Robotics revolution

Remember that hospital wing no one wanted to enter during the peak of the COVID-19 pandemic—the one requiring hazmat suits and stringent cleaning protocols? Instead of putting people in harm’s way to disinfect rooms, picture robots rolling in, fearlessly handling these critical cleaning tasks. That’s precisely what happened, thanks to robotics.

“The cultural acceptance of robotics has increased because robots really stepped in to help,” says Pablo Molina, chairman, CTO, VP of product and co-founder of Avidbots Corp. in Kitchener, Ontario. Molina explains that the pandemic forced us to confront the risks of putting humans in harm’s way. Robots stepped up, demonstrating their value and transforming perceptions. Suddenly, the idea of robots handling everyday tasks shifted from science fiction to a practical solution.

Vince Zuppa, vice president of property management and director of CTIC-innovation counsel at Prologis, points out that the pandemic fast-tracked this game-changing technology and benefitted property management. Prologis saw the deployment of robotics grow to handle everything from labor shortages to supply chain solutions, bringing efficiencies to warehouse operations.

He says property managers must be solutions-oriented, asking themselves, “How do we automate processes and bring robotics and conveyance systems into these warehouses?” “We call it beyond-the-box thinking,” he says. “It’s important to move your customer into the right building, but you’ve got to think beyond that—think about how your customer is going to run their business. And how are we, as the landlord or property manager, making their life better, smarter, and more efficient by understanding their product as it moves through the warehouse to the end user?”

Imagine sparkling lobbies maintained by tireless robots, 24/7 security patrols, and automated financial reporting. Property management sits on the cusp of a revolution powered by precise, efficient robotics. This innovative technology is already streamlining operations, cutting costs, and improving the experience for tenants. It’s a win-win all around.

Robotics applications

In the realm of property management, robotics encompasses both hardware solutions (like cleaning robots) and software tools (called robotic process automation, or RPA). Designed to automate and optimize operational tasks, robotics can handle everything from document processing and window cleaning to financial reporting and tenant onboarding.

For instance, using robotics helps ensure a consistent, higher standard of cleanliness and hygiene. Autonomous floor cleaners—equipped with advanced sensor technology—navigate complex property environments, avoid obstacles, and perform tasks with minimal human intervention. Vacuuming robots help maintain spotless environments, while window-washing robots offer a streak-free finish without manual labor. Plus, these devices can be scheduled to operate during off-peak hours so daily activities are not disrupted.

Molina cites the added benefit of freeing up team members to do higher-value work. “This tool liberates people and allows them to do the things they’re good at,” he says, like tackling complex issues requiring human expertise and nurturing tenant relationships.

Security also gets a significant upgrade. Robotic security patrols, access control systems utilizing facial recognition, and drone-based surveillance offer comprehensive solutions for safeguarding properties. These technologies keep an eye on things 24/7, deterring potential problems and ensuring a quick response if anything happens. The data collected can be analyzed to identify patterns and improve security strategies, contributing to a safer environment for tenants.

Zuppa points out that robots can also manage jobs that pose a safety risk to people, such as using heavy-lift drones to power wash very tall buildings.

RPA can automate repetitive financial tasks like rent collection, reports, and invoices. Think of RPA as a tireless digital assistant that tackles these tasks quickly and accurately, freeing up property managers to focus on more significant issues. This translates to fewer errors, smoother operations, and better financial insights—leading to smarter decisions and resource allocation.

As for human resources, chatbots help streamline the recruitment process by handling initial applicant screenings, scheduling interviews, and providing basic new-hire information. With a more streamlined process, these AI-driven tools quickly and efficiently identify qualified candidates. They also enhance the candidate experience with prompt responses and clear communication—crucial in attracting and retaining top talent.

Tangible benefits

This cutting-edge technology is transforming how properties are maintained, secured, and managed, providing tangible benefits. For starters, implementing robots for repetitive tasks (like cleaning) can significantly boost efficiency. Tasks that once took hours can be completed in minutes. Plus, robots are reliable and consistent, handling tasks with uniformity.

But the benefits extend beyond a clean shine. According to industry experts, automated property management can cut costs by up to 15%. By automating routine tasks, robotics can lower labor costs, decrease worker’s compensation claims, and reduce insurance costs.

“The No. 1 benefit is ROI,” says Molina. “When you buy a robot, you’re saving labor. With many robots, you’ll see a break-even point between six and 12 months.”

