa (72%) also report relatively strong work-life balance figures. These disparities may stem from cultural expectations, company policies, or differing levels of resource allocation.
I have a good work-life balance
Work-life balance by region
The Influence of Experience and Job Role
Work-life balance satisfaction appears to be linked to experience, with those in the industry for 10+ years reporting the highest satisfaction levels (74%). In contrast, professionals with 1–5 years of experience report significantly lower satisfaction (57% and 53%), suggesting that more seasoned FM professionals may have better workload management strategies or greater influence over operational decisions.
Job roles also play a role in perceptions of work-life balance. Facilities Admin professionals report the highest satisfaction (80%), while Property Administrators report the lowest (33%), with half uncertain. Similarly, Asset Managers (64%) and CAFM Specialists (65%) report moderate satisfaction, suggesting that daily responsibilities significantly impact work-life balance perceptions.
Work-life balance by role
Work-life balance by time spent in role
Health Impacts of FM Workloads
While 48% of respondents say their job does not negatively impact their mental health, 30% report mild effects, and 18% report moderate effects. A smaller group (4%) experienced significant mental health impacts. Physical health appears slightly less affected, with 55% reporting no negative effects, though 29% experience mild effects, and 13% report moderate physical health impacts.
The reduction in the proportion of FM professionals reporting major negative effects on their mental health (from 39% in 2023 to 18% in 2025) may well be an indicator of efforts to address workload pressures. However, the continued presence of mild to moderate impacts in 2025 highlights the need for additional support to address mental health challenges.
Do you feel that your job negatively impacts your health?
Mixed Levels of Satisfaction Across Key Areas
Facilities Management (FM) professionals report varied levels of satisfaction across salary, role flexibility, technology, and executive support. While flexibility scores highest (3.8/5), reflecting the appeal of adaptable work arrangements, salary (3.3/5) and technology (3.3/5) rank lower, indicating areas of dissatisfaction. Executive support sits at 3.5/5, suggesting that while leadership engagement is appreciated, there remains room for improvement.
Salary remains a contentious issue – only 16% of respondents are “extremely satisfied” with their pay, while 26% are dissatisfied. A similar pattern emerges for technology, where 25% of FM professionals express dissatisfaction, highlighting the need for better digital tools and systems that streamline operations.
In regard to your employment, how satisfied are you regarding:
Regional Differences in Technology Satisfaction
Satisfaction with FM technology varies by region. While 32% of respondents are “somewhat satisfied”, 26% remain neutral, and 25% are dissatisfied. The UK reports lower dissatisfaction levels (7% extremely dissatisfied), while South Africa (10% extremely dissatisfied) reveals greater dissatisfaction with available systems. These disparities suggest that local infrastructure, investment levels, and training play a role in shaping perceptions of technology’s effectiveness.
How satisfied are you regarding the technology your team uses?
Commitment to FM Careers Despite Challenges
Despite some areas of dissatisfaction, 73% of FM professionals expect to stay in the industry for the next five years, with 16% unsure and 10% planning to leave. This strong retention rate suggests that FM professionals see long-term value in the sector, particularly as new technologies and sustainability initiatives reshape the field. However, improving salary structures and technology access could further enhance career satisfaction and engagement.
Do you see yourself working in facilities management in five years?
Satisfaction with Training – A Mixed Picture
Training is crucial in facilities management (FM) to help teams adapt to evolving challenges and new technologies. The survey reveals a mixed experience among FM professionals regarding the adequacy of training. While 68% feel positively about the training they receive, one in five (21%) feel their training needs are not fully met. This highlights a gap that could impact efficiency and preparedness, particularly as FM professionals navigate growing regulatory, sustainability, and technology-driven challenges.
I have been given suitable training for my role
What type of training do you feel is desired/required over the next 12-18 months to ensure your organisation is setup for continued growth?
Keeping Up with Regulations
Legal and compliance training emerged as a top priority, with 49% of respondents stating that it is essential, while a further 34% view it as desirable. As regulations evolve and ESG (Environmental, Social, and Governance) initiatives become more prominent, FM teams need ongoing education to ensure compliance and minimise risk.
