Managing the urban future: why facilities management matters for sustainable development

Urban areas are pivotal battlegrounds in the pursuit of a sustainable future

Urban areas are no longer just population centres; they are now pivotal battlegrounds in the fight against climate change and the pursuit of a sustainable future. Today, cities are responsible for approximately 70% of global CO₂ emissions, with transport and buildings among the primary culprits¹. More than half of the world’s population already resides in urban areas, and this figure is projected to rise to 68% by 2050.² Rapid urban growth intensifies existing vulnerabilities such as rising global temperatures, sea level rise, and increasingly frequent extreme weather events. These include floods, droughts, and the spread of climate-sensitive diseases, all of which are placing cities under mounting pressure.

In response to these pressing challenges, the United Nations adopted the 2030 Agenda for Sustainable Development, which includes Sustainable Development Goal 11 (SDG 11), specifically calling for cities that are inclusive, safe, resilient, and sustainable.³ Yet while the goal is clear, the path remains complex and the need for integrated, adaptive urban management has never been more critical.

The urban bottleneck: challenges and barriers

Despite growing commitments to sustainable development, cities around the world continue to face significant challenges in transforming into more sustainable and climate-resilient environments. Factors such as rapid urbanisation, ageing infrastructure, social inequality, climate-related risks, and fragmented governance structures all serve as barriers to progress for urban policymakers and planners.

One of the key issues lies in the complexity of urban systems. Cities are shaped by a wide range of stakeholders including local authorities, private developers, infrastructure providers, and residents. These groups often operate with differing priorities and limited resources, which frequently leads to siloed approaches. As a result, urban planning, infrastructure investment, and service delivery are often carried out in isolation. Such fragmentation hampers the integration of sustainability strategies and obstructs the systemic change required to tackle climate adaptation, promote social inclusion, and enhance resource efficiency in a coherent and effective manner.

These overlapping challenges reveal a critical implementation gap referring to the difficulty of turning ambitious sustainability goals into coordinated and practical action among diverse actors. Without effective collaboration and shared commitment across sectors, progress remains slow, even as the deadlines for net zero targets draw closer.

Zooming out: facilities management as a concept

Have you ever wondered why public toilets are clean or why the lights in your office are always on? These services are the result of the careful work of facilities management (FM) professionals. In fact, when FM is done well, it tends to go unnoticed, which is part of its success.

Facilities management can be defined as the integration of processes within an organisation that support and enhance its core activities. It brings together disciplines such as architecture, engineering, and economics to ensure that essential services function efficiently at all levels. These include strategic tasks through long-term planning, tactical efforts through resource coordination, and operational work through day-to-day service delivery.

As an industry, it encompasses both hard services, such as building maintenance and utilities, and soft services, including catering and cleaning. The profession was originally conceptualised within the triple bottom line framework of the 1970s, focusing on people, place, and process. With the advent of technological innovation and its value for the management of buildings, this framework evolved into what is often referred to as the "4 Pillars of FM," with technology added as a recent addition. This expanded framework highlights what makes FM a distinctive profession: its ability to integrate all essential organisational elements while maintaining a strong human-centred focus. This holistic and integrated approach positions facilities management particularly well to support the demands of complex urban environments.

Urban Facilities Management builds on this foundational role and applies it at the city level. It provides practical insight into how buildings, infrastructure, and services can be managed in ways that are both sustainable and fair. With its integrated operational perspective, ability to coordinate across sectors, and strong focus on end-user needs, UFM serves as a systems integrator. It facilitates alignment between service delivery, the built environment, and stakeholder engagement. By embedding sustainability principles into the everyday management of urban assets and spaces, UFM offers a practical and scalable way to advance the Sustainable Development Goals within real urban settings.

An urban facilities management snapshot to unlock urban potential

With the end goal in mind to create cities that meet the needs of current populations while safeguarding the ability of future generations to meet theirs⁴, UFM has the potential to act as the vital bridging role.

