TRUE OR FALSE: Your Landlord Should Not Do your New Space Plan

Congratulations, you got new office space. After making do in space that you had outgrown years ago, you feel that you finally have the space to support your business goals and accommodate your short and long-term needs. FANTASTIC!

Your head is spinning with ideas and thoughts about how the office should be configured and while your enthusiasm in high, you also know that you’ll need a professional to help you with the space plan for the office.

Who best to d that plan– well, the landlord, right? Um, wrong, DEAD WRONG! Here’s why:
– Designing your space isn’t the landlord’s priority; renting the space to you is and they have already accomplished that. (It’s a done deal!)

— The process is as follows: the landlord will hire an architect to do the base drawings for their tenants so that they can ten obtain all of the necessary work permits for the construction that is required. You (the tenant)think that you are getting all of this for free but actually it is an (invisible)cost that has been built into your lease on an ongoing basis (even at renewal). (C’mon, you know that there is no such thing as a free lunch so why should this surprise you?!)

— A landlord won’t take the requisite time to learn about your business in-depth. The specific needs of the workers are not addressed and the end result might be space that does not support the actual workflow and requirements of the office staff. You might find yourself having to make do with the space that has been designed and who wants to have to make do in their new office space. Why should you have to settle for less than what you wanted/needed?

— This isn’t the landlord’s core business and they will not be thinking about the office technology, office efficiencies, etc.

 THEY  ARE WORKING WITH GENERALITIES AND NOT THE SPECIFICS OF YOUR UNIQUE BUSINESS.

NOW wouldn’t you agree that working with a space planner is a better option?:

— A space planner will take the time to assess your current business, observe your business in action and will not only ask you questions about your current situation but will probe for future needs as well.

— They’ll take the time to truly understand your vision and work with you to configure the layout to best support your goals, office operations and efficient workflow. They’ll interview your staff to get an accurate perspective on how the space will be “used” vs. how it “looks.”

— Their experience and understanding of what works and what doesn’t will help ensure that all of your requirements are met right from the ginning without the need to make corrections once the initial work is completed.

So sign your lease and break open a bottle of champagne and after that’s done hire a space planner so that the job gets done right the first time.

DO YOU HAVE ANY QUESTIONS ABOUT YOUR SPACE?
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Is space planning an aesthetic or a necessity?

Some of you may know me as working on residential projects – however, when I first started in this field, I was working with firms that specialized in corporate interiors and had the opportunity to work on some of the major law firms and professional organizations in New York City. I want to share a few tidbits that I have learned from working on commercial interiors.
law-offices-02I was bidding on a project for a growing tech company who were expanding to a second floor and also refitting their existing occupied floor. One person was assigned to act as the point person in the selection process for assessing and interviewing design firms. I was the first to be invited to participate. During my initial telephone conversation, it was clear to me that they were also working on their lease while this selection process was underway.

In today’s economy, it is understandable that all companies, big and small, look to save money, especially when the company is growing in uncertain times. I always find it amazing that these companies will forego retaining the services of designers or architects,  as they consider it to be a “luxury” and unnecessary since the landlord has offered a monetary concession toward the build out of their space. The build out can be done by the prospective tenant who will hire a contractor or having the landlord take responsibility for the build it out by retaining  a contractor.

It’s a simple scenario – and this is how it goes. The landlord:

  • evaluates the lease term, square footage and basic construction costs
  • comes up with a formula and adds this to your rental
  • tenant does not spend incremental budget on construction

The landlord has “saved” your company the effort of allocating additional budget for construction. You believe this is a win-win, BUT, the landlord has calculated a rental that is in his favor and your company has not necessarily thought through some important issues. In many cases, more pertinent to smaller businesses, questions are not asked by the negotiators for the company, as they are not usually directly affected by what is required for the daily operation of their organization.

For example, how many electrical outlets are required? What type of connections, electrical or otherwise, is required for your IT operation? The hours of your operation will determine what additional requirements you may need ( i.e., additional security, coffee area, etc., receiving deliveries, filing capacity). Depending on the nature of your business, the productivity of your staff may be affected by the type of lighting that the landlord is going to install. If you are negotiating for a lease term longer than 7 years – hire a professional to do a needs evaluation. They will help you formulate ideas for the best use of the space. It is risky to rely on casual assumptions such as,  “ well we have five offices, a conference room, etc. etc. – I guess we should have 7 offices, and double the size of the conference room–yeah–that’ll work”. Now you have a  conference room to accommodate a meeting you have once every 6 months, but its too big for meetings with 6 or so occupants every two weeks. What a waste of valuable space!

Hire a professional, let them evaluate your needs and your growth potential. They can incorporate your needs and future plans into the design. They can offer ideas for the best lighting and determine what your equipment needs electrically. Then you will be prepared when you  sit down at the negotiating table with your landlord,  with a list of priorities to discuss and gain commitment from the landlord,  before you settle with  the landlord’s standard offer. These are uncertain times, and everyone is being cautious, so you won’t get everything – but get what will save you headaches, mistakes, and unnecessary money. You are not like ”every other tenant in the building” – this is your company and it has to function for you to succeed in your business!

If you find yourself approaching a new lease in a new or existing space,  think of your company’s needs, and if you find yourself in a quandary – feel free to give me a call, I’d be happy to make suggestions.

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