10 Essential Tools for Facilities Managers in 2025

By 2025, facilities managers will need these 10 key tools to stay ahead:

1. Estates & Facilities Management Systems
2. All-in-One Facility Management Software
3. IoT Sensors and Devices
4. AI and Machine Learning Tools
5. Building Information Modeling (BIM) Software
6. AR and VR Tools
7. Smart Building Systems
8. Mobile Apps for Field Workers
9. Data Security Tools
10. Energy Management Software

These tools will help you:

• Make data-driven decisions
• Prevent problems before they happen
• Cut costs and energy use
• Boost safety and comfort

Here's a quick comparison of the main benefits:

Embracing these tools will help you work smarter, not harder, in the rapidly changing world of facilities management.

How Technology is Changing Facilities Management

FM is going digital. Here's how tech is shaking things up:

From Reactive to Proactive

FM teams are now stopping problems before they start. How?

• IoT sensors watch equipment health
• AI predicts when to do maintenance
• Data shows patterns and trends

This new approach cuts costs and keeps things running. AI systems can slash maintenance costs by 20% and make equipment last 15-20% longer.

Smarter Energy Use

Buildings eat energy. But tech is putting them on a diet:

• Smart systems adjust heating and cooling on the fly
• IoT tracks energy use, showing where to save
• AI finds power-saving tricks that don't sacrifice comfort

The Edge in Amsterdam cut energy use by 70% with smart tech. That's huge.

Better User Experience

FM isn't just about keeping the lights on. It's about making spaces work for people:

• Tracking how people use spaces
• Tweaking environments for comfort
• Making it easy to book rooms or flag issues

Happy users get more done. Smart buildings can boost productivity by up to 15%.

Data-Driven Decisions

Gut feelings are out. Hard data is in. FM teams now use:

• Dashboards that show building performance at a glance
• Tools that crunch numbers to find insights
• Reports that make the case for changes

This data focus helps FM teams prove their worth and make smart calls.

The Rise of Remote Management

COVID-19 sped up a trend: remote FM. Now, teams can:

• Keep an eye on buildings from anywhere
• Fix issues without being there
• Juggle multiple properties more easily

This shift makes FM more flexible and efficient.

Challenges and Opportunities

Tech brings benefits, but also changes:

FM teams that jump on these changes will win. Those that don't might get left behind.

Estates & Facilities Management Systems

Estates & Facilities Management Systems (EFMS) are game-changers for property management. They help managers keep an eye on everything from fixing leaky taps to tracking energy use.

What can EFMS do? A lot:

• Keep buildings healthy
• Handle repair requests
• Watch energy consumption
• Plan space use

By 2025, these systems will be even smarter. They'll use sensors to monitor buildings 24/7. This means fewer headaches and smoother operations.

Check out these stats:

These aren't pie-in-the-sky numbers. The Edge in Amsterdam slashed its energy use by 70% with clever tech. That's EFMS in action.

Steve Yahnke from Continental Properties says:

"The pandemic has certainly brought this to the forefront."

He's talking about the need for smart building tech. His company uses Wi-Fi to make sure tenants' gadgets work from day one.

But EFMS isn't just about flashy tech. It helps with the boring stuff too:

• Less paperwork
• Faster fixes
• Happier people in better spaces

Thinking about upgrading? Start with what bugs you most. High energy bills? Focus there. Maintenance giving you grief? Look for systems with solid repair request features.

2. All-in-One Facility Management Software

All-in-one facility management software is like a Swiss Army knife for facilities managers. It combines multiple functions in one place, making it easier to manage buildings, assets, and people.

These platforms typically include:

• Work order management
• Asset tracking
• Space planning
• Maintenance scheduling
• Energy monitoring

The impact? Pretty significant:

Take eMaint, for example. It's not just about fixing broken stuff. It helps you:

• Predict equipment failures
• Track spare parts
• Create custom reports

And it's not just for big players. eMaint offers plans starting at £53 per user per month.

