Adaptive Spaces

The Role of AI in Workplace Technology: 10 Ways Companies Are Maximizing its Impact

February 12, 2025 5 Minute Read

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Artificial intelligence (AI) has become a fundamental component of modern workplace technology. Whether optimizing individual productivity, automating processes or offering predictive insights, AI can serve as a core enabler of strategic transformation. To achieve AI deployment at scale, companies must align AI use cases with business strategy. In this article, we discuss 10 ways that companies can leverage AI to drive efficiency, enhance decision-making and improve employee experiences—unlocking value across the entire real estate lifecycle.

Today’s workplace technology solutions include the consideration of AI as a core element. AI, in this context, refers to the capability of machines to perform tasks that typically require human intelligence, such as learning, reasoning, problem-solving and decision-making. The goal is to enhance workplace operations and create smarter, more adaptive environments that align with business objectives and employee needs.

AI’s Growing Importance in Workplace Technology

As AI becomes more prevalent in the workplace, companies are increasingly providing guidelines on its responsible use. These directives are designed to help employees harness the benefits of AI while ensuring ethical, secure and compliant applications. Key areas of focus include balancing AI's potential with responsible usage, ensuring data privacy, maintaining transparency in AI-driven processes and keeping human oversight at the center of decision-making.

Workplace technology solutions are also evolving to incorporate AI more seamlessly. Whether through Integrated Workplace Management Systems (IWMS), Internet of Things (IoT) integrations or employee experience platforms, AI is driving new levels of insights, efficiency, accuracy and personalization.

Below are some of the top ways AI-enabled workplace technology solutions are shaping the future of work.

  1. Space Utilization and Optimization

    AI is revolutionizing how companies manage their office spaces by analyzing workplace occupancy and utilization data to optimize space use. AI algorithms can predict future space requirements based on historical data and emerging trends, enabling organizations to make informed, data-driven decisions about office layouts, capacity planning and the adoption of hybrid work models. Predictive AI insights can help companies strike the right balance between collaborative, individual, reservable and dedicated spaces, ensuring the office environment meets the evolving needs of their employees.

  2. Smart Workplaces

    AI is a key enabler of smart workplace initiatives, and AI-powered IoT integrations can help companies create more responsive and energy-efficient environments. By integrating AI with IoT devices and sensors, real-time adjustments to lighting, HVAC and other building systems can be automated based on occupancy and usage patterns, leading to significant energy savings and improved employee comfort—critical components of a sustainable solution. For example, AI can automatically adjust the temperature in meeting rooms based on the number of attendees or dim the lights in unoccupied areas to conserve energy. CBRE’s Smart FM automated maintenance determines when to deploy maintenance technicians to a site, reducing planned preventative maintenance hours, and associated costs, by 10-15%.

  3. Enhanced Employee Experience

    AI-powered workplace technology is increasingly focused on enhancing the employee experience by streamlining and personalizing services. From personalized workspace recommendations to automated service requests, AI helps create a more seamless and intuitive environment for employees. AI-enabled solutions assist employees in finding available rooms, booking optimal workspaces and engaging with virtual assistants. Additionally, AI-driven tools can arrange services like catering or cleaning, while digital assistants and chatbots help employees navigate facilities, access resources and complete tasks more efficiently. These features reduce friction in the workplace, allowing employees to focus on their core responsibilities. CBRE’s 2024 Workplace & Occupancy Management benchmarking data shows that 66% (up 1% from 2023) of occupancy management respondents are looking to improve workplace experience and 65% (up 14% from 2023) include this goal as part of their CRE Technology Strategy.

  4. Data-Driven Decision-Making

    AI is enabling data-driven decision-making at an unprecedented scale. Solutions are increasingly using AI to analyze vast amounts of data collected from various sources, including occupancy sensors, energy meters and employee feedback. These insights provide facility managers and business leaders with actionable intelligence to optimize real estate portfolios, enhance workplace safety and align operational decisions with business goals. AI-driven predictive analytics also help organizations identify trends and patterns that may not be immediately apparent, leading to more informed and strategic decisions. In CBRE Vantage™ Analytics, Next Action Engine provides the right insights to the right persona at the right moment to drive proactive and strategic decision-making.

