Artificial intelligence applications for facilities

Each artificial intelligence tool has its own features and benefits that make them well worth exploring by facilities professionals.

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The integration of artificial intelligence (AI) programs in health care facilities management is revolutionizing the field by enhancing operational efficiency, improving regulatory compliance and aiding in documentation and presentations.

The integration of tools like OpenAI’s ChatGPT, Canva, Otter.ai, GrammarlyGO and OpenAI’s Resume component in facilities management is transforming the landscape by enhancing communication, streamlining operations and improving overall efficiency.

Together, these tools enable health care facilities to operate more smoothly, ensuring that resources are used effectively and that both patients and staff experience a well-managed, supportive environment.

Tools to explore

These new tools each have their own features and benefits that make them well worth exploring by facilities professionals. For example, ChatGPT facilitates effective communication by providing instant, accurate responses to staff inquiries, aiding in documentation and staff management and handling routine administrative tasks, while Canva empowers health care facilities managers to create visually engaging presentations and reports, ensuring clear and compelling communication of critical information.

Moreover, Otter.ai revolutionizes meeting documentation by transcribing conversations in real time, allowing for accurate record-keeping and easy retrieval of important discussions, while GrammarlyGO ensures that all written communication, from emails to policy documents, is clear, concise and free of errors, fostering professional and effective interactions.

Finally, OpenAI’s Resume component helps facilities professionals craft targeted and polished resumes, optimizing content and highlighting achievements to support career advancement.

Here’s a closer look at these tools:

ChatGPT. Perhaps the most well-known and easy-to-use AI software available today, ChatGPT can help enhance health care facilities management by streamlining employee management, information organization and compliance processes. It assists with annual reviews, policy drafting, document generation and root-cause analysis, ensuring efficient and effective operations. To access and use ChatGPT, facilities professionals should start by visiting the OpenAI website and creating an account if they don’t already have one. Once logged in, they should navigate to the ChatGPT section, where they can interact with the model, either directly on the web platform or integrated into select applications.

To have ChatGPT create the verbiage for an annual review of an employee, for example, facilities professionals should begin with a prompt such as, “Write an annual review for John Smith, praising his on-time preventive maintenance completion and troubleshooting skills, and ask him to focus on arriving at work on time over the next year.” ChatGPT then provides this response, “John Smith has demonstrated exceptional performance and significant contributions to the team over the past year. His commitment to completing preventive maintenance tasks on time has been outstanding, ensuring smooth and efficient operations. Additionally, his troubleshooting skills have consistently showcased his technical expertise and problem-solving abilities, often leading to swift resolutions of complex issues. However, an area for improvement has been identified: John is encouraged to focus on clocking in on time more consistently over the next year. Punctuality is crucial for maintaining overall team productivity and cohesion. With a bit more attention in this area, John is expected to continue excelling in his role.” The same process could be used for other areas of employee management, such as position justification and disciplinary write-ups.

ChatGPT also can be used to draft, review and refine policies and procedures to ensure they align with current regulations and assist in creating essential documentation, including compliance reports, risk assessments, audit findings and even National Fire Protection Association (NFPA)-compliant inspection forms. Asking ChatGPT to create a compliant fire door policy for the 2010 edition of NFPA 80, Standard for Fire Doors and Other Opening Protectives, results in a full, ready-to-publish document that dictates staff training, annual inspections, maintaining fire-rated barriers and documentation. Facilities professionals should then compare the output to the actual NFPA documents to ensure accuracy.

Additionally, ChatGPT can produce summaries of complex regulatory documents and concepts, making them easier for staff to understand and implement. When asked to explain interim life safety measures in a hospital to a beginner, ChatGPT states, “Interim life safety measures (ILSMs) are temporary safety procedures implemented in hospitals when construction, renovation or damage compromises the usual fire protection and life safety systems. These measures, which may include fire watches, additional fire extinguishers, temporary barriers, enhanced staff training and increased surveillance, ensure that safety is maintained for patients, staff and visitors during periods of reduced protection. Effective communication, thorough documentation and careful coordination are essential for implementing ILSMs, which remain in place until the hospital’s full life safety systems are restored to their normal function.”