FMS:Workplace is another solid option. It's like a crystal ball for your building, letting you:

• Plan different space scenarios
• Manage asset lifecycles
• Keep everything centralised

As Daniel Epstein from FinancesOnline says:

"Facility management is no walk in the park. But it becomes all the more difficult when you rely on traditional methods such as spreadsheets or worse—pen and paper."

He's spot on. These all-in-one tools are pushing facility management forward.

By 2025, we'll likely see these systems get even smarter:

• More AI for predictive maintenance
• Better IoT integration for real-time monitoring
• Advanced analytics for data-driven decisions

The key? Find a system that fits YOUR needs. Don't just go for the fanciest option. Focus on solving your specific problems.

3. IoT Sensors and Devices

IoT sensors and devices are changing facilities management. These smart gadgets monitor everything from energy use to air quality, helping you run buildings better.

What can IoT do for you?

• Real-time building system monitoring
• Early problem detection
• Energy cost reduction
• Improved comfort for occupants

Let's look at some examples:

Smart restrooms: IoT sensors alert you when soap's low or toilets need cleaning. No more angry calls about messy bathrooms!

Energy savings: The Edge in Amsterdam uses IoT to cut energy use by 70%. That's a big drop in bills.

Predictive maintenance: IoT sensors predict machine breakdowns. Fix issues early, save time and money.

Here's how IoT sensors help in different areas:

IoT isn't just about tech. It's about making life easier for you and building occupants.

As Jake Kramer, an industry expert, says:

"IoT sets a new standard for efficiency and cleanliness."

4. AI and Machine Learning Tools

AI and machine learning are shaking up facilities management. These smart systems crunch data and make decisions faster than ever.

Here's the scoop:

Predictive maintenance: AI spots equipment issues before they become headaches. It's like having a crystal ball for your machinery.

Energy savings: AI studies energy use and cuts waste. It can even adjust heating and cooling on the fly.

Space management: AI watches how people use spaces. This helps managers make smarter choices about layouts and bookings.

Security boost: AI-powered cameras catch unusual activity in a snap.

Real-world examples:

"We use data patterns to drive smarter, more efficient decision-making." - Vince Sheeran, CEO of MarginPoint

AI tackles day-to-day tasks too:

• Auto-approving work orders
• Planning maintenance
• Analysing labour costs

It's a game-changer for big operations, but smaller facilities can jump on board too. AI helps order supplies, spot space-use patterns, and slash energy costs.

As we near 2025, these tools will be everywhere. Facilities managers who embrace AI now will be ahead of the pack.

5. Building Information Modeling (BIM) Software

BIM software is reshaping facilities management. It's not just for architects anymore. BIM creates a 3D model of your building, packed with data about every component.

Why BIM matters for facilities managers:

3D view: BIM gives you a complete 3D view of your building. Think Google Maps for your facility. Zoom in on anything, from pipes to power lines.

Quick info: Need asset details? BIM has it all in one place. No more file hunting.

Better planning: Test changes before making them. Avoid costly mistakes.

Cost savings: BIM can reduce rework. That's huge when 30% of construction work is often redoing things.

Real-world examples:

BIM works for old buildings too. The UK government made BIM mandatory for centrally funded projects, aiming to cut building costs by 20%.

"BIM allows for detailed and accurate 3D models, reducing the likelihood of errors and discrepancies in the design phase." - VIATechnik

For daily tasks, BIM helps:

• Spot issues early
• Plan maintenance with all info on hand
• Manage space better by seeing real usage

6. AR and VR Tools

AR and VR are shaking up facility management. Here's how:

AR for maintenance:

AR overlays digital info on the real world. Technicians can:

• See machine health data instantly
• Follow step-by-step repair guides
• Access equipment history on-site

Shawn Black from CGP Maintenance says:

"AR offers better visualization, remote assistance, comprehensive asset management, improved safety, and predictive maintenance in facilities management."