Mastering Internal Systems and Processes
Training in internal systems and processes is another critical area, with nearly half (49%) of respondents considering it essential and 30% expressing interest in further development. Effective use of operational tools and software is vital for streamlining workflow, improving efficiency, and ensuring seamless integration across facilities.
Preparing for the Future
Future trends and technology training is in high demand, with 47% stating that it is required and 45% listing it as desired. As digital transformation accelerates, FM professionals need the skills to leverage AI, automation, and smart building technology effectively. Similarly, leadership training was highlighted as a key area for development, with 44% considering it a necessity and 36% seeking additional support. Given the responsibility of FM leaders in driving innovation and managing teams, leadership skills are critical to long-term career growth and operational success.
Addressing Workplace Well-being
Beyond technical and managerial skills, mental health and wellness training is increasingly recognised as an area of need. While 34% see it as required, 43% believe it would be beneficial. Given the heavy workload and stress associated with FM roles, organisations should prioritise initiatives that help professionals manage workplace pressures and maintain well-being.
Strengthening Financial and Budgeting Skills
Financial and accounting training is considered essential by 42% of respondents, highlighting the need for FM professionals to justify budgets, track spending, and demonstrate the ROI of technology investments.
Budget Trends and Investment Perspectives
The survey results highlight a mixed picture regarding FM budgets. While 42% of respondents reported budget increases over the past three years, 34% saw no change, and 24% experienced budget cuts. These variations underscore the differing financial pressures faced across organisations, affecting the ability to invest in new technology.
For those organisations that have benefitted from increased budgets, there are clear opportunities to drive innovation and enhance the service they deliver. Additional funding can enable investment in smart building technologies, sustainability initiatives, and advanced data analytics; all of which can support more efficient
operations and improved occupant experiences.
Increased budgets also provide FM teams with the opportunity to upskill staff, explore strategic partnerships, and pilot new solutions that can future-proof their facilities. As the FM landscape evolves, these organisations are well-placed to take a proactive approach, using their financial flexibility to stay ahead of industry trends and deliver greater value.
Has your facility management budget increased, decreased or roughly stayed the same over the last three years?
Satisfaction with Current Technology
Technology satisfaction among FM teams is varied. Only 15% of respondents are extremely satisfied with their current systems, while 40% are somewhat satisfied. Meanwhile, 27% express dissatisfaction, particularly among mid-sized teams (10-50 members), who report the highest levels of frustration. UK-based respondents report the highest overall levels of satisfaction, while users in South Africa are most likely to report being extremely dissatisfied with their technology. European respondents were less extreme in their responses, but high levels of mild dissatisfaction left them with the lowest overall average score.
Smaller teams, with fewer operational complexities, tend to have a higher satisfaction rate (18%). These findings suggest that current solutions may not fully meet the needs of FM teams, particularly those managing larger, more complex portfolios.
Technology satisfaction levels by region
Technology satisfaction levels by team size
Future Technology Adoption Intentions
Looking ahead, 68% of FM professionals expect to invest in new technology within the next 12-18 months, with 25% certain they will do so. The primary driver for adoption is efficiency and productivity improvements, cited by 63% of respondents. AI capabilities (9%), mobile integration, and business growth are also factors influencing investment decisions.
These findings suggest that operational excellence remains the top priority for many FM teams, with technology seen as a key enabler to streamline processes, reduce manual workloads, and optimise resource allocation. While AI adoption is still emerging, its presence in investment plans highlights growing interest in areas such as predictive maintenance, intelligent energy management, and data-driven decision-making.
Will your organisation adopt new facilities management technology in the next 12-18 months?
What is the biggest reason your organisation would be looking to adopt new technology in t he next 12-18 months?
Barriers to Technology Adoption
Despite strong interest in new technology, cost remains a major obstacle, with 46% of FM professionals stating that new technology is too expensive. Additional barriers include system complexity (9%) and a lack of the right skillset or training (13%), highlighting the importance of user-friendly, cost-effective solutions that integrate
seamlessly into existing workflows.
