Is Voice AI the Secret Weapon for Facilities Management?

Kiren Kahlon

November 29, 2022

9 min read

Technology already plays a huge role in Facilities Management, with tools such as Building Information Modeling (BIM), Facility Management Systems (FMS) and Building Automation Systems (BAS) being widely used. Anyone in Facilities Management will be more than familiar with goals such as conserving resources, minimising wasted time, and lowering operating costs. Optimising processes and operations are critical in the sector and as a result, more and more organisations are turning to smart Artificial Intelligence (AI) tools to save money, lower risks, enhance processes and streamline workflows.

In this article we will be looking at the current challenges in Facilities Management and what role Voice AI has in addressing these.

What are the key challenges in Facilities Management?

There are many significant challenges in Facilities Management, especially when the sector is dominated by a do more for less approach. We explore these below.

Challenge #1: Low budgets

One of the most common issues that dominates the sector is low budgets. With most budgets being reserved for emergencies only, this is a huge challenge when it comes to being able to implement new practices, since they come at a cost. More workers are also finding themselves having to develop new skills alongside their current role and requirements, meaning they are having to take on more responsibilities and tasks with no additional benefits being given. 

How Voice AI Helps

The main purpose of AI is to automate tasks in order to assist people and help get things done in a fraction of the time. There are a range of ways Voice AI can help when it comes to saving costs for businesses. 

Firstly, there is minimal up-front investment and it is quick to set up, meaning organisations can be up and running with little delay or budget constraints. Secondly, having voice-based technology in place allows you to significantly speed up processes such as completing logs, meaning your workforce has more time to focus on other jobs. Finally, Voice AI technology can be integrated with existing apps and used on-the-go, meaning field teams can easily communicate with colleagues and management and even access training materials or other documentation wherever they are,  improving communication, productivity, efficiency and retention.

Challenge #2: Maintenance and repairs

Without efficiently managing routine maintenance and equipment repairs, there is a significant risk of equipment failure. Many Facilities Management organisations are let down by their maintenance systems, whether that’s down to poor data, communication or just because it’s old and not fit for purpose anymore. Systems that do not work correctly or efficiently can run the risk of preventative measures being overlooked or missed, which makes keeping track of machine life and repairs much harder than it needs to be. 

How Voice AI Helps

Voice AI tools allow you to verbally communicate issues as and when they arise, which means teams don’t need to stop what they’re doing to log a repair. This makes them much more likely to raise issues when they happen, rather than meaning to go back to it at the end of the day or when they’ve completed their current task and having the risk of forgetting altogether. Issues can be raised as soon as they happen, and smart voice tools prompt users to provide the required information, such as details of the issue, its location, how urgent it is and who to contact. This allows for more information to be given in one go, which encourages earlier repairs and allows businesses to determine the priority of the repair and monitor its status. 

Central databases also allow for training materials and information to be stored in an accessible place. This means certain members of staff no longer need to be present for the fix if a lower level technician currently onsite is able to access the materials they require in order to provide the fix or determine more information about what the issue might be.

Challenge #3: Unorganised operations

Since many operations within Facilities Management are done at multiple locations, having streamlined databases and information is extremely important. There is so much documentation involved when it comes to checklists, logs, maintenance reports and so on. It’s unsurprising that things can go wrong quite easily and cause huge delays and loss to the organisation as a result. 

How Voice AI Helps

Having connected assets ensures everything is kept together and safely in one place. By having central databases with easy to access documentation, logs, reports and everything else the business requires, staff can easily get the details they need to ensure they are fully informed and able to perform at their best, without having to wait around for relevant paperwork or specific members of staff to arrive onsite.

Challenge #4: Poor data tracking

Storing accurate records is arguably one of the biggest challenges in Facilities Management. Paper-based records are quickly becoming obsolete and it’s no surprise considering how much time and space they require. Having accurate records is not only crucial for data quality but also for ensuring companies are compliant. 

How Voice AI Helps

Having smart reporting capabilities improves visibility, reduces errors and ensures everything is stored safely, in one place. Voice AI tools not only come with dashboards that track all voice commands, but they also help you to make actionable, data-backed decisions based on a comprehensive review of historical data.

Don’t just evolve with the times, thrive

Facilities Management is an industry that is highly unpredictable and constantly disrupted. 

Voice AI solutions are built to support this disruption and are continuing to get smarter, meaning they will be here to stay. Plus, research published by SnapLogic found that 81% of employees believe AI improves their overall performance at work and more than two thirds want their employers to deploy more AI-based technology to help them execute their daily work better and faster. Isn’t it better to get ahead sooner rather than later?

Empower your workforce

At Wluper, we are working on ​​unique voice-based AI technology, giving you access to a powerful voice and language understanding solution on any device. Using advanced NLU, we allow users to speak more naturally than ever before. No scripts or patterns, simply speak as you normally would and our voice-based technology will understand. 

Learn more about our TrueUnderstanding™ API or book a live demo to see Wluper in action.

‍‍Follow us on Twitter and Linkedin for the latest updates on what we’re up to.

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