Why the future needs simpler facilities management

A team of engineers gathers in a sleek new office space to finalise a critical product release that could put their company ahead in the race for AI dominance. But just as they begin, the HVAC (Heating, Ventilation, and Air Conditioning) system fails. The room overheats, the video conferencing system cuts out, and an entire day of progress is lost. It’s a small disruption with outsized consequences, and for tech companies operating at breakneck speed, it’s all too familiar.

Tech companies are reshaping the future, building everything from generative AI and autonomous systems to immersive virtual platforms. The competition is fierce, and the pace of innovation relentless; so, they can’t afford to be slowed down by broken HVAC systems or outdated infrastructure. Yet, for many companies, the very spaces where their teams work, create, and innovate, are anything but future-ready.

They have some systems in place—smart buildings that generate a flood of real-time data, new facilities management (FM) platforms that promise agility—but many organizations struggle to integrate them without disrupting legacy systems or are unable to turn the data into valuable action.

What’s needed is a simpler, more strategic approach to FM, one that cuts through complexity, aligns global ambition with local execution, and transforms the workplace into a silent enabler of innovation, not a stumbling block to it.

Scott Aoki, Technology Industry Managing Director for APAC & Mainland China at JLL, points out that the challenge of FM is magnified for global companies in APAC, where each market presents unique infrastructural, regulatory, and cultural considerations.

Companies must navigate these diverse regulations, while balancing global consistency with local needs.

“Global requirements like fire certification may be standardized, but the implementation process varies significantly by country,” says Aoki. “It would take a lot longer to get that done in India and China than it would in Singapore, for instance.”

This is due to various factors beyond a company’s control, and so they need local connections and technical expertise to navigate these country-specific regulations effectively.

Beyond regulatory challenges, technology integration also presents significant hurdles. “You need to get InfoSec (information security) clearance for any system today in an office space. This really limits a lot of companies that can’t conduct rigorous testing before implementing new tech,” says Aoki.

This security-versus-innovation tension creates a chicken-and-egg problem that slows the adoption of new technologies. “You want to bring something new to the organisation, but you’re asked, ‘Have you got InfoSec clearance on that?’ If the answer is no, they say, ‘Well, then, come back when you get that done,’” notes Aoki.

Because of these challenges, global companies managing dozens of sites often rely on patchwork systems that fail to communicate, leading to wasted resources and inconsistent quality. “Some companies are just getting around to thinking about real estate and FM seriously. It was never part of the strategic roadmap. Now, they’re trying to retrofit simplicity into very complex ecosystems,” explains Aoki.

As complexity mounts—from varying market conditions and regulatory hurdles to challenges with technological integration—the solution isn't to layer on more systems. The key is to design FM that cuts through the noise.

That starts by making complexity manageable. Across the tech sector, a new generation of FM platforms is transforming how organizations manage their real estate. Predictive maintenance technologies now identify potential failures before they happen, minimizing downtime and prolonging asset life. IoT sensors track real-time occupancy, enabling smarter use of energy and cleaning resources. And centralized dashboards pull these data streams together, giving leaders a global view of asset health, space usage, and operational performance at a glance.

These tools are especially critical in high-tech facilities, where precision-controlled environments, sensitive equipment and tightly managed access protocols mean even minor disruptions can have major consequences.

But in a region as varied as APAC, “simplifying FM starts with aligning global vision and local execution,” says Aoki.

JLL’s model exemplifies this global-local philosophy in practice. “When our global contracts flow down to our teams in APAC, we have a structure in place to ensure every line of work is executed properly. Whether it’s procurement or finance, we make sure everything is compliant and tracked locally,” Aoki explains.

“We stay closely connected to our on-ground teams and provide ongoing support, even in countries where we may not see immediate ROI. JLL looks at the region holistically; we don’t underinvest in one market simply because that country’s P&L isn’t as high as some others. This is how we keep the global, regional, and local functions perfectly aligned,” Aoki elaborates.

Beyond execution, smart tools also serve as sustainability enablers. Aggregating clean, consistent data across sites allows companies to uncover opportunities for energy optimization, waste reduction, and carbon savings. Building Management Systems (BMS) track airflow, water usage, and HVAC performance, flagging inefficiencies in real time. AI-powered platforms go further, analysing work order data to highlight which fixes deliver the greatest cost savings or environmental benefits.

“These solutions help to spot and then immediately prioritize defects,” says Aoki. “The system might tell you: here are 15 issues, but fixing these five today will save $40,000. That’s what makes it powerful; you can act with purpose.”

This purposeful approach to FM must be championed by tech leaders. Aoki advises company leadership to establish a long-term vision for their FM needs rather than reacting to challenges as they arise.

Aoki also sees this as a powerful opportunity for collaboration. He recalls pre-COVID initiatives where major tech firms partnered with JLL to co-develop solutions, with the intention of eventually bringing them to market. These partnerships reflect a larger shift in mindset: FM is no longer just a cost centre, but a platform for innovation.

“Tech companies grew so fast that facilities management wasn’t a priority and their focus was, understandably, on their core products,” Aoki reflects. “Now, as they mature, they’re starting to invest in FM, but their expectations are shaped by their own pace of innovation and they want constant iteration and enterprise-grade tools which aren’t always feasible for FM providers. The real opportunity lies in working together to co-develop solutions that meet their needs, while recognizing that innovation in this space requires both technical ambition and operational reality.”

As APAC continues to grow in strategic importance, companies that simplify their approach to FM will gain a lasting competitive advantage. Tech companies have the chance to define their FM blueprint from the ground up by designing systems that are as forward-thinking as the products they create.

When the infrastructure behind innovation becomes seamless and invisible, tech companies can realize full potential and focus on what matters most: building the future.