Property Management Consultants
Property management is very much part of the facilities management discipline. The architectural and surveying disciplines may play a major role in the operation of property management but it is the Facilities Manager who should take responsibility for it within the organisation.
Facilities Managers are recommended to prepare their own checklists that can be developed from areas to be addressed in a property search as shown below:
Delegated organisational responsibilities can include:
- Identification of property requirements
- Choosing a building
- Rents, rates and service charges
- Searches for property
- Acquisition and disposal of property
- Leasehold/Freehold agreements
- Fitting out and refurbishment
- Alterations
- Applying for and maintaining the Fire Certificate
- Town Planning and Building Control
- Ensuring compliance with all Health & Safety Legislation
Reasons for Moving
Organisations move premises for a variety of reasons, some compelling, others opportunistic. The Facilities Manager's role is similar no matter what the reason but priorities may differ. Alongside the list of issues above let us consider some of the drivers for moving to a new building or location and considerations on the right building:
Expansion - If the existing offices are too small then more space is required.
Alternative location - if the existing location becomes unsuitable for reasons such as nearby overshadowing development, transport requirements or environmental change then a wholesale move will be necessary.
Consolidation - If the organisation is retrenching it may be easier to move to new premises rather than to attempt to sublet unwanted space.
Lease termination - It may be necessary or opportunistic to relocate when lease break clauses apply or at the end of the lease period.
Cash savings - organisations often relocate to save money on accommodation costs, staff costs or both.
Identification of Requirements, Property Searches
The key to a successful re-location is a clear and concise brief that will have been agreed and signed off by senior management and all stake holders.
Facilities Managers are recommended to prepare their own checklists that can be developed from the ensuing paragraphs but some of the areas to be addressed in the property search are:
Project brief A clear but concise brief needs to be given for the building design. Information on business type, culture, numbers of staff and building service requirements need to be gathered.
Costs The Facilities Manager must ensure that a full statement of existing costs is available.
Present and future requirements Current and future requirements need to be analysed before making decisions on the new location.
Staff growth or reduction Is the company expanding or contracting and by how much? Such information can be used to determine new building needs.
There may be a trade-off between location, building and cost factors e.g.
The Location You could be looking at a different part of the country, in which case access and distribution factors come into play, as will recruitment potential, the attraction for and retention of existing staff.
The Building The image required becomes an important factor because image has a direct effect on cost.
Business Rents, Rates and Service Charges Business rents, rates and service charges are one of the larger building cost areas.
Building Management A good Facilities Manager will ensure that there are some proposed cost in use figures for the operation of the building over time.
The occupying organisation and the Facilities Manager must understand how the building is to be managed. Is an agent to be used to manage FM on a contract basis or will the building be managed in-house?
Building Survey In an existing building it is advisable to obtain a full building fabric and building services survey from qualified surveyors and / or engineers.
Check the condition of building elements that you, the tenant, are responsible for.
Assess the quality of the walls, roofs, glazing i.e. the main structural envelope and from your survey, establish their life span and future repair / maintenance costs.