Through its approach to service management, it ensures that facilities and services are responsive to local needs. It also promotes social inclusion by embedding local values into planning and decision-making, which in turn empowers residents and fosters community participation.

In strategic development, facilities managers are often involved from the earliest planning stages and help to shape long-term and forward-thinking decisions. From an environmental perspective, UFM supports the creation and maintenance of energy-efficient and environmentally conscious facilities that address specific local challenges. Economically, UFM contributes by keeping community facilities affordable and viable, while also creating opportunities for local businesses and social enterprises.

UFM also plays a direct role in public health by ensuring that urban spaces are clean, accessible, and supportive of both physical and mental wellbeing. This includes maintaining hygiene standards, ensuring safety, improving air quality, and managing well-ventilated public buildings. The way urban spaces are designed and maintained can support or hinder healthy lifestyles, making UFM a key player in shaping healthier communities.⁵

Another clear example of UFM’s potential is its role in placemaking. This people-focused approach transforms public spaces into accessible, comfortable, and sociable environments that encourage community interaction. UFM supports placemaking by involving local residents in the design and use of shared spaces. This ensures that the built environment reflects community values and needs. By fostering a sense of belonging and encouraging everyday engagement, placemaking under UFM helps build stronger and more resilient neighbourhoods.⁶

Conclusion: recognising urban facilities management as a cornerstone of urban sustainability

As cities increasingly grapple with the complex challenges of climate change, social inequality, and rapid urbanisation, UFM offers a practical yet under-recognised approach to bridging the gap between ambitious policy goals and everyday urban realities. With its systems-oriented perspective, its focus on people and place, and its capacity to embed sustainability into daily operations, UFM is uniquely positioned to help cities manage complexity and enhance the lived experience of urban populations. From safeguarding public health to enabling inclusive placemaking, UFM is already making meaningful contributions, often behind the scenes and without the strategic visibility it deserves.

To realise its full potential, a fundamental shift is required. Many of today’s urban challenges are wicked problems that cannot be addressed through isolated or siloed efforts. Instead, integrated, cross-sectoral collaboration is essential. UFM must evolve from being solely a research-proven profession to one that is also practically proven in delivering sustainable urban development. Achieving this requires stronger partnerships between universities and municipalities, allowing UFM expertise to be embedded in governance structures, planning processes, and innovation agendas.

Importantly, to gain a strategic seat in urban decision-making, UFM must first demonstrate its economic value. A pilot study is needed to provide clear, measurable evidence of how UFM contributes throughout the lifecycle of the urban environment, from planning and construction to long-term operation and renewal. This evidence base is vital to reshape perceptions, guide investment, and position UFM as a core contributor to sustainable and resilient city-making.

Edinburgh presents a compelling context for leading this transformation. As home to Scotland’s only master's programme and dedicated research centre in Facilities Management, and as a UNESCO World Heritage city with a strong knowledge economy, it offers an ideal setting to demonstrate the practical and strategic value of UFM in action.

References

¹ IPCC (2023) Climate Change 2022 – Impacts, Adaptation and Vulnerability: Working Group II Contribution to the Sixth Assessment Report of the Intergovernmental Panel on Climate Change. 1st edn. Cambridge University Press.

² United Nations (2018) The 2018 Revision of the World Urbanization Prospects.

³ United Nations (2015) Goal 11 | Department of Economic and Social Affairs.

⁴ World Commission on Environment and Development (WCED), 1987. Our Common Future. Oxford: Oxford University Press.

⁵ Nijkamp, J.E. and Mobach, M.P. (2020) Developing healthy cities with urban facility management,'Facilities, 38(11/12), pp. 819–833.

⁶ Salaj, A.T. and Lindkvist, C.M. (2020) Urban facility management, Facilities, 39(7/8), pp. 525–537.

Authors

Meike Krumpelman

Student from the University of Edinburgh Business School’s MSc in Global Strategy and Sustainability