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The purpose of this study is to explore how the discipline facilities management (FM) can be developed in a smart city perspective through considering the current and new FM services under the role of Urban FM, as well as governance structures that limit and enable it.

The approach is primarily theoretical by examining current literature around the ideas of Urban FM and Smart Cities linking them to observations in one city aiming to be a Smart City. This specific paper focusses on maintenance management, workspace management and energy management services in a Smart City perspective.

The results outline how Urban FM can fill the gaps that are apparent in city planning through connectivity to communities and neighbourhoods using the Smart City not only approaches of optimising data but also considers prominent governance structures of FM, Urban FM, City Planning and Smart Cities. The study addresses the limitations of what can be done when cities are not organisations, which make identifying the “core business” obscure and intangible but attempts to overcome this limitation by considering social value in communities and wider linkages to the city environment.

The paper sets out the potential of Urban FM in Smart Cities, but the findings are limited to primarily theoretical research and need further empirical examination.

The results indicate how facilities management can improve services in cities through the digitalisation of cities and the role of Urban FM. The study will be useful for municipalities in examining how to improve facilities, particularly in cities that aspire to be a Smart City and it is also important for policymakers in considering governance structures to meet sustainable development goals.

The study positions the discipline of facilities management in Smart Cities which has the potential to improve facilities in cities and the development of Urban FM.

Against the background of earlier publications on the future of facilities management (FM) and acknowledging digitalization and sustainability as two major shaping forces, the purpose of this paper is to place contributions to the special issue in the perspective of current opportunities for FM research.

After a review of publications since the 1980s, dealing with the future of FM, there is an analysis of how the forces of digitalization and sustainability have emerged over five decades. The articles of this special issue are introduced against this background. Opportunities for future FM research are identified, and the relation between research, education and practice is discussed.

Megatrends outlined in the 1980s still shape how FM develops. Digitalization supports sustainability not only through workplace change and building design but also through performance measurement, certification schemes and an awareness of the wider urban context.

Opportunities for FM research are created by digitalization and concerns with sustainability, combining environmental and social aspects. Relations between organizations studied in an FM context are important. Within organizations, employee issues and risk management are emphasized.

Policies and schemes for sustainable buildings should be linked to sustainable FM more clearly. The relation between research, education and practice needs to be consolidated as a basis for research and development, as illustrated by a number of studies belonging to this special issue. To reach the goals of sustainable development, we need to develop the knowledge and theoretical frameworks that can be applied to and used by practice. The recent ISO FM definition appears as narrow and should be extended to recognize facilities’ life-cycle issues as well as broader urban and social concerns.

This paper highlights the importance of basing FM research on an understanding of the fundamental forces that shape change.

The purpose of this paper is to explore how sustainable facilities management (SFM) and sustainable buildings (SB) can be designed and managed, bridging these gaps with a more integrated process. The need to bridge the traditional gap between design, construction and FM demands more effective solutions based on life cycle assessments. This also requires a coordinated approach with emerging environmental and sustainable initiatives in new and refurbished buildings. The solutions to these issues and aspects of the “Green Shift” need to be co-ordinated at the strategic and tactical levels of an organisation with an aim of further implementation at the operational level.

This paper takes the form of an exploratory approach based on six different case studies. The data have been sourced from cases studies involving interviews and documentation from large public institutions on how they manage and operate their existing buildings and how FM strategies are coordinated at all levels. A particular focus has been placed on buildings for higher education and research institutions. The authors have used a theoretical multidimensional framework for analysing the gaps based on models for sustainable development, life cycle assessments of buildings and recognised models for efficient FM. The case studies have been supported by literature research and documentation from a number of applied projects.

In conclusion, this study demonstrates that in the context of the Norwegian cases, there is currently little consistency in the degree to which the bridging of the gap between sustainable FM and SB is achieved or attempted.

This paper offers a contribution to the study of how public buildings approach the development of the building stock, whilst also dealing with the challenges associated with bridging the gap between the buildings and the FM that supports the building. The introduction and use of a multidimensional theoretical framework for analysing sustainability in buildings and FM creates a new platform for further research, development and implementation in practice.

The purpose of this paper is to test possibilities of real participation in FM field in response to the energy sustainable demand by using new technologies for better communication. It is acknowledged that the technological innovation is a necessary condition to make a city sustainable, though the challenge is not primarily on technology but on service transformation and improvement. Improving service quality requires the participatory and synergetic processes that attract an extra attention to the social and management aspects of urban planning.

This is an evidence-based research, which shows how FM can extent its impact on the build environment and society by bringing the socio-physiological aspect and the community in the central of the planning and design process.

An “urban” facility manager, through integration of multiple disciplines in a human-centre approach, can become the enabler and implementer of sustainable urban ecosystem, i.e. balancing social, economic and environmental pillars. This requires central involvement of FM in the planning and decision-making processes; therefore, its role and impact should be enlarged and better communicated. The enlargement of the FM's role initially requires an effective communication with people, whose behavioural change are prerequisite for the sustainability transition. The communication between FM and people should be interactive and iterative, in which they both define problems/needs and co-create the relevant solutions.

This paper depicts an evidence-based FM practice, in which the website as an interactive tool is co-designed by the “facility management” students and the citizens to contribute to the real citizen participation in an effective communication process.

The high value for both, citizens and facility manager, is co-created information platform for upgrading the sustainability level and well-being in the communities. The tool is seen as an important starting contribution for the Paris climate agreement, and as a step toward human-centric-oriented urban sustainable regenerating project.