  5. Automation of Administrative Tasks

    AI is helping to automate routine administrative tasks that were once time-consuming and prone to error. In IWMS platforms, AI can handle tasks such as work order management, scheduling and resource allocation with minimal human intervention. Automating these processes frees up facility managers to focus on more strategic activities, improving overall productivity. For example, AI can prioritize maintenance requests based on urgency or assign tasks to available personnel based on skill sets and workloads. This automation not only increases efficiency and reduces the risk of human error but also improves service delivery times. CBRE Smart FM users have seen up to a 20% cost reduction in maintenance activities through AI-driven automation, providing significant operational benefits.

  6. Advanced Scenario Planning and Simulation

    AI's ability to model complex scenarios and simulate future outcomes is revolutionizing workplace planning. IWMS and Computer Aided Facility Management (CAFM) solutions now feature AI-driven tools that can simulate various scenarios, such as changes in workforce size or shifts in remote work policies and predict their impact on space requirements. This capability allows organizations to plan for future needs with greater accuracy and confidence. For instance, AI’s scenario simulation can help businesses anticipate how a return to office might affect space utilization or how different workplace configurations might impact employee productivity and collaboration.

  7. Integration with Emerging Technologies

    AI is increasingly integrating with other emerging technologies—such as digital twins, augmented reality (AR) and blockchain—to create more sophisticated workplace management solutions. Digital twins, for example, allow companies to create virtual replicas of their physical spaces, enabling real-time virtual monitoring and simulation. AI enhances these digital twins by providing predictive analytics and automated decision-making capabilities.

  8. Predictive Maintenance

    AI-driven predictive maintenance is a game-changer for facility management. By analyzing data from sensors and IoT devices, AI can predict when equipment or building systems are likely to fail, allowing for proactive maintenance. This reduces downtime, extends asset life and lowers operational costs. For example, AI can monitor the performance of HVAC systems and alert facility managers when maintenance is needed, preventing costly breakdowns. Predictive maintenance not only improves operational efficiency but also enhances the overall reliability of workplace systems.

  9. Energy Management

    AI is playing a critical role in energy management within workplace technology solutions. AI can analyze energy consumption patterns and provide recommendations for reducing usage, helping organizations lower costs and minimize their environmental impact. IWMS platforms are increasingly integrating AI to automatically adjust building systems for energy efficiency, such as optimizing HVAC operations based on weather forecasts and occupancy levels. These AI-driven adjustments ensure that energy is used more efficiently, contributing to both cost savings and sustainability goals.

  10. Risk Management and Compliance

    AI helps companies manage risk and ensure compliance with safety regulations, building codes and sustainability standards. AI tools can monitor compliance and identify potential risks, such as safety hazards or maintenance issues. AI can also recommend and track corrective actions, ensuring that facilities remain compliant with relevant laws and guidelines. This proactive approach to risk management helps organizations avoid costly penalties and maintain a safe and resilient workplace.

Conclusion

AI is rapidly becoming a critical component of workplace technology solutions, enabling smarter, more efficient and more adaptive environments. From optimizing space utilization to enhancing employee experiences and automating routine tasks, AI-driven systems offer significant benefits for organizations seeking to improve their operations. Adopting AI-powered workplace technology can help companies gain a competitive edge by optimizing their resources, enhancing employee satisfaction and reducing operational costs. AI is not only a tool but a strategic advantage in workplace technology. By integrating AI across real estate operations, companies can unlock untapped value, improve efficiency and create a more dynamic workplace. The future of workplace technology is undoubtedly being shaped by AI, and organizations that embrace this trend will be well-positioned to thrive in an increasingly dynamic business landscape.

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