IFMA Advocacy Forum 2025, Oct. 21–22 in Washington, D.C., is an opportunity for facility managers working in government to connect directly with policymakers, industry leaders, and fellow professionals. The event includes sessions with members of the U.S. Congress and federal agencies, giving attendees insight into the legislation and regulations shaping the built environment.
The event is a reminder of just how many trends facility managers (FMs) around the world need to understand to consistently deliver value while controlling costs.
Key takeaways
- Facility managers in government settings can leverage new technologies to help teams work more efficiently, plan more accurately, and deliver better outcomes for the public
- AI can be used to turn data into practical insights, detect subtle changes in equipment performance, and build dynamic service schedules, while sensors combined with automation can provide real-time visibility into building conditions and asset performance, allowing for faster response times and improved safety
- Digital twins give facility managers a virtual model of their buildings and assets, combining design data with real-time information from sensors and maintenance records to support capital planning and navigating energy compliance regulations
For FMs at government facilities, staying informed about emerging technologies is essential to keep operations running smoothly and ensure public spaces remain safe, efficient, and responsive to the communities they serve.
Digital transformation in public sector operations
Governments continue to invest in digital transformation to improve public services and internal operations. The U.S. Department of Agriculture, for example, expanded its online services through Farmers.gov, where farmers can apply for loans, request disaster assistance, and manage conservation efforts. USDA staff use the platform to collect data, identify trends, and adjust programs based on real needs.
In the United Kingdom, the Government Property Strategy outlines a plan to create more efficient and inclusive workplaces. It calls on facilities professionals to lead the way by applying modern standards, tools, and technologies.
Facility managers play a key role in this shift, using data and technology to streamline workflows, reduce costs, and meet sustainability goals. These efforts go beyond software adoption. They involve real people making smarter decisions with better tools.
Facility managers in government settings should focus on a range of new technologies, including:
- Automation and the Internet of Things (IoT)
- Artificial intelligence (AI)
- Digital twins
These tools can help teams work more efficiently, plan more accurately, and deliver better outcomes for the public.
Smart automation and IoT for real-time, actionable facility insights
Facility managers have used automation for years to handle routine tasks like lighting and climate control. Today, they’re combining automation with IoT devices to gain real-time visibility into building conditions and asset performance. The shift allows teams to respond faster, reduce waste, and improve safety.
Managers can install occupancy sensors to track how often rooms are used, then adjust cleaning schedules and HVAC settings based on actual usage. Maintenance teams can place condition sensors on boilers, generators, and other critical equipment to detect early signs of failure. When a sensor picks up unusual vibrations, the system alerts the technician, who can inspect the asset before it breaks down.
Inventory teams use RFID tags and QR codes to monitor supplies. When a janitor checks out the last box of bleach, the system notifies the manager to reorder. In meeting spaces, occupancy sensors can release unused rooms and adjust lighting and temperature automatically, helping staff conserve energy and free up space.
In government buildings that serve the public like libraries, health clinics, and municipal offices, technology can help improve comfort, accessibility, and responsiveness. IoT sensors can monitor air quality and lighting to create healthier environments.
These tools don’t work in isolation. Facility managers configure them, monitor the data, and make decisions based on what they see. The result is a more responsive and efficient operation that can adapt to real-world conditions instead of relying on fixed schedules.
AI for smarter maintenance and procurement
It’s difficult to overstate the excitement for AI-backed workflows. In fact, in their report “Gamechanger: A Facility Manager’s Guide to Building a Relationship,” IFMA describes AI as a “paradigm change that redefines operational efficiency, enhances decision-making, and improves service quality.”
Facility managers can use AI to turn large volumes of data into practical insights. Instead of relying on fixed schedules or gut instinct, teams can analyze patterns in energy use, equipment performance, and occupancy to make informed decisions. For example, teams can use AI to detect subtle changes in vibration or temperature in HVAC units, flagging potential failures before they happen, reducing downtime and extending asset life.
Maintenance teams can also use AI to build dynamic service schedules. By reviewing sensor data and historical repair records, they can identify which assets need attention and when. In the report, IFMA notes that AI-backed systems can also categorize work orders based on urgency and impact, helping teams prioritize tasks and allocate resources more effectively.
AI also plays a growing role in compliance and procurement. Facility teams can use AI-backed platforms to track vendor performance, flag contracts that don’t meet sustainability goals, and maintain accurate records of building systems and upgrades. Audits become faster and more transparent, especially for teams managing large portfolios or public-sector buildings.
Digital twins for planning, performance, and compliance
Digital twins give facility managers a virtual model of their buildings and assets. These models combine design data from BIM and CAD with real-time information from sensors and maintenance records. Managers use them to visualize systems, plan upgrades, and troubleshoot problems before they happen.
When a team needs to locate an asset or review its specs, they can check the digital twin instead of searching the building. During renovations, managers use the twin to identify plumbing, wiring, and structural elements, avoiding costly surprises. For example, if two meeting rooms need to be combined, the twin shows exactly where the pipes and cables run.
Digital twins also support capital planning. Managers simulate different scenarios like adding solar panels or upgrading HVAC systems and forecast the impact on costs, energy use, and performance.
Use case: Navigating EU energy regulations with data-driven tools
Facility managers across the European Union (EU), for example, are under growing pressure to meet stricter energy compliance rules set by the Energy Efficiency Directive (EU 2023/1791) and the Energy Performance of Buildings Directive (EPBD). These regulations require facilities with high energy use to either implement ISO 50001-certified energy management systems or conduct regular audits with published action plans.
Starting in 2028, new public buildings must meet zero-emission standards, and all buildings are expected to follow a path toward full decarbonization by 2050.
These changes are reshaping how facility teams manage operations, with a shift toward performance-based contracts and smart technologies that link vendor accountability directly to energy savings.
Digital twin technology can be an important tool for facility managers navigating a tightening energy compliance landscape. By creating a dynamic, data-rich model of a building or portfolio, digital twins allow teams to monitor real-time energy consumption, emissions, and resource use across systems. The added visibility helps FMs identify inefficiencies, prioritize upgrades, and validate performance against regulatory benchmarks.
As the model evolves with new data, it creates a feedback loop that improves both operational decisions and reporting accuracy, essential for audits, ISO 50001 certification, and long-term sustainability planning.
Beyond tracking, digital twins support capital planning and retrofit strategies by simulating the impact of upgrades before they’re implemented. Facility managers can model how changes to HVAC systems, lighting, insulation, or controls will affect energy performance and compliance outcomes, helping teams build stronger business cases for investment, align with decarbonization targets, and avoid costly missteps.
Creating smarter public spaces with new tech
Facility managers at government agencies are at the center of a major shift in how public spaces are maintained, optimized, and modernized. The IFMA Advocacy Forum 2025 highlights the importance of staying informed on the policies, regulations, and technologies reshaping the built environment.
Whether it’s improving energy efficiency, streamlining maintenance, or enhancing citizen services, facility managers have an opportunity to lead digital transformation across government. By investing in the right tools and skills, they can create safer, more responsive, and more sustainable public spaces.
Frequently asked questions
By Jonathan Davis
As a content creator at Eptura, Jonathan Davis covers asset management, maintenance software, and SaaS solutions, delivering thought leadership with actionable insights across industries such as fleet, manufacturing, healthcare, and hospitality. Jonathan’s writing focuses on topics to help enterprises optimize their operations, including building lifecycle management, digital twins, BIM for facility management, and preventive and predictive maintenance strategies. With a master's degree in journalism and a diverse background that includes writing textbooks, editing video game dialogue, and teaching English as a foreign language, Jonathan brings a versatile perspective to his content creation.