VR for training:

VR creates immersive environments for:

• Risk-free safety drills
• Equipment training without damage
• Complex procedure practice

Matterport found VR property tours get 10x more viewing time than photos. That's engagement!

Real-world impact:

Goldman Sachs predicts the AR/VR real estate market will hit £63 billion by 2025. These tools aren't going anywhere.

For facility managers, AR and VR mean faster problem-solving, safer training, better planning, and improved teamwork.

7. Smart Building Systems

Smart building systems are changing the game for facilities managers. These systems use sensors and automation to control building operations, making them more efficient and user-friendly.

What can smart building systems do? They adjust lighting and heating based on occupancy, manage energy use, monitor security, and track space utilisation.

Let's look at some real-world benefits:

• Smart HVAC systems can slash energy costs by 10-30% by adjusting based on occupancy.
• Maintenance becomes a breeze: if a light breaks, the system alerts the right person immediately.
• Air quality can double, leading to 26.4% better cognitive function and 30% fewer sick days.

The market for these systems is booming. Guidehouse Insights predicts it'll hit £38 billion by 2031.

But it's not just about cutting costs. Smart buildings can boost revenue too:

• Increase rent by 6%
• Sell for 15% more

Here's a quick look at what smart buildings can control:

Anil Ahuja from CCJM notes:

"We are looking more and more into wireless technologies and putting infrastructure into the cloud as much as possible for storage and data management."

For facilities managers, this means predictive maintenance, time savings on routine checks, and reduced energy consumption.

Smart building systems are a must-have tool for 2025. They optimise building performance, reduce operating costs, and enhance occupant satisfaction.

8. Mobile Apps for Field Workers

Mobile apps are now essential for facilities managers. They let on-site staff access info, manage tasks, and communicate in real-time from their phones or tablets.

Why are these apps so important?

1. Real-time updates: Staff can get alerts and do tasks without going back to the office.
2. Better accuracy: Info gets entered right at the equipment site, cutting down on mistakes.
3. Quick communication: Share photos, videos, and updates between field workers and managers.
4. Smoother operations: These apps automate a lot of manual work.

Here are some top mobile apps for facilities management:

Rob Somrak from Generator Systems likes FieldAware:

"We picked FieldAware because it's flexible, reliable and mobile. It works great for our field employees using smartphones."

When picking an app, think about:

• Is it easy to use?
• Can you use it on a computer too?
• Does it automate tasks?
• Can you customize it?
• Does it work with your other tools?
• What kind of reports can it give you?
• How's the customer support?

9. Data Security Tools

By 2025, data security tools will be crucial for facilities managers. More connected devices mean higher cyber attack risks.

Here's the reality:

• UK small businesses face cyber attacks every 19 seconds
• Average data breach cost: £3.45 million
• By 2025, 69% of people in growing economies will be online

You need the right tools to protect your facility. Look for these key features:

Don Gilpin, IFMA President and CEO, states:

"Integrating physical and cyber security is now essential. Facility managers are key in safeguarding people and assets."

When choosing data security tools, consider:

1. Compatibility with existing systems
2. IoT device handling capability
3. User-friendliness and update ease

But tech isn't everything. Train your team to spot risks and use tools effectively.

Also, plan for emergencies. Good security tools should aid quick recovery and provide access to critical info to keep your facility running.

10. Energy Management Software

By 2025, energy management software will be crucial for facilities managers. Why? It cuts costs and boosts sustainability by tracking and reducing energy use across buildings.

Here's the deal:

• Buildings gobble up 40% of energy in the EU
• They're responsible for 36% of EU greenhouse gases
• Smart tech is shaking up energy management

What to look for in these tools:

Take Facilio, for example. This cloud-based platform has helped businesses cut energy costs by 20% and usage by 30%.

"Facilio is a great product and team to work with!" - Azelea C, Real Estate Professional

When picking software, consider:

1. What data sources can it tap into?
2. What types of analysis can it run?
3. How well does it play with your current systems?

