The facilities management industry is witnessing a pronounced shift towards sustainable and technology-driven practices, with a growing emphasis on smart buildings, energy efficiency, and environmental stewardship.

Integration of advanced technologies such as Internet of Things (IoT), artificial intelligence, and data analytics are becoming integral to optimise facility operations and enhance occupant experiences.

However, these advancements bring forth a set of challenges, including cybersecurity risks, the need for upskilling the workforce, and ensuring seamless interoperability of diverse systems. As organisations strive to align FM strategies with broader business goals, the sector is at the forefront of adapting to the changing global landscape, driving innovation, and ensuring resilient and future-ready facilities.

One thing is certain: wherever you look, it seems like “data” is the key.

Smart management of the supply chain 

Supply management is becoming more and more important by the day. Maintenance just got more expensive, especially if you also factor in the labour shortage and inflation.

Team up with suppliers, see them as partners and unlock all the collaborative potential in the new age of business-to-business relationships. Supply management and supply chains are not a sum-zero game anymore – both parties will win or lose at the same time if they don’t focus on collaboration, innovation and transparency. 

Beyond simple procurement, today’s FM teams build strategic alliances with suppliers, viewing them as collaborative partners who can help innovate and sustain operations. By aligning with suppliers to ensure transparent pricing, quality control, and resource availability, facilities can mitigate inflationary pressures and avoid disruptions.

Flexibility, diversity and inclusion

These aren’t just buzzwords anymore. Remember when everyone and their mum used to say the consumers of the future would demand businesses and facilities to be more diverse and inclusive? Well, flash news: those consumers of the future have grown and are a major part of the market right now.

Facilities managers will have to be aware of elements such as inclusive language in their spaces, welcoming diversity of beliefs and sexual orientation and even going as further as designing and managing gender-neutral bathrooms.

Companies that prioritise inclusivity improve user satisfaction and compliance whilst fostering a reputation for diversity. This responsiveness to changing social expectations is proving to be a competitive advantage, building trust among employees and visitors alike.

Hybrid work and space usage

It’s fair to say we’re no longer the same after the COVID-19 pandemic. Workdays will probably never go back to what they were, and all signs point towards hybrid work. Workers will keep coming to the office a few times a week and work remotely for the remainder of the time. Since people stopped coming to work every day, companies require less office space and may adopt a “hot-desk” policy. 

In fact, workers are not the only ones who may benefit from these changes. A recent report by Deloitte points out that reducing real estate footprints has several benefits, including cutting travel costs, energy consumption, and carbon footprint. However, optimising these limited workspaces is a challenge for facilities managers. There’s only one way around it: monitoring how space is used.

This brings us to a new trend: location awareness and sensor technology. Sensors, which should be unnoticeable, can be used to monitor occupancy, room temperature and humidity, etc. That data allows facility managers to adjust to real space usage, optimise space and provide comfort at all times.

Digital workplace services

Data from sensors can be collected directly onto the building management system or facility management software. But that’s not the only digital trend facility managers will need to contend with. User experience is the greatest trend of the last decade, and human-centric FM and Maintenance will grow even more with Industry 5.0. The question is, how can you provide a great experience in hybrid workplaces?

First, we recommend integrating facility management software with other tools or apps the company uses regularly. For example, integrate your FM software with apps to book conference or meeting rooms, use communication tools to receive feedback, and so on. You should also streamline service requests (e.g. reports about printers, broken coffee machines and other communal equipment). 

Sustainability, building efficiency, and circular economy practices

Another hot topic for 2025 is sustainability. This has become a core component of FM, extending beyond simple cost-cutting to encompass circular economy principles that minimise waste and promote resource efficiency. By reusing materials and reducing energy consumption, facility managers help reduce environmental impact and support long-term sustainability goals. Embracing renewable energy sources, optimising water use, and investing in energy-efficient infrastructure all play crucial roles. These practices also align FM strategies with organisational goals for corporate social responsibility, attracting sustainability-conscious stakeholders and tenants.

In addition to the circular economy, building efficiency is another pillar of FM’s sustainability efforts. Smart sensors, as mentioned, help track energy usage patterns, allowing facility managers to identify and address inefficiencies. Simple solutions like motion-sensing lights and automated HVAC systems significantly reduce energy costs. Once optimisation reaches its limits, benchmarking energy use can justify retrofitting or installing better insulation. These steps ensure facilities are not only environmentally friendly, but also financially sustainable in the long term.

