TLDR: Robotics is moving from hype to practical use in facilities management, especially in cleaning, security and logistics. Early adopters in the UK, from airports to hospitals, are already seeing safer working conditions, more consistent service quality and better use of staff time. Robots work best when paired with AI, sensors and digital FM systems, and when introduced through targeted pilots rather than big-bang deployments. Adoption still has hurdles, including cost, building constraints and workforce confidence, but the direction of travel is clear: robotics will become a normal part of FM through the 2030s, shaping safer, smarter and more responsive buildings.

Will robots take over the world (of FM)?

We've all seen the stories of a robotic uprising, mass jobs displacement, and a significant shift towards fully autonomous service delivery, but how far away are we from these stories becoming reality? Sleep easy - we're some years away from significant disruption from our robot overlords, but there is a lot of hype and misinformation circulating online about what these technologies can and can't do. Following our time at the National Robotarium in Edinburgh, we thought it worth sharing some of our insights into the adoption and utilisation of robotics in the facilities management (FM) theatre.

Robotics in FM

Robotics, and more specifically cobotics, are now moving beyond exhibition demos and into everyday use in real buildings, and FM is one of the first service sectors where they are finding practical, repeatable use. This post gives a brief overview of current technologies, some examples of live deployments, a possible roadmap for wider adoption, and an honest look at benefits and drawbacks. We also highlight the overlapping roles of Artificial Intelligence (AI), Augmented Reality (AR) and the deployment of environmental and smart building sensors.

What do we mean by robotics and cobotics in FM?

In FM, service robots are physical machines that perform tasks such as floor cleaning, security patrols or deliveries with some level of autonomy. Typical representations include:

• Autonomous mobile robots (AMRs) for floor cleaning, delivery and inspection.
• Static or semi-static robots such as robotic window cleaners or lawn mowers.
• Security robots that patrol, stream video and detect anomalies.
• Drones for facade, roof and asset inspection.
• Human interaction devices for user engagement.

Robots is an expansive term though, and often considered as being detrimental to jobs and removing the need for a human workforce. Most organisations in FM prefer the alternative naming convention of cobots or cobotics. Cobots (collaborative robots) are a subset of robotics and refer to technologies designed to work safely alongside humans, sharing workspaces without heavy segregation. Whilst robots may be considered as replacements for operatives, cobots in contrast are meant to amplify productivity by working in conjunction with them. Given their co-occupation status, they often embed elevated safety measures, including proximity sensors, limitations in movement, or integration with existing infrastructure and systems to aid interaction.

Both robotics and cobotics form part of the future FM service model in subtly different ways. For simplicity though, the term ‘robotics’ is used throughout this document to cover both.

Current options and real deployments

Recent deployments of robotics in FM highlight cleaning, security, inspection and logistics as the main early use cases, with soft services leading hard FM deployment.

Cleaning and soft FM

Cleaning is the most mature area for robotics because it involves highly repeatable tasks in relatively structured spaces. Autonomous floor scrubbers and vacuums are now common in airports, shopping centres and campuses. Manufacturers such as Tennant and Kärcher report thousands of units deployed worldwide (Tennant recently passed 10,000 autonomous scrubbers sold, largely into logistics, retail and public venues).

Among UK FM companies adopting robotics, Mitie, ISS and Compass (via Medirest) provide effective examples of cobotic cleaning solutions. In illustration, Mitie’s Heathrow deployment shows full scale adoption in a major transport hub. Their fleet of 30+ units carry out high-traffic cleaning (mopping, sweeping and polishing) using lidar mapping, machine vision and IoT connectivity, operating around passengers without disrupting flows.

In food and campus environments, Aramark has rolled out Pringle Robotics’ CC1 and CC3 floor-cleaning robots across selected sites, describing them as a response to labour challenges and a way to improve consistency and free staff for higher-value work. Elior too has seen the value of robotics and has introduced fully autonomous food-delivery robots across a university campus to deliver meals and retail items to students in halls of residence.

Security and supervision

FM provider Bidvest Noonan has deployed Boston Dynamics' 'Spot' robot to transform facilities security, combining mobile units, fixed sensors and analytics. The approach augments human security teams, inspecting difficult to access areas and analysing anomalies in movement, temperature and sound to identify potential security breaches.

Inspection, maintenance and logistics

FM providers such as Sewell Facilities Management, Virtual FM and Veolia regularly use drones for roof, facade, stack and sewer inspections, cutting inspection time and cost, removing the need for expensive scaffolding and reducing working-at-height or confined spaces risk. Other novel deployments include using AMRs and drones to inspect plant rooms and service installations, capturing thermal or visual images for remote condition monitoring.