ChatGPT can assist health care facilities management by creating policies that comply with industry standards, like NFPA and the Occupational Safety and Health Administration, ensuring clarity and regulatory adherence. It can also help streamline employee management by generating training materials, developing communication strategies and providing real-time guidance on regulatory compliance, thereby supporting efficient and effective facility operations.

Canva. Canva is a user-friendly online graphic design platform, also a part of OpenAI, that allows users to create a wide range of visual content. It offers an array of customizable templates for designing presentations, social media graphics, posters, flyers, business cards and more. Canva provides a drag-and-drop interface, making it accessible even to those without prior design experience. Users can access a vast library of images, icons, fonts and other design elements to enhance their projects.

To access and begin using Canva, facilities professionals should start by visiting the website and creating a free account using their email address. Once logged in, they can explore Canva’s vast library of templates by using the search bar or browsing through categories like presentations, social media, marketing, documents and more. They can then select a template that suits their project, and it will open in the Canva editor for customization. The drag-and-drop interface allows users to add, remove or modify elements within the template, including uploading images, using Canva’s library of images and icons, changing fonts and adjusting colors. The final design can be saved in PNG, JPG or PDF format.

Canva can be a valuable tool in health care facilities management through its versatile features. Visual training aids can be designed to create clear and engaging materials for training sessions, including infographics, diagrams and presentations that enhance understanding and retention. Data visualization capabilities allow for the development of visual representations of data, such as charts and graphs, making it easier to interpret information and make informed decisions in reports.

Comprehensive annual reports can be designed to visually communicate the facility’s performance, achievements and goals effectively. Canva’s standardized templates can ensure consistency in branding and communication across various documents within the facility. Custom forms and checklists can be developed to ensure clarity and completeness in routine tasks performed by staff. Professional presentations can be created for staff meetings, leadership briefings or conferences, ensuring a polished and impactful delivery.

Otter.ai. Otter.ai is an AI-powered transcription service that converts spoken language into written text in real time. It is used for creating accurate transcriptions of meetings, training, interviews and other spoken content. Otter.ai offers features such as live transcription, speaker identification and searchable transcripts, making it easier to capture and organize spoken information. Users can record audio directly within the app or upload existing audio and video files for transcription. Otter.ai is accessible via a web interface and mobile apps, and it supports collaboration by allowing users to share and edit transcripts with others.

To access and begin using Otter.ai, facilities professionals should visit the website and sign up for an account using their email. Once logged in, users can start recording audio directly within the app or uploading existing audio and video files for transcription.

One of the most practical uses of Otter.ai is to record and transcribe live Zoom meetings. To add and use Otter.ai in a live Zoom meeting, facilities professionals should first ensure they have an Otter.ai Pro or Business account. Then, connect Otter.ai to their Zoom account by going to the Integrations section in Otter.ai and following the prompts to authorize the connection.

During a Zoom meeting, facilities professionals should start the Otter.ai live transcription by clicking on the Otter.ai icon in their Zoom toolbar. Otter.ai will transcribe the meeting in real time, and the transcript will be available in the Otter.ai account for review and editing.

Otter.ai’s robust transcription capabilities and integration with platforms like Zoom make it an invaluable tool for capturing and organizing spoken content, enhancing productivity and collaboration in various professional settings.

GrammarlyGO. GrammarlyGo is an AI-powered feature from Grammarly that enhances writing by offering personalized, context-specific suggestions and automated content generation. It adapts to users’ preferred styles, tones and voices, providing smart suggestions to improve clarity, engagement and coherence. Leveraging advanced AI algorithms, it addresses not only grammar and spelling but also stylistic and structural aspects, helping users to produce high-quality, polished content efficiently.

GrammarlyGo can be integrated with various programs and platforms, including most web browsers, Microsoft Office applications, Google Workspace, desktop apps for Windows and macOS, mobile keyboard apps for iOS and Android, Slack and social media platforms like Twitter, LinkedIn and Facebook.

In health care facilities management, GrammarlyGo enhances writing by automatically identifying and correcting grammatical errors and spelling mistakes, ensuring polished and professional communication. GrammarlyGo helps eliminate wordiness for conciseness, improves sentence structure and flow for readability and tailors suggestions based on audience and intent.