But here's the thing: software alone won't cut it. You need to train your team to use it effectively and act on the insights.

What's next? More AI and machine learning. These tools will get even better at spotting waste and suggesting fixes automatically.

BrainBox AI is a prime example. It uses real-time data to fine-tune building systems, helping commercial property owners save energy and keep tenants happy.

The takeaway? Energy management software isn't just nice to have. It's a must for running efficient, cost-effective facilities in 2025 and beyond.

How to Use New Tools in Facilities Management

Bringing new tech into facilities management (FM) can be tricky. Here's how to make it work:

1. Start with a digital audit

Before you buy anything, take stock of what you've got. Dubai Airport did this in 2019 and cut energy costs by 20%. Here's what to do:

• List all your digital tools
• Do a SWOT analysis
• Get staff feedback
• Evaluate current tech ROI

2. Pick the right tools

Don't just grab the shiniest new gadget. Think about:

• Problems you need to solve
• How the tool fits your current setup
• If your team can actually use it

3. Train your team properly

Bad training can lead to 50-70% error rates with new systems. To avoid this:

• Offer varied training (in-person, online, self-paced)
• Start with a small test group
• Keep training ongoing

4. Get buy-in from everyone

People often resist change. To get them on board:

• Explain the tool's importance
• Show how it simplifies their job
• Involve key staff in choosing and setup

5. Use data to prove it's working

Once your new tool is running:

• Track key stats (time saved, problems solved)
• Share wins with the team
• Use data for continuous improvement

New tech is just part of the puzzle. John Edwards, VP at Facility Engineering Associates, says:

"A well-managed facilities program engages internal and external stakeholders in meaningful ways that support the success of the facilities department and the broader organisation it supports."

What's Next in Facilities Management Tools

FM is changing. Here's what's coming after 2025:

AI-Powered Predictive Maintenance

AI will help FMs spot issues before they happen. Kevin Janus from JLL Technologies says:

"Predictive maintenance is really the next step. AI can take trend data that is too much for the average person to look at and provide trend analysis based on parameters that the facility manager might be interested in, such as seasonal factors."

This means less firefighting and more preventing fires.

Smart Buildings and IoT

The IoT market for commercial real estate is huge - over $50 billion. Soon, sensors will track everything from who's in the building to how much energy it's using.

Condeco Presence already uses sensors to track occupancy in real-time. Paul Phillips, CTO of Eptura, explains:

"Real-time data and automated workspace booking empower organisations to make quick, informed decisions that optimise space availability and meet evolving employee needs."

Sustainability Focus

Only 44% of businesses are on track to hit their 2030 carbon targets. FM will be key to fixing this. We'll see:

• Better energy management software
• Tech to cut waste
• Smarter lighting and HVAC

Autonomous Cleaning Equipment

Staff shortages are pushing the use of robot cleaners. These machines free up people for other jobs.

Enhanced UV Disinfection

UV disinfection is getting better. New devices are smaller, smarter, and more effective. They'll even tell you how well a room's been cleaned.

Touchless Technology

Expect more touchless tech in busy areas. This means less cleaning and less work for staff.

FM is changing fast. Keep up with these trends to make sure your buildings are ready for what's next.

Wrap-up

The FM world is changing fast. By 2025, FMs will need new tools to stay competitive.

These tools, from all-in-one software to IoT sensors, will help FMs cut costs, boost efficiency, and improve workspaces.

But it's not just about buying tech. FMs must know how to use it well.

With the FM market set to hit £1.5 billion by 2027, FMs need to:

• Keep up with new tech
• Use data for smart choices
• Focus on going green

Paul Phillips, CTO of Eptura, says:

"Real-time data and automated workspace booking help companies make quick, smart decisions to optimize space and meet changing employee needs."

This is just the start. FMs must keep learning to tackle what's next:

• AI for predicting maintenance
• Smart buildings and IoT
• Self-driving cleaning machines

The future of FM is here. Are you ready?

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