Rather than rushing toward full AI adoption, many organizations would benefit more from a phased and practical approach. Here’s what that might look like.
Over the past year, the buzz around artificial intelligence (AI) has moved from a whisper to a roar. In real estate, design, and workplace strategy circles, we’re now hearing about AI tools that can generate layouts in seconds, write marketing copy, analyze tenant trends, and even produce feasibility studies.
It’s tempting to buy into the promise that AI will revolutionize everything—and fast. But in truth, the organizations that stand to gain the most from AI aren’t the ones chasing flashy demos or skipping steps. They’re the ones asking thoughtful questions, starting small, and building literacy first.
As someone who’s worked in workplace design and strategic planning for years, I believe AI has the potential to be transformative—but only if we adopt it on human terms.
Many of the clients and collaborators I speak with are interested in AI, but unsure how to take the first step. They’re being pitched tools like generative layout engines or AI-driven test fits, but struggle with questions like:
- How does this fit into my current process?
- Will it actually save time, or create rework?
- How do I trust the results?
- What do I need to have in place first?
These are important questions. Because in many cases, the gap between “where we are” and “where AI wants to take us” is still too wide.
We Don’t Need to Leap. We Can Step.
Rather than rushing toward full automation, many organizations would benefit more from a phased and practical approach to AI adoption. Here’s what that might look like:
Start with Everyday Use Cases
Before tackling layout algorithms or pricing bots, teams should get comfortable using tools like ChatGPT or custom GPTs to help with:
- Drafting client communications
- Summarizing meetings
- Writing RFP responses
- Ideating on marketing content
- Analyzing lease or product data
These everyday applications build awareness and confidence, making future, more advanced use cases easier to implement.
Make AI Part of Your Workflow, Not a Replacement for It
The most successful AI tools won’t replace people or processes; they’ll enhance them. For example:
- An architect might use AI to generate early concept narratives or feasibility studies faster.
- A broker might use AI to summarize property listings or market insights for clients.
- A workplace planner might use AI to visualize adjacency scenarios based on existing program data.
But in each case, a human stays in the loop—guiding the process, reviewing the output, and applying context that AI alone can’t replicate.
Think of AI as a Relationship—Not a Tool
One of the most effective ways I’ve used AI isn’t for flashy, one-time tasks—it’s as a thinking partner.
I use a GPT as a kind of non-judgmental, trusted advisor: to bounce ideas, to brainstorm new angles, and to brain dump when I’m stuck on a narrative or trying to distill complex ideas. What makes it effective is context. Over time, my GPT “gets to know me”—my tone, my pace, my preferences, even my sense of humor.
And just like any other relationship, it works best when you invest time and effort in it.
Start slowly. Be curious. Use it daily for simple tasks and reflections.
Then, once you’re confident, begin exploring more complex tools, such as generative layout solutions or predictive analytics—with the same mindset: give it time, context, and feedback.
You’re not just building an AI workflow, you’re building a partnership.
Across the industry, we’re facing a pivotal moment. The decisions we make now about how we explore and adopt AI will shape the way we work, collaborate, and deliver value in the future.
We don’t need to rush. But we also shouldn’t wait.
The opportunity is to lead thoughtfully and explore how AI can support smarter buildings, more agile workplaces, and improved service for tenants and clients. To pilot, learn, and share insights across our networks. And to keep people, our teams, our clients, and our communities at the center of whatever comes next.
If you’re curious about where to start, my advice is simple: Don’t ask “How do I adopt AI?” Ask, “Where in my work do I waste the most time, repeat myself the most, or wish I had an assistant?” That’s where AI fits.
We’re at the beginning of a new chapter. Not a tech revolution, but a relationship with tools that can help us think, create, and work better.
By Stephanie Brock – VP + GM Red Thread Maine
