Facilities leaders are heading into 2026 with a lot to balance. Buildings are aging, budgets are tight, hybrid work as the standard still needs to be optimized, and AI is shifting from a buzzword to something leaders expect meaningful outcomes from. This year will make the difference between industry leaders and everyone else much more visible.
After reviewing research from IFMA, JLL, CBRE, Deloitte, and leading facilities management groups, these are the five shifts that will shape the year ahead.
1. The Rise of the FM Data Analyst
Facilities teams have always collected data, but how they use it varies widely across the industry. Some teams have strong reporting capabilities with centralized dashboards and system integrations. Others still rely on spreadsheets, paper work orders, email threads, or technician notes that never make it into a consistent system of record. The data exists, but it is not always structured or reliable enough to support long-term planning, reporting, or AI initiatives. IFMA’s recent research highlights this growing gap and reinforces the need for analytics skills inside FM teams, while more organizations are hiring for FM data analyst roles.
What is driving the shift
- Leaders want clearer visibility into asset performance, utilization, and operating costs.
- Reporting expectations from finance and the C-suite continue to increase.
- AI and automation require structured and complete datasets that someone must manage.
The industry is moving from simply collecting data to actually using it to drive decisions. Teams that organize and analyze their information will be better positioned in 2026.
How to prepare
- Standardize KPIs across sites.
- Build dashboards that support routine reporting.
- Upskill team members who already show interest in data.
2. Technology Laggards Will Fall Further Behind on AI
Many organizations are experimenting with AI, but only a small number are seeing real value. JLL’s global research shows a clear divide. Companies with clean data and modern systems are making progress with their AI initiatives. Those without these foundations struggle to move beyond pilot projects.
What is driving the shift
- AI is only as strong as the data it draws from.
- Organizations with integrated systems and standardized workflows are already seeing measurable improvements.
- Executives are beginning to expect AI to deliver results tied to downtime, cost reduction, or energy performance.
In 2026, the difference between early adopters and those still operating with siloed or incomplete data will become more pronounced. AI will not be a differentiator by itself. Data readiness will.
How to prepare
- Select AI use cases that solve real problems.
- Map the data and integrations required for each use case.
- Improve foundational practices including asset lifecycle accuracy and consistent work order data.
3. Facilities Teams Will Play a Role in Portfolio Right-Sizing
Deloitte’s 2026 Commercial Real Estate Outlook shows that the market is stabilizing, but not evenly across sectors. Industrial and digital-economy properties continue to perform well, while traditional office buildings remain challenged due to hybrid work and shifting demand. This uneven performance is prompting many organizations to take a closer look at their real estate footprints. Facility managers are becoming key contributors because they hold the operational and cost data needed to evaluate each location’s true value.
What is driving the shift
- Hybrid work continues to lower daily occupancy, which increases the need for accurate utilization data.
- Leadership teams want clearer visibility into operating costs, facility condition, and energy performance across sites.
- Deloitte’s findings show that organizations are pursuing more selective investment strategies, which require accurate insights from facility operations.
As portfolio decisions become more data driven, facility teams are being asked to provide meaningful comparisons across different buildings and locations. Their insights help identify which facilities are performing well, which are becoming liabilities, and where consolidation or reinvestment would have the greatest impact. This expanded role strengthens the connection between facility operations and long-term business strategy.
How to prepare
- Benchmark occupancy, operating costs, maintenance backlogs, and energy usage across all locations.
- Strengthen collaboration with real estate, finance, and workplace strategy teams.
- Present clear recommendations based on cost, condition, risk, and utilization to support decisions on keeping, consolidating, or repurposing space.
4. Maintenance Data Will Play a Bigger Role in Capital Planning
Organizations are looking for ways to make capital planning more predictable and less reactive, and many are beginning to rely on the data already captured in their maintenance systems. Industry guidance from organizations like APPA highlights the value of using facility condition information, maintenance histories, and lifecycle considerations to inform long-term investment decisions.
What is driving the shift
- Leadership teams want capital requests supported by documented evidence rather than assumptions.
- Maintenance histories reveal patterns in failures, costs, and asset performance that one-time inspections may not capture.
- Data-backed capital requests move faster and face fewer challenges.
As more organizations work to align capital spending with operational needs, facility teams are being asked to provide clearer insight into asset reliability and lifecycle trends. Their data helps determine which assets carry the most risk, where investments will have the strongest return, and how delaying renewal may affect operations. This brings maintenance and capital planning closer together than in past years.
How to prepare
- Standardize asset data and ensure maintenance histories are complete for critical equipment.
- Improve work order documentation so that trends in costs, failures, and conditions are easy to interpret.
- Align with capital planning teams on shared scoring criteria for condition, criticality, and risk.
5. Designing Workplaces for Hybrid as the Default
Hybrid work is no longer a transitional phase. CBRE’s research shows that close to 80% of occupiers have adopted a hybrid work policy and intend to continue them. Their findings make it clear that traditional one-desk-per-person planning no longer fits how people use space. Instead, companies need a better understanding of attendance patterns, peak days, the mix of spaces employees prefer, and how utilization changes throughout the week.
What is driving the shift
- Many workplaces continue to operate below full occupancy and need to right-size based on actual utilization.
- Employees want an experience that justifies the commute.
- Organizations are prioritizing quality of space over quantity of seats.
Expect ongoing adjustments rather than one-time changes. Real-time usage data will guide decisions about whether to repurpose, redesign, or reinvest in a space. This requires close partnership across FM, HR, and IT.
How to prepare
- Track space utilization with sensors and reservation systems.
- Set thresholds that indicate when a space should change.
- Collaborate with HR and IT to support both people and technology needs.
Conclusion: What This Means for 2026
Across these trends, one theme stands out. Data is becoming the foundation for every major decision. Facilities teams that invest in accurate data, integrated systems, and strong cross-functional partnerships will be best positioned to manage costs, improve reliability, and enhance workplace experiences.
A strong plan for 2026 should focus on strengthening analytics capabilities, standardizing asset and maintenance data, reviewing the portfolio with real performance insights, using maintenance data to guide long-range capital planning, and adopting AI in practical ways that support clear goals.
If you want support building these capabilities, Nuvolo works with organizations across healthcare, life sciences, government, and commercial sectors to modernize maintenance, asset management, and workplace operations. Learn how Nuvolo can help you take the next step in your 2026 strategy by scheduling a low-commitment meeting today.