This paper aims to illustrate where facility management (FM) is having an impact on the urban environment and what other work needs to be done to easier facilitate achievement of the sustainable development goals (SDGs). This is important for practices as it highlights opportunities where the FM discipline can develop and to research to illustrate where the discipline is going. The societal benefit is that we see Urban FM as an intermediator between citizens, public and private practices providing the platform of how they can work together for mutual benefit.

The method used is a literature review, looking latest state-of-art in the mentioned field has been assessed and the developments along with potential future research focuses, have been identified. The current scope to expand FM role were also taken into consideration from a recent workshop at the EuroFM conferences 2019 and 2020, several presentations at the CIB World Congress Hong Kong 2019, CIRRE 2018 and 2019, and special Facilities’ issue, illustrating how FM works within Urban environments and the potential contribution the discipline makes on neighbourhoods, communities and broader city-scale.

The authors present how FM fits in with a Smart and Sustainable City context by positioning communities as core for meeting SDGs, but they often fall out of needs perspective for hard and soft services. Since 2018, the authors have intensely worked on this topic developing conference papers at both a European and international level. The topic of Urban FM is growing in importance based on out interactions at these conferences and interactions with FM network groups. In addition, the authors have been identifying gaps, with communities that are currently not being met by current urban practice perspectives but could be met through an Urban FM practice perspective. They have engaged an educational perspective of Urban FM by developing workshops, summer schools with students from around Europe and new courses. With a specific focus on this concept, it is important to branch out ideas and disseminate of what a more structured urban FM is.

Smart and Sustainable Cities has been a focus for many years now from various perspectives such as urban planning and technology providing solutions and frameworks on how to manage increasing populations in cities. What these studies neglect is a service-oriented perspective supporting the livability requirements and social values of future and current communities living in cities which goes beyond operating and maintaining infrastructure of cities. This neglect which highlights the need to develop an understanding where FM expands its role in the urban environment.

The aim is to highlight solidify research that is happening in this area where FM links to the urban environment and the benefit it has in terms of sustainability. It illustrates to practice and teaching that the concept of FM is relevant within an urban environment, creates stronger connections within and between citizens and cities and illustrate how Urban FM is necessary in facilitating community facilities.

Studies of BIM examine the potential benefits in maintenance. There is also a perspective maintenance teams should be involved early in the building project process. The purpose of this paper is to address the lack of understanding on learning processes for BIM in maintenance in the early building project stage.

Case study is used to examine the context maintenance learn about BIM. Maintenance managers and project managers were interviewed where discussions centred on a new build project which introduced BIM and how it would impact current practices.

Learning happens at the early building project stage for BIM into maintenance influenced by external and internal contexts. The external context focuses on the UK government on being a catalyst for explorative learning. Meaning is added by maintenance teams through exploiting what is learnt from the external influence which is contextualized within current activities. Internal shaping of BIM is explored through building scenarios and exploitation learning occurs from past experiences of change which are inferred onto BIM. There is a necessary balance between exploration and exploitation learning in order to shape BIM for maintenance.

The paper is limited to one case study, however, it takes an in-depth look at the development of BIM in maintenance and how it is understood in maintenance.

The contribution of the paper examines the context of learning in which BIM is shaped in maintenance.

Innovation in facilities management (FM) is a complex process as FM is a diverse discipline. This paper aims to use innovation trajectories to explore this complex process through the introduction of a technology innovation in two FM services of security and workspace management. It also aims to consider the discourse of individuals within their trajectory to understand their positions toward the innovation.

A two‐year case study was conducted and it was based in an in‐house FM department that was part of a financial institution. The specific methods used for the paper were semi‐structured interviews with key participants of the project. Critical discourse analysis was used to examine the data.

Individuals who were involved in introducing the technology to the FM department were both internal and external to FM as innovation in FM does not happen in isolation to the organisation. Innovation trajectories were often intertwined or occurred simultaneously during the process of a project which sometimes resulted in conflict. Tensions within the discourse of ownership of the project were particularly apparent as this discourse had a power dimension in driving the project through to implementation.

The research is limited by being a single case study so it is not possible to generalise findings but the findings may have resonances with other organisations.

The paper presents an original idea about how to understand innovation processes in FM services.

Facilities managers have less visibility of how buildings are being used due to flexible working and unpredictable workers. The purpose of this paper is to examine the current issues in workspace management and an automatic solution through radio frequency identification (RFID) that could provide real time information on the volume and capacity of buildings.

The study described in this paper is based on a case study at a facilities management (FM) department. The department is examining a ubiquitous technology in the form of innovative RFID for security and workspace management. Interviews and observations are conducted within the facilities department for the initial phase of the implementation of RFID technology.

Research suggests that work methods are evolving and becoming more flexible. With this in mind, facilities managers face new challenges to create a suitable environment for an unpredictable workforce. RFID is one solution that could provide facilities managers with an automatic way of examining space in real time and over a wider area than currently possible. RFID alone for space management is financially expensive but by making the application multiple for other areas makes more business sense.

This paper will provide practicing FM and academics with the knowledge gained from the application of RFID in this organisation. While the concept of flexible working seems attractive, there is an emerging need to provide various forms of spaces that enable employees' satisfaction and enhance the productivity of the organisation.

The paper introduces new thinking on the subject of “workspace management”. It highlights the current difficulties in workspace management and how an RFID solution will benefit workspace methods.