There are also some striking uses of AMRs in NHS environments too, such as logistical and transport support at Forth Valley Royal Hospital. This was the first UK hospital to use a full robotic porter system as part of its FM services. Under a 30-year FM services contract, Serco deployed a fleet of around 13 robots in dedicated service corridors and lifts to support the move of clinical waste, linen, food trolleys and supplies around the hospital. This enables the freeing of human porters for patient-facing tasks, where one-to-one interactions are highly-valued in a healthcare environment.

Manufacturing and assembly

Typically, manufacturing and assembly lines are not seen within the delivery of FM services but there are some early pilot projects that overlap. Cobots adapted from manufacturing (for example, articulated arms) can be used for repetitive tasks such as filter handling, component preparation or simple assembly in on-site workshops. Vending systems can maintain and account for stock of spares and consumables. And food preparation robots from organisations such as Moley Robotics are being deployed in home environments.

Most of these remain at pilot or flagship-site stage rather than portfolio-wide deployment but they do highlight the potential that robotics offers.

The overlap with AI, AR and smart building sensors

Robotics in FM does not sit alone; it overlaps with a wider digital ecosystem that has seen greater industry adoption in recent years. Artificial Intelligence (AI), Augmented Reality (AR) and sensor technology have all become more mainstream, offering extended support in the delivery of FM services.

Technologies such as AI help to underpin navigation, activity scheduling and anomaly detection for deployed robotics. Large Language Models (LLMs) also aid in contextual interactions with users, supporting front-of-house and helpdesk functions. This builds upon the broader value of AI in terms of predictive maintenance and energy optimisation through the analysis of building and sensor data, helping to reduce downtime and maintenance cost.

Augmentation technologies such as AR headsets, digital twins and mobile apps give technicians access to plans, instructional demonstrations, maintenance checklists and live operating data. When deployed alongside robots, AR can visualise robot activities in remote locations, routes or restricted zones, supporting rapid response times, informed decision making and workforce safety.

Smart FM approaches use occupancy sensors, air-quality monitors and energy metering to trigger “demand-led” cleaning or maintenance rather than fixed schedules. These same environmental and IoT sensors can by utilised to feed usage and condition data to robots, directing their activities based on urgency.

In practice, most FM robots today should be considered as part of a broader “smart facilities” or “digital FM” strategy, not standalone purchases.

Value and ROI: what do building users actually get?

Evidence is still emerging, but case studies and industry articles point to several benefits for the adoption of robotics in FM.

Financial performance

Robots can work longer hours at consistent speed and quality. Cleaning case studies report reduced labour hours on repetitive tasks and the ability to reassign staff to quality-sensitive work.

Capex is significant, but where utilisation is high (large, open areas, multi-shift operation) payback periods of 2–4 years are often cited by vendors and FM providers.

Safety and risk

Robots remove people from slip risks (wet mopping), night work, roof access, confined spaces and repetitive manual handling. While deployment in existing buildings is currently the norm, supported by a clear safety case, future results will be more beneficial if robotics is considered at design and construction stage. Inclusive building design for robotics, including pathways, charging, signage and layouts that avoid potential collision risks are all aspects of design that will influence future building designs.

User satisfaction

Some people may feel unsure when they first see robots in their building, while others see them as an interesting addition. When the benefits are obvious, such as cleaner spaces, smoother day-to-day interactions or simple convenience from reliable availability, people tend to warm to the technology quickly. Good engagement and clear communication help this shift, but what matters most is that users can see and feel the improvements. When the outcomes are visible and consistent, satisfaction rises and the technology becomes a valued part of the building experience.

Sustainability

Sustainability is often a natural gain when robotics are introduced. Robots follow efficient routes for deliveries and internal movements, which cuts unnecessary energy use and avoids needless travel by staff. Their controlled dosing of water and cleaning agents reduces waste and lowers chemical consumption, and when linked to sensors and real building data, robots can adjust routes and frequencies to actual demand, so they only work where and when needed. This reduces power use, minimises emissions from transport, and helps extend asset life by preventing over-cleaning or avoidable wear. Taken together, these improvements support an organisation’s wider net zero goals by reducing resource consumption and shrinking the overall carbon footprint of FM operations.

Business process efficiency and data

Robots generate logs: where they cleaned or patrolled, when and how long, and sometimes surface contamination or environmental readings. This supports evidence-based FM reporting and closes gaps between contracted and delivered service.

Roadmap and timeline for robotics deployment

Labour shortages, increased service demands and the need for predictable, measurable quality are driving the uptake of robotics, while ageing workforces and cost pressures make automation an attractive long-term investment. As a result, robots are becoming part of mainstream FM delivery, not as stand-alone gadgets but as integrated tools that enhance service consistency, safety and efficiency across diverse property portfolios.

Deploying robotics in facilities management works best when organisations look beyond the machine itself and focus on how the technology fits into the service environment. Successful rollouts show that three elements matter most: choosing or developing the right type of robot for the task, preparing the environment so the robot can operate smoothly, and helping users understand how the robot supports their experience.