It adjusts recommendations for different formality levels and ensures consistency in terminology, style and formatting across documents, maintaining a cohesive and professional appearance.

Resume. Also, within the OpenAI platform is Resume, which can help build, update and analyze professional resumes. An example resume was uploaded and analyzed, and Resume provided the following feedback: “The resume is strong overall, with excellent spelling, verb tense consistency and completeness across all sections. Most bullet points effectively use action verbs, though some could benefit from more dynamic choices and a broader range of verbs. While accomplishments are often highlighted, there are areas where methodologies and outcomes could be more thoroughly explained and quantified. Bullet point length is generally appropriate, though minor adjustments could improve clarity. The resume successfully avoids buzzwords, cliches and personal pronouns, contributing to its professional tone.”

It also scores the resume from 1 to 10 points in 10 categories, including quantification of achievements, bullet-point length and relevance. Resume helps employees craft impactful, error-free resumes by optimizing content, suggesting strong action verbs and encouraging the use of quantifiable achievements. It provides instant feedback and customization for different formats, making resumes more targeted and competitive in the health care job market.

Using caution with AI

While AI offers numerous benefits, there are several areas of caution to consider. Privacy concerns are significant as AI often requires large amounts of personal data, raising issues around data security and consent. The potential for job displacement due to automation is another critical issue, necessitating strategies for workforce transition and reskilling. There’s also the risk of over-reliance on AI, where critical decision-making might be ceded to machines without sufficient human oversight.

Facilities professionals should be careful not to share non-public organizational information with AI tools, including:

• Data that is of a sensitive or confidential nature and is restricted from general distribution or financial, operational, strategic, human resources and internal communications.
• Any health information about an individual, payment/credit card information or other information that can identify an individual.
• Any information that is covered by attorney-client privilege.
• Any organizational intellectual property.

In light of these concerns, it is crucial for health care organizations to implement safeguards and maintain a balanced approach, ensuring that AI enhances operations without compromising privacy, job security or the integrity of decision-making processes.

Transforming operations

The integration of AI in health care facilities management is significantly enhancing operational efficiency, regulatory compliance and communication. Tools like those covered in this article are transforming the way health care facilities manage operations by streamlining tasks such as policy writing, employee management and meeting documentation.

As discussed, ChatGPT aids in drafting and refining policies, creating employee reviews and summarizing complex regulatory documents; Canva empowers managers to create visually engaging presentations and reports; Otter.ai provides real-time transcriptions of meetings, ensuring accurate record-keeping; GrammarlyGO enhances written communication by ensuring clarity, conciseness and professionalism; and Resume helps craft polished, targeted resumes for health care staff, optimizing content and highlighting achievements.

Together, these AI tools help health care facilities operate more smoothly and effectively, though caution is advised regarding privacy concerns and data security. 

RELATED ARTICLE: Should facilities managers pay for artificial intelligence services?

The free version of OpenAI’s ChatGPT offers access to basic functionalities and limited usage, allowing users to experience the capabilities of the artificial intelligence (AI) without any cost. This version typically has restrictions on the number of queries users can make per month and may have slower response times during peak usage periods.

On the other hand, the paid version, often referred to as ChatGPT Plus, provides enhanced features, such as faster response times, priority access during high-demand periods and increased usage limits. The subscription cost for ChatGPT Plus is generally $20 per month, offering a more robust and reliable experience for users who require frequent and high-performance interactions with the tool. Additionally, paid users might gain early access to new features and improvements as OpenAI continues to develop and expand its services.

Canva and Canva Pro cater to different user needs with varying features. The free version of Canva offers basic design tools, templates and elements suitable for creating social media graphics, presentations and more, with 5 gigabytes of storage and limited collaboration features. In contrast, Canva Pro provides advanced features such as Magic Resize; a vast library of premium images, icons and fonts; enhanced collaboration tools; and a brand kit for brand consistency.

Pro users also benefit from a background remover, unlimited folders, 1 terabyte of storage, higher quality download options and a social media content planner. While the free version suffices for basic needs, Canva Pro is ideal for advanced design projects and team collaboration. 

Taylor Vaughn, MBA, CHFM, CHC, SASHE, is a facilities manager at Children’s Health in Dallas. She can be reached at taylor.vaughn@childrens.com.