What are the best lease management practices for facilities managers?

Lease management tips for facilities managers: Stay organized with digital tools, set calendar reminders, nurture relationships with stakeholders, conduct regular audits, budget wisely, ensure legal compliance, manage risks, negotiate flexible leases, document changes, and invest in regular training for your team.

Realize uma avalia??o completa das necessidades da organiza??o em termos de espa?o. Entenda as opera??es, a equipe e os requisitos futuros para garantir que os espa?os atendam adequadamente às demandas. Mantenha registros detalhados de todos os contratos de loca??o, incluindo termos, condi??es, datas de vencimento e informa??es sobre locadores. Ao negociar contratos de loca??o, busque condi??es favoráveis, como períodos de loca??o flexíveis, cláusulas de renegocia??o e op??es de término antecipado. Antecipe-se às datas de vencimento dos contratos de loca??o e inicie o processo de renova??o com antecedência. Monitore de perto os custos associados à loca??o, como aluguel, despesas operacionais e custos de manuten??o.

Yearly lease or for the best client agreement of a locking period will be better choice to lease . Combo of shorterm and long term lease agreement is the best option to work. This balances the risk as well improves your revenue cycle with the good financial health.

Facilities managers should centralize lease documentation, conduct regular audits, automate tasks with dedicated software, communicate effectively, mitigate risks, integrate lease data into budgets, nurture positive tenant relationships, monitor compliance, plan lease renewals proactively, and establish performance metrics for continuous improvement.

Lease performance drives overall portfolio returns; therefore, it is critical not only to monitor the performance against benchmarks but also to identify the key levers that can improve performance. Another important factor is to ensure the relevance of benchmarks especially for diversified asset management companies; for instance, the utilities per SQ ft for CAM (Common Area Maintenance) will not only vary regionally owing to heating charged and wage difference but also vary between high street retail, commercial office, and residential properties

For example in banking industry, Lease portfolio is often optimize by relocating branches or enhancing the space of branch to serve customer batter. So, in order to have this, include all relevant clauses in lease contract.

The last best practice in lease management is to manage your lease risks and protect your FM interests. You should assess the potential risks and liabilities that may arise from your lease agreements, such as rent increases, lease defaults, property damage, legal disputes, or force majeure events. You should also implement measures that can mitigate or prevent your lease risks, such as maintaining adequate insurance coverage, creating contingency plans, enforcing lease clauses, or seeking legal advice. By managing your lease risks, you can avoid or minimize the negative impacts of unforeseen circumstances on your FM operations.

Optimising the mix of tenants may be challenging in weak market situations; however, one can definitely reduce the FM scope based on: Must Have Should Have Could Have This will ensure that offerings are at par with market but also offer some comfort on the cost side

It is better to involve your legal team in all phases of lease management in order get timely advices. Make your you to have constant and clear communication with your land lord to avoid any risks. Better to have risk assessments in advance for