These challenges point to a critical balancing act for FM leaders: identifying technologies that deliver a clear return on investment (ROI) while remaining accessible to teams with varying levels of technical expertise. High upfront costs, ongoing maintenance expenses, and the risk of under-utilisation often make stakeholders hesitant to commit to large-scale implementations, especially in organisations where budgets are already under pressure.
The skills gap is also a growing concern, as advanced solutions like AI, IoT, and data analytics require not only technical knowledge but also change and data management strategies to ensure adoption.
Moreover, system complexity can create silos and inefficiencies if new tools fail to integrate smoothly with existing infrastructure. As a result, interoperability and scalability are becoming key considerations in purchasing decisions, with FM teams prioritising platforms that can evolve alongside organisational needs without adding layers of complication.
What is the biggest challenge your organisation is likely to face when adopting new technology in the next 12-18 months?
Technology Priorities
FM teams are particularly interested in contractor management software (19%), user-friendly request logging apps (15%), AI or automation tools (16%), and IoT devices (12%). These investments reflect a growing shift towards automation, compliance management, and data-driven decision-making.
Together, these technology priorities indicate that FM teams are not just seeking incremental improvements, but are actively pursuing integrated solutions that enhance visibility, control, and performance across their operations. As adoption grows, the combined power of these tools will be key in helping organisations meet evolving expectations around compliance, efficiency, and occupant wellbeing.
Which technologies are you looking to adopt in the next 12-18 months (please select all that apply)?
The Growing Importance of AI in Facilities Management
Survey results indicate that AI is viewed as a crucial tool for the future of FM, with nearly 40% of respondents rating its importance at 9 or 10 out of 10. A further 28% gave AI a score of 7 or 8, reinforcing the belief that AI-driven solutions will play a transformative role in FM operations. Lower ratings were far less common, illustrating that most professionals see AI as a strategic priority rather than an optional enhancement.
How important is the use of AI within your organisation?
The importance of AI within your organisation by region
AI as a Deciding Factor in Technology Investments
The survey also explored whether the lack of AI capabilities in future software upgrades would prompt FM teams to adopt new solutions. A significant 45% of respondents stated they would switch to AI-integrated technology, while 33% were uncertain, and only 22% said AI absence would not impact their decision. These figures highlight that AI is no longer a “nice-to-have” but an expectation for FM technology.
If AI isn’t integrated within your next upgrade/release, will this influence you to implement new solutions that have built in AI capabilities?
AI’s Anticipated Impact on FM Roles
AI is expected to significantly enhance efficiency, with 40% of respondents citing improved workflows as its primary benefit. Another 24% believe AI will lead to better decision-making, while 16% highlight streamlined data analysis. Only a small minority (5%) worry about potential job displacement, suggesting that AI is seen as a tool for augmentation rather than replacement and the fear of adopting AI is lessening.
What do you think the main impact of AI will be on your role?
What do you think the main impact of AI will be on your role?
Key Challenges in Facilities Management
FM professionals face a range of operational hurdles, with managing ageing equipment (16%) cited as the most pressing issue. Budget cuts (12%) and compliance requirements (10%) further compound the pressures, requiring teams to do more with fewer resources.
Sustainability remains a major challenge, with 10% struggling to create energy-efficient workplaces. Other concerns include workload management (9%), staffing shortages (8%), and mental health (7%), indicating that workforce well-being is also a growing priority.
These findings highlight an urgent need for more efficient systems, better financial planning, and stronger regulatory compliance strategies.
What do you think the main impact of AI will be on your role?
Regional challenges
FM challenges vary significantly across regions, reflecting different economic, regulatory, and operational pressures. Understanding these regional nuances is crucial for developing targeted strategies that enhance efficiency and resilience. 
Notably, technology adoption is a more significant challenge in the Middle East (7%) than in other regions, hinting at digital transformation barriers. These differences highlight the need for tailored solutions that address region specific operational hurdles.
