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Blog #36 Revolutionizing FM: A Candid Conversation with ChatGPT, the AI Assistant

This blog takes a slightly more advanced play on our previous blog about AI’s role in fixed asset management
(Click Here to read Blog#6). 
This time around we interviewed the much improved ChatGPT-4  and quizzed it about its role in FM.

Bear in mind when reading this, the transcript is direct from ChatGPT and the answers are its own.

Aran – AGS

Hi, I would like to interview you about your use in Facilities Management. Would that be ok?


Of course! I’d be happy to discuss how I can be used in Facilities Management. Please feel free to ask me any questions you have.

Aran – AGS

Ok, perfect. Well, firstly, hello. Thank you for taking the computing power to chat with me.

Could we perhaps begin with your definition of Facilities Management?


Hello! I’m glad to help and appreciate your interest in discussing Facilities Management.

Facilities Management (FM) refers to the coordination and administration of an organization’s physical assets, such as buildings, equipment, and other infrastructure, to ensure their proper functioning, safety, and efficiency. The primary goal of FM is to provide a safe, comfortable, and productive working environment while optimizing costs and minimizing potential disruptions.

FM encompasses various disciplines, including maintenance and repair, space planning, energy management, safety and security, cleaning and sanitation, and other support services. It requires a comprehensive understanding of the organization’s needs, relevant regulations and standards, and the application of best practices to achieve the desired outcomes.

Aran – AGS

A common question at the moment is of course AI and specifically ChatGPT’s new role in the world.

Could you specifically explain what you think ChatGPT’s role in Facilities Management might be?


Certainly! ChatGPT can play several valuable roles in Facilities Management, assisting with tasks, providing insights, and enhancing overall efficiency. Some specific applications include:

  1. Streamlining communication: ChatGPT can act as a centralized communication platform, fielding queries and requests from employees, contractors, and other stakeholders. It can automate responses to frequently asked questions, route requests to the appropriate personnel, and help reduce the response time.

  2. Assisting with data analysis: ChatGPT can analyze data from various sources such as sensors, maintenance logs, and energy consumption records. By identifying patterns and trends, it can help facilities managers make informed decisions to optimize performance, reduce costs, and prevent potential issues.

  3. Predictive maintenance: ChatGPT can use historical data to predict when equipment might require maintenance or replacement, enabling proactive scheduling and minimizing downtime.

  4. Compliance and regulatory support: ChatGPT can help facilities managers stay up-to-date with relevant regulations and standards, ensuring that the organization remains compliant and reduces the risk of fines or penalties.

  5. Training and knowledge sharing: ChatGPT can serve as a training resource, providing guidance on best practices, troubleshooting techniques, and other relevant information to facilities management personnel.

  6. Documentation and reporting: ChatGPT can automate the generation of reports and other documentation, making it easier to track progress, demonstrate compliance, and identify areas for improvement.

  7. Decision support: ChatGPT can help facilities managers evaluate the potential impact of various options, such as energy efficiency measures, building renovations, or equipment upgrades, to support informed decision-making.

These are just a few examples of how ChatGPT can contribute to Facilities Management. The versatility and adaptability of AI make it a valuable tool for addressing a wide range of challenges and needs within the FM domain.

Aran – AGS

A lot of these examples strike me as being a use case for ChatGPT being integrated with another software, how might your abilities be leveraged by a Facilities Manager using ChatGPT in isolation?


You’re right that many of the examples I provided involve integration with other software or systems. However, even when used in isolation, ChatGPT can still provide valuable support to Facilities Managers in several ways:

  1. Knowledge base: ChatGPT can serve as a vast repository of information related to Facilities Management. Managers can ask questions about best practices, common challenges, troubleshooting techniques, or any other relevant topic. This can help save time on research and allow them to make more informed decisions.

  2. Brainstorming and problem-solving: Facilities Managers can discuss problems or challenges they are facing with ChatGPT, and the AI can provide suggestions or alternative solutions based on its extensive knowledge. This can help stimulate creative thinking and potentially uncover innovative approaches to tackle issues.

  3. Task prioritization and time management: ChatGPT can help Facilities Managers identify high-priority tasks and develop strategies for effectively allocating their time and resources. This can lead to better overall management and productivity.

  4. Drafting and editing documents: ChatGPT can help Facilities Managers draft or edit various types of documents, such as emails, memos, or reports. This can save time, improve the quality of the documents, and ensure that they effectively communicate the intended message.

  5. Learning and development: Facilities Managers can use ChatGPT to learn about new trends, technologies, or developments in their field. This can help them stay up-to-date and ensure they have the necessary knowledge to make informed decisions.

These are just a few ways in which ChatGPT can be leveraged in isolation to support Facilities Managers. While the full potential of AI in Facilities Management is best realized when integrated with other systems, ChatGPT can still provide valuable assistance and insights on its own.

Aran – AGS

What would a Facilities Manager’s first steps be to utilise your abilities, in isolation (so we’ll make an assumption ChatGPT is not integrated into a software at this point)?


