Processes backed by artificial intelligence (AI) can help organizations improve efficiency, enhance decision making, and personalize the employee experience. However, the success of AI is not just about technology. Before organizations can see the advantages, they need a company culture that supports AI implementation.
Benefits of AI-backed workflows for workplace and facility management
Eptura’s 2025 Workplace Index report highlights several key benefits of AI for workplace, operations, and maintenance leaders, including:
- Enhanced efficiency and productivity: Companies can use AI to automate routine tasks like scheduling, maintenance, and resource allocation, freeing up employees to focus on value-added work.
- Improved decision-making: AI-driven analytics provide real-time insights and predictive analytics, enabling managers to be more strategic when planning.
- Enhanced employee experience: Organizations can leverage AI to personalize the workplace experience by tailoring environments to individual preferences, improving comfort, and enhancing overall job satisfaction.
One of the main findings from the report is that while organizations know about the gains they can achieve from AI, many are still in the initial stages of trying to use it.
Common reported challenges when implementing AI
According to the report, some of the issues of applying AI are purely technical, stemming from the limitations of existing single-point systems. Insufficient cross-platform integration and data silos, for example, can create inefficiencies that increase operational costs. Data remains isolated within specific departments or systems, making it difficult to combine, analyze, and report efficiently. Organizations then often miss valuable insights or must invest too much time and effort trying to find them.
The top-reported challenges, however, are not technical. Instead, they are connected to a company’s culture.
Companies are concerned that their employees are not ready for AI. In fact, over 50% of organizations we surveyed reported insufficient employee skill sets and knowledge as significant barriers to adding AI to workflows. Many employees share those concerns. In a recent survey by Wiley, 96% of respondents felt stressed about changes at work, with 40% stating they struggled to understand how to integrate AI into their workflows. A full 75% admitted they lacked confidence in using AI.
This means successful implementation requires more than purely technical solutions.
How to create a company culture that supports AI implementation
Company culture plays a crucial role in the overall success of any organization. Using regular feedback mechanisms, recognizing employee contributions, and aligning values with company goals, for example, are effective strategies to help shape employee behavior, productivity, and satisfaction. There are several steps companies can take to create a stronger environment for AI-backed workflows.
Leadership buy-in and advocacy
Leaders should not only communicate the benefits of AI but also set a clear and compelling vision for how the technology can help transform the organization. Managerial support and enthusiasm create confidence and drives adoption across all levels of the company. In episode 145 of the Asset Champion podcast, “’Serving a Purpose’ – Facilities Maintenance, Restoration, and Training,” Lisa Lavender, CEO at Lever360, explains the critical role leadership plays in successful AI implementation.
“Impact is related 70% to management engagement,” explains Lavender. “When we don’t have the leadership throughout the company buying in and engaged with people who are training, that’s going to be a barrier to getting that impact from training.”
Cross-functional collaboration
Teamwork and coordination between different departments help ensure initiatives align with larger business goals. Cross-functional teams can bring diverse perspectives and expertise, helping identify the most impactful use cases and ensuring AI solutions are integrated effectively across the organization. In an office environment, the workplace experience team can use AI algorithms to monitor the condition of office equipment and facilities in real time. They can enhance employee comfort and productivity by proactively addressing issues such as HVAC performance and lighting. Additionally, the maintenance team can use the AI system to generate automated work orders, streamlining their workflows and helping them respond more quickly to employee concerns.
Continuous learning and improvement
Opportunities for ongoing education and skill development help employees stay up to date on the latest AI trends and technologies. Companies can facilitate workshops, webinars, and access to online courses. A culture of continuous learning and improvement also ensures that the organization remains agile and adaptable in the rapidly evolving field of AI. Fostering core values of curiosity and innovation can help employees feel more engaged and motivated, leading to better adoption and utilization of AI technologies.
Data-based processes and policies
Regardless of their progress, computer-backed processes remain subject to the adage “Garbage in, garbage out.” Accurate data is essential because it ensures model reliability. Poor-quality data can lead to biased or incorrect predictions, undermining the effectiveness of AI systems, while high-quality, well-curated data helps AI models learn and make better decisions, leading to more successful outcomes.
Companies can support a positive culture around data by investing in:
- Data-driven decision-making: When employees at all levels are encouraged to use data to inform their choices, from daily operations to strategic planning, it helps build a mindset where data is seen as an asset and decisions are based on objective, measurable information rather than intuition alone.
- Data quality and integrity: Organizations should implement processes to ensure data is clean, up to date, and consistent through regular data audits, validation processes, and the use of data governance frameworks.
- Collaborative data projects: Breaking down data silos ensures AI solutions are comprehensive and well-integrated. By promoting a culture of collaboration, companies can leverage the diverse expertise of their employees, leading to more innovative and effective AI solutions.
The right policies and procedures support better implementation of AI. And once in place, these AI-backed workflows create positive feedback loops, helping in turn to improve company culture.
AI, company culture, and the virtuous cycle
The connections between company culture and AI execution are bidirectional. “Business culture affects AI deployments, and AI deployments affect business culture,” according to a 2023 working report from the Massachusetts Institute of Technology’s (MIT) Sloan School of Management.
Companies that add AI-backed workflows can see marked improvements in employee performance and wellbeing. MIT researchers, for example, reported a rise in overall productivity, decreased inequity between workers, and improved job satisfaction when they used a large language model to support workers. According to the working report, “75% also saw improvements in team morale, collaboration and collective learning.”
How AI-backed scheduling for office days supports communication and collaboration
Automated meeting scheduling can significantly improve communication and collaboration within a company. By using AI to schedule meetings, employees can avoid conflicts and ensure they include all necessary participants.
AI for desk booking suggestions can play a role in improving collaboration by intelligently suggesting meeting spaces based on the number of participants, the type of meeting, and the availability of resources, helping create a more efficient and organized work environment where employees can easily find and book the right spaces for their needs, thereby reducing the stress and time spent on logistics.
Pattern-based reservations can help streamline the booking process as the AI learns from past booking patterns and preferences. Because the system can make more accurate and personalized suggestions, employees can quickly find the best available options for their meetings and work sessions.
Automated team days help employees organize regular team meetings and collaboration days. AI can automatically schedule these events, considering team availability and preferences, which helps maintain a consistent and structured approach to team collaboration. Natural-language reservations make the booking process even more user-friendly. Employees can simply type or speak their booking requests like they were communicating with another person, and the AI will schedule it, making the entire process seamless and intuitive.
By integrating AI-driven solutions, companies can create a more connected, efficient, and collaborative work environment that supports a positive company culture. As employees see the benefits of AI in their daily tasks, they are more likely to embrace modern technologies and contribute to a culture of innovation. A positive relationship between AI and company culture ensures that the organization remains agile, adaptive, and forward-thinking, driving long-term success.
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By Erin Sevitz
Erin has 15 years of experience, including 10 years in thought leadership on workplace management and the built environment. In her current role she oversees teams responsible for worktech insights and engaging Eptura’s 16,000 customers worldwide. Previously she led communications for the International Facility Management Association, a global industry nonprofit dedicated to professional development for workplace strategists, building managers, and corporate real estate.