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Proactive maintenance 

The benefits of proactive maintenance (either preventive or predictive) are clear. There’s no other way to solve issues before your clients become aware of them! But easier said than done, right? As incredible as it sounds, proactive maintenance may finally come as a byproduct of all the trends we’ve seen so far. If facility managers give in to the latest technology and start collecting data, they can achieve some kind of predictability. 

Once you have that predictability, your maintenance plan can become more proactive and even more incisive. There’s less overmaintenance and fewer repairs. As we’ve recently talked about with Cláudio Celino, an engineer who specialises in building maintenance, you need to use data and software to “finally stabilise the amount of preventive maintenance” and “reduce the number of repairs” at the same time. 

However, those are not the only advantages. As we all know, in times of crisis, facilities management may be one of the first departments to suffer a budget cut. That means it’s more important than ever to have predictability and find out which maintenance tasks can be deferred until the budget allows. 

AI and smart facilities management  

Artificial intelligence (AI) and Internet of Things (IoT) technologies are enabling facility managers to achieve unprecedented levels of efficiency and adaptability. Smart facilities leverage AI-driven predictive maintenance, which can prevent costly breakdowns by addressing issues before they arise. On the other hand, real-time data from IoT sensors provides actionable insights, enabling more efficient space utilisation and resource management.

Advanced materials and equipment  

The materials and equipment used in FM are advancing, leading to stronger, more sustainable buildings. Innovations like self-healing concrete, advanced insulation, and high-performance HVAC systems provide durability and efficiency, lowering long-term maintenance needs. Modular construction techniques reduce waste and labour costs, allowing facilities to adapt quickly to organisational needs or expand when necessary. By adopting next-gen equipment and construction methods, facility managers can build infrastructure that is both resilient and future-ready, supporting sustainable goals whilst minimising environmental impact.

Upskilling as the new hiring

There wasn’t such a labour shortage crisis like the actual one since both World Wars. It was somehow the perfect storm — a rapid ageing of the Western population, COVID-19 popularising remote work and early retirement, and emergent trends such as the quiet quitting brought the labour market to its knees.

According to a GlobalData report, the labour shortage is costing companies a good amount of money in increased wages and salaries, as well as supply chain disruptions. More companies than ever are worried about the issue and mentioning it in surveys and leaders’ conferences.

If you don’t want to overpay even before you know if a new employer is a right fit, the answer is simple: upskill or reskill your current teams. Think about it for a second — in an era where employees want to feel valued and are increasingly demanding, what’s better than training your current team to bring added value to the table and suppress a need?

When in doubt, look inside to those you already know and trust. Enable them, empower their careers and increase well-being and productivity levels within your business. And this leads us to the last main trend for 2025…

Addressing FM talent shortages 

Technology is helping to bridge the labor gap in FM by automating routine tasks and streamlining workflows, allowing facility teams to focus on strategic projects. In addition, partnerships with contractors enable FM companies to access specialised skills on an as-needed basis without committing to full-time hires.

This flexible approach helps companies scale their operations whilst ensuring that service quality remains high. Digital tools that support remote work, collaboration, and skill development are also contributing to a more adaptable workforce, which is essential in today’s labor-constrained environment.

 

How can a collaborative FM platform help?

A collaborative, centralised facilities management platform like Infraspeak allows staff to access training resources and task guides, empowering them to build new skills, resolve issues autonomously and take on more complex tasks with confidence.

Historical data on maintenance needs is assured, helping facility managers make data-backed decisions when upgrading equipment or modifying structures.

On the other hand, the Infraspeak Network™ connects clients, suppliers, contractors, and technicians to enhance collaboration on all fronts. It enables on-demand access to trusted vendors and a community of peers, facilitating skill-building and knowledge-sharing opportunities that improve team performance. By linking with like-minded suppliers, innovative equipment providers, and experienced contractors, facility managers can optimise resource sourcing, and adapt to hybrid workplace demands.

Also, Infraspeak integrates with other apps and tools, and support sustainability initiatives along the way — facilities managers can monitor energy use, water consumption, and waste management, thus planning for circular economy practices, like recycling resources or extending equipment lifespan.

📩 Download our whitepaper on the latest trends and challenges in FM, and know more about:

— The importance of AI, IoT, and predictive maintenance technologies to streamline operations and reduce costs~.
— How to run an efficiency-led operation without compromising on sustainability.
— Collaborative approaches to foster inclusivity, integrating human-centric FM practices.
— Workforce challenges, the need for upskilling, and balancing environmental priorities with budget constraints.