Can AI Solve FM’s Biggest Operational Challenges?

The 2026 UK Facilities Management Market Research Report by askporter highlights a challenge that will feel very familiar to anyone working in facilities management (FM). Operations are under strain, not because teams aren’t working hard, but because communication, systems, and processes aren’t working together.

Three striking report findings:

* 76% of FM professionals experience operational inefficiencies from siloed software.
* 73% are stuck in reactive problem-solving weekly.
* 44% track half or fewer compliance tasks automatically.

Reflecting on these hurdles at a webinar ‘How to overcome the comms gap in FM with AI and tech tools’ hosted by FMJ and askporter, from our perspective as an AI training provider, one thing is clear. The real sticking point isn’t making sure you’re connecting systems; it’s about connecting the people who use them.

Why better technology isn’t the full answer

Yes, you need integration architecture and data governance – but without people’s buy-in, new tools fail. It’s not “right, we’re using this now.” It’s about bringing your teams on the journey.

This is where AI becomes genuinely useful: not as a replacement for FM systems, but as a layer that improves communication between people, processes, and platforms. This is exactly what we see in cleaning, FM, and environmental services. The technology exists. The gap is helping people use it confidently.

How AI can help tackle these challenges

Let’s start with the first finding above: operational inefficiencies caused by siloed software across FM teams. Using a structured prompt engineering model (such as the RISE framework), FM teams can standardise how information is captured and shared. For example:

An operations manager sends a quick voice note about a maintenance issue. Using this tailored prompt, AI transforms it into a structured update that includes:

* Site location
* Priority level
* Actions taken
* Follow-up required

That same information can then be automatically formatted for:

* Client updates
* Mobile engineering teams
* Compliance logs

Instead of forcing systems to integrate, humans become the integration layer, with AI handling the formatting, consistency, and routing.

 A natural pathway to success

We’ve been highlighting how AI improves marketing efficiency. The same principles – clear prompts, structured workflows, and affordable tools – can solve your biggest operational challenges: siloed systems, reactive firefighting, and compliance gaps.

From there, a natural pathway emerges:

* Prove ROI in one area
* Extend AI adoption across operations
* Move towards a joined-up, strategic approach

In FM, AI’s real value isn’t hype or automation for its own sake – it’s helping teams communicate better, work smarter, and reduce risk in the process.

AI may be part of your FM strategy – but is it designed around people, not just processes?
What steps is your team taking to ensure your AI processes have a human-centric focus?

👉Let’s connect and explore how your AI strategy keeps people at the centre.