A practical deployment roadmap for FM organisations

Based on these three elements, a plausible roadmap for an FM provider or large occupier might be:

2025–2027: Foundations and targeted pilots

• Digitise work management (CAFM, sensor integration, digital floorplans).
• Pilot cleaning or security robots in 1–3 suitable sites (airports, malls, warehouses, hospitals).
• Establish safety cases, training, union engagement and performance metrics.

2027–2030: Scaling soft services robotics

• Standardise AMR platforms and support contracts.
• Integrate robots fully with CAFM, BMS and IoT, moving from time-based to demand-based scheduling.
• Extend to delivery and logistics robots in large campuses or hospitals.

2030–2035: Integration with maintenance and inspection

• Wider use of drones and mobile robots for inspection of roofs, facades, plant rooms and external grounds.
• Early cobot use in workshops and repetitive maintenance tasks.
• Building design and refurbishment guidelines routinely consider robot access, charging and connectivity.

Beyond 2035: “Robot-aware” facilities

• New-build assets designed assuming a mixed human–robot workforce as default.
• Autonomous services provide the “baseline” delivery, with human teams focused on customer experience, complex diagnostics and innovation.

These dates are indicative rather than predictive, but they align with broader robotics timelines in other service-heavy sectors and with current FM trial activity. Of course, there are always outliers. Some organisations or properties may accelerate the timeline based on their specific set of drivers and appetite for adoption. Others, through a willingness to differentiate their commercial offer.

Whatever timeline you follow, it's important to define it around your own needs and strategic drivers.

Pros, cons and opposing viewpoints

When organisations first start thinking about robotics, there are clear upsides and a few early hurdles to weigh up. The benefits include fresh gains in safety, consistency and service quality, plus the chance to remove routine strain from frontline teams. Early adopters often get a strategic edge too, because they learn faster, shape how the technology fits their estate and differentiate their service offering in a crowded market. The drawbacks usually sit around cost, building limitations and the effort needed to prepare people for a new way of working.

When initiating your journey into robotics, it's less about the robot itself and more about setting expectations, understanding the practical fit and judging whether the estate and service model are ready to support a successful rollout. Weighing up all viewpoints is not only recommended, but essential.

Arguments in favour of adopting robotics

Supporters of robotics and cobotics in FM point to:

• Improved productivity and consistency on routine tasks
• Better safety by reducing exposure to hazardous or fatiguing work
• Data-rich operations, making it easier to prove compliance and performance
• Support with labour shortages, especially in night work and unattractive roles
• Potential sustainability gains through optimised routes and reduced resource use
• Service differentiation within a highly competitive market landscape.

These claims are broadly supported by provider case studies and industry analysis, though independent long-term data is still limited.

Concerns and scepticism around adopting robotics

Critics and cautious practitioners raise several points:

• High upfront cost and integration effort: robots require mapping, connectivity, integration with existing cleaning or security regimes and often building adjustments.
• Limited flexibility in cluttered or historic buildings: AMR performance drops in tight, heavily obstructed or highly variable spaces, or where lifts and thresholds are not robot-friendly.
• Workforce impacts: while many case studies emphasise redeployment rather than redundancy, staff can still feel threatened or devalued, and unions may resist if engagement is poor.
• Cybersecurity and privacy: robots that capture video, audio and location data introduce new attack surfaces and privacy questions, especially in public and sensitive buildings. Sources of technology are also of some concern, particularly in government contracts.
• Risk of over-automation: some occupiers feel robots can make spaces feel impersonal or may see them as gimmicks if benefits are not clearly evidenced.

From an unbiased perspective, both views have merit. Robotics appears most compelling where tasks are large-scale, predictable and difficult to staff, and where digital FM is already mature. In smaller, complex or highly people-centric sites, traditional methods may remain more efficient until technology, building design and costs shift further.

Summary and next steps

Robotics and cobotics in FM are no longer theoretical, but adoption is uneven. Cleaning and security robots now operate in high-profile airports, campuses and logistics sites, supported by AI, sensors and digital FM platforms. Evidence points to gains in efficiency, safety and data quality, but also highlights real barriers around cost, building design, workforce impact and integration complexity.

A realistic roadmap suggests the rest of this decade will be about targeted pilots and scaling soft-services robotics where conditions are right, with deeper integration into maintenance and inspection emerging through the 2030s as buildings and FM organisations become “robot-aware”. For FM leaders, the immediate task is less about buying robots and more about building the digital, organisational and design foundations that will let humans and machines work together effectively.

How can Keyne Group help?

Our Solutions and Retentions team at Keyne Group are technology agnostic and can help you explore robotics in a way that fits your organisation, rather than forcing the technology into your estate. Working alongside the National Robotarium, we bring together practical FM experience and deep technical insight to shape a clear, tailored roadmap for your organisation, buildings or contract. If you’re beginning to think about what robotics might mean for you, now is a good time to talk and test the possibilities.