The results show a high level of complexity in converging maintenance needs and technological abilities for FM and the importance of procedures and standards at organisational and industry levels. The adopted research strategy and data collection methods involved prototyping, questionnaires, and interviews. This research aimed to characterise strategies and decisions involved in prototyping a BIM and IoT-based smart-lighting maintenance system and identify its potential impacts on universities’ maintenance processes.

Although previous studies have investigated the application of such technologies to FM, there is a lack of understanding on procedural issues related to its implementation in FM and RM. Building information modelling (BIM) and Internet of things (IoT) has enabled the development of digital twins, moving facilities management (FM) from a reactive approach towards a predictive one. RM is characterised by inefficient asset information and communication management, impacting critical FM problems and users’ experience. Reactive maintenance (RM) is a core service of the operation and maintenance (O&M) phase, the most prolonged and costly within the building lifecycle.

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