To begin utilizing ChatGPT’s abilities in isolation, a Facilities Manager would need to follow these steps:

  1. Access ChatGPT: Choose a platform or service that offers access to ChatGPT, such as OpenAI’s API, or select from the numerous third-party applications and tools that incorporate ChatGPT functionality. Some platforms might require a subscription or registration to access the AI’s capabilities.

  2. Familiarize yourself with the interface: Spend some time exploring the platform or application you’ve chosen, learning how to interact with ChatGPT effectively. This may include understanding how to ask questions, provide context or additional information, and adjust any settings related to the AI’s responses.

  3. Prepare your questions or tasks: Make a list of the questions you want to ask or tasks you need assistance with. This can include queries about best practices, troubleshooting issues, drafting documents, or even discussing new trends in Facilities Management. Organizing your questions or tasks beforehand can help ensure a more productive interaction with ChatGPT.

  4. Engage with ChatGPT: Start asking your questions or presenting your tasks to ChatGPT through the platform or application you’ve chosen. Provide as much context and detail as necessary to help the AI understand your query and deliver a relevant response.

  5. Evaluate the responses: As you receive responses from ChatGPT, assess their accuracy, relevance, and usefulness. Keep in mind that AI-generated responses may sometimes require verification or further research, as they might not always be entirely accurate or up-to-date.

  6. Refine your approach: Based on your experience, refine your interaction with ChatGPT to get more accurate or helpful responses. This might involve rephrasing your questions, providing more context, or exploring different topics.

By following these steps, a Facilities Manager can begin to leverage ChatGPT’s abilities to support their work, even without integration into specific Facilities Management software. As they gain experience and familiarity with the AI, they can continue to find new and creative ways to utilize ChatGPT in their daily tasks.

Aran – AGS

Thank you, that’s a comprehensive answer! What tools do you have natively built into ChatGPT that an FM could leverage?


ChatGPT is primarily designed as a conversational AI and a text-based language model, which means its main strength lies in understanding and generating human-like text. While it doesn’t have specific “tools” built-in like a software suite might, Facilities Managers can still leverage its capabilities in several ways:

  1. Vast knowledge base: ChatGPT has been trained on a large dataset, giving it extensive knowledge about various topics related to Facilities Management, such as maintenance strategies, energy management, building systems, and more. FMs can tap into this knowledge by asking questions and seeking guidance.

  2. Problem-solving and brainstorming: ChatGPT can help generate ideas and suggest alternative solutions for problems FMs encounter, based on its understanding of similar situations and best practices.

  3. Document drafting and editing: ChatGPT can assist in writing or editing various types of documents, such as emails, reports, or proposals, by providing suggestions or generating content based on the given context.

  4. Task prioritization and time management: FMs can discuss their tasks with ChatGPT to get recommendations on prioritizing and managing their time effectively.

  5. Learning and development: ChatGPT can provide insights into new trends, technologies, or developments in the Facilities Management field, helping FMs stay up-to-date and informed.

Please note that while ChatGPT excels in text-based tasks, it does not possess the ability to process or analyze non-text data (such as images, videos, or sensor data) natively. Additionally, it doesn’t have built-in integrations with other tools or software suites. To fully leverage ChatGPT’s potential in FM, it’s recommended to use it in conjunction with other specialized tools or integrate it into existing Facilities Management software, as previously discussed.

Aran – AGS

Ok, thank you.

As a parting question, give me 3 fun things FM’s could do with ChatGPT?


Certainly! Here are three fun ways Facilities Managers can use ChatGPT:

  1. FM-themed storytelling: ChatGPT can generate creative stories with a Facilities Management theme. FMs can provide a few prompts, such as characters, settings, or plot elements, and let ChatGPT weave an entertaining narrative. This can be an enjoyable way to unwind or even inspire team-building exercises.

  2. Facilities Management quizzes and trivia: FMs can use ChatGPT to create quizzes and trivia games about various FM topics, from historical facts about the industry to technical details about building systems. This can be a fun way to test their own knowledge, engage in friendly competition with colleagues, or even use as a creative learning tool for their teams.

  3. FM-related jokes and humor: ChatGPT can generate jokes, puns, or humorous anecdotes related to Facilities Management. This can lighten the mood, add some levity to meetings, or provide a fun way to engage with colleagues and team members.

While these examples may not directly contribute to the core responsibilities of Facilities Management, they showcase the versatility of ChatGPT and offer unique ways for FMs to enjoy some lighthearted moments in their work.

Aran – AGS

It would be rude of me not to get you to tell us a Joke, so to wrap up… can you tell us a funny FM-related joke?


Sure! Here’s a light-hearted Facilities Management joke for you:

Why did the Facilities Manager always carry a pencil and a piece of paper?

Because you never know when you might have to “sketch-ule” some maintenance!

Aran – AGS

Thank you once again, its been great chatting to you. We may come back for part 2 some point soon.


You’re welcome! It’s been a pleasure chatting with you as well. If you have any more questions or need assistance in the future, don’t hesitate to reach out. I’ll be here to help. Have a great day!

The future of FM is clearly already here. The question is, where might it take your career and the wider industry?

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