AI Fundamentals for Facility Managers

Tools like ChatGPT, Claude, and Gemini predict likely text based on patterns in their training data and whatever you give them. They are excellent at drafting, summarizing, restructuring, and explaining.

They do not 'look up' facts unless connected to a source, and they do not know your building. A fluent answer is not evidence that the answer is right.

Drafting vendor scopes and emails, summarizing equipment manuals, turning meeting notes into action lists, writing spreadsheet formulas, and proposing first-pass analysis of exported data.

Calculations over large datasets, safety-critical procedures, code compliance interpretations, and any number that will drive a budget or a staffing decision. Use AI to propose — then verify.

Don't paste confidential drawings, personal data, security details, or contract terms into public tools. Check your organization's AI policy. When in doubt, use synthetic or anonymized data.