Challenges within Facilities Management
Emerging Trends and Opportunities
When evaluating industry trends, FM professionals overwhelmingly see new technology and digital disruption (50%) as an opportunity rather than a challenge. Predictive maintenance (48%), IoT and AI integration (48%), and smart buildings (46%) are also seen as key enablers for operational efficiency. However, consolidating workplace technology (28%) and adapting to flexible office spaces (29%) remain divisive, with a significant portion of respondents seeing them as obstacles. Energy management (47%) and net zero targets (32%) are largely considered essential for the industry’s future, yet concerns persist about the complexity and cost of implementation.
Do you see the following issues as an opportunity, challenge or essential for the industry to embrace?
Regional Perspectives on Net Zero and Environmental Responsibility
Attitudes towards net zero targets and environmental responsibility vary significantly across regions, with some seeing it as a challenge, while others view it as an essential priority or opportunity.
The Middle East (44%) and Europe (50%) express the strongest concerns, with nearly half of respondents viewing net zero as a challenge. South Africa, in contrast, has the lowest level of challenge perception (32%) and the highest support for net zero as an essential goal (38%).
In the UK, 37% believe net zero is essential, aligning with growing ESG compliance pressures and corporate sustainability commitments. However, only 19% see it as an opportunity, the lowest among the regions, which may indicate a more cautious approach to implementation.
Net Zero targets and environmental responsibility
Future Evolution of Facilities Management
Over the next five years, the FM sector is expected to undergo significant transformation. The adoption of smart technologies and automation (66%) is the most anticipated trend, followed by an increased focus on sustainability (50%). Data-driven decision-making (46%) and integration of ESG goals (45%) will also shape the industry’s direction, aligning with global priorities for efficiency and corporate responsibility. Meanwhile, flexible workspaces (37%), enhanced workforce management through mobile technologies (36%), and resilient infrastructure adoption (34%) highlight the ongoing shift towards agility and adaptability in FM operations.
Collectively, these trends highlight a fundamental reshaping of FM, from a traditionally operational function to a strategic driver of organisational success. By embracing innovation and sustainability while building agility into their operations, FM teams are positioning themselves at the forefront of corporate transformation, contributing directly to long-term resilience, efficiency, and value creation.
How do you see facilities management evolving
over the next five years?
The Voice of the Facility Manager report for the EMEA region highlights an industry in transition. FM professionals are balancing high workloads, emerging technology trends, and evolving sustainability goals while working within tight budget constraints. The findings continue to highlight the resilience of FM teams, but also reveal the need for greater support, strategic investment, and a shift towards more data-driven, technology-enabled decision-making.
Technology and AI:
A Game-Changer with Barriers to Overcome
Technology and AI are widely recognised as gamechangers, with FM professionals seeing significant potential in automation, predictive analytics, and smart building solutions. However, cost constraints and skills gaps remain barriers to widespread adoption. To bridge this gap, organisations must prioritise workforce development, ensuring FM teams are equipped with the knowledge and tools needed to maximise the benefits of digital transformation. Additionally, integrating scalable, cost-effective FM solutions will be crucial in driving operational efficiencies without overwhelming budgets.
The Future of FM:
Data-Driven and Resilient
Looking ahead, FM teams that embrace data-driven decision-making, automation, and sustainability focused strategies will be best positioned to thrive in an increasingly complex and technology-driven environment. The organisations that proactively invest in technology, training, and strategic FM initiatives will not only enhance efficiency and compliance but also build more resilient and future-ready operations.
Sustainability:
A Strategic Imperative
Sustainability is another defining challenge and opportunity. With net-zero targets and energy management becoming key industry priorities, FM teams must align their operations with evolving environmental, social, and governance (ESG) standards. Investments in smart technologies, automation, and predictive maintenance will help organisations optimise resource use, meet regulatory requirements, and position themselves as leaders in sustainable facility management.
A Roadmap for FM Professionals
This report provides a roadmap for FM professionals to navigate these challenges and seize the opportunities ahead, ensuring that the industry continues to evolve, innovate, and drive long-term success.