A boon to building maintenance, robots can access hard-to-reach spaces, increase safety, decrease inspection costs, collect real-time data, enhance preventive maintenance, and decrease accidents and subsequent insurance costs.

Zuppa uses robotics to assess paving conditions, saving $80 million annually on repairs and maintenance in North American properties. Drones capture detailed images, and the AI generates predictive analytics for pavement lifespan and maintenance needs, significantly reducing the need for manual inspections and enhancing efficiency. This is an example of how industries are being disrupted by removing “boots from the ground” with technology.

Companies aiming to embrace a more sustainable approach and meet ESG standards will benefit from lower energy consumption, thanks to robots designed for efficiency. 

“It’s greener,” explains Zuppa. “As you bring in those efficiencies, you’re using less of everything because you’re using dynamic analytics. This makes you more efficient, eliminating a lot of waste.”

Meanwhile, the power of data delivers another key benefit. With the ability to collect and analyze real-time insights—from security footage to cleaning robot performance metrics—robotics empowers property managers to make data-driven decisions.

Molina agrees, saying, “Robotics gives you a whole new level of reporting, precision, and data that you’ve never had access to.”

This allows for a new level of accountability and facilitates trendspotting.

Perhaps the most compelling benefit of robotics lies in its impact on service quality. Tenants report higher satisfaction levels when they experience cleaner facilities, faster response times for maintenance requests, and a consistent 24/7 security presence. The precision and reliability of robotic systems directly drive these improvements.

Navigating challenges

While robotics deliver clear benefits, integrating this technology poses some issues to consider.

One of the primary concerns? The upfront investment costs of robotics can be a huge financial hurdle. Property managers must carefully evaluate the return on investment to ensure the long-term savings justify the initial financial outlay.

Technological limitations also pose a challenge. Although robots excel at routine tasks, they might not be equipped to manage complex tasks, handle intricate repairs, or navigate unpredictable environments.

Don’t overlook the potential impact on employment, either. It’s a valid concern, though Molina points out that “the reality of labor in certain areas, like cleaning or security, is that there is a lot of turnover.”

However, history shows that automation often creates new opportunities. By focusing on the human touch—fostering tenant relationships, overseeing complex projects, and providing strategic direction—property managers can leverage robotics to their advantage. They can also invest in retraining programs to ensure their workforce remains adaptable in this evolving landscape.

Zuppa thinks of robots as complementing, not replacing, employees. “If we can automate a process with a robot, the person who was doing manual labor could now do something of higher value,” he explains, noting that it’s a retooling of the workflow.

While the siren call of reduced costs and operational efficiency will likely sway managers, it’s essential to navigate these challenges with a strategic and empathetic approach, balancing innovation with the well-being of the workforce.

Advice for property managers

For property managers contemplating the adoption of robotics, a successful integration demands a strategic approach.

• Begin with a thorough cost-benefit analysis. Tailor it to your specific needs, weighing the potential savings against the initial investment.
• Start small. Pilot a single robotic solution (like a floor cleaner) to gauge its effectiveness before committing to a full-scale rollout.
• Communicate openly with the workforce. Open communication will address any concerns and highlight the benefits of this technological shift.
• Implement training programs to help employees. This can help them take on new roles and responsibilities, empowering them to adapt and thrive alongside the technology and ensure a smooth transition.
• Focus on automating repetitive, time-consuming, error-sensitive tasks that bog down team members. This is where robots can make the most significant impact.
• Prioritize data security and privacy. This will protect sensitive information and maintain trust.
• Don’t overlook the need to maintain and repair robots. Either allocate funds for ongoing operational costs or choose a robot subscription service that includes maintenance and replacement.

Zuppa advises partnering with companies that sell solutions, not products. Companies should listen to your needs and align solutions accordingly. When it comes to robotics, he cautions that one size doesn’t fit all.

By following these practical steps, property managers can harness the power of robotics to enhance efficiency and service quality while fostering a positive work environment.

The bottom line

As the real estate industry continues to embrace automation, robotics is poised to redefine property management standards of service quality, operational efficiency, and cost-effectiveness. And by automating mundane tasks, property managers can focus on strategic initiatives that drive growth and innovation.

Plus, Molina points out another key benefit: using robotics gives facilities a marketing edge. Property managers enjoy “a bit of an innovation angle because you’re showcasing technology as a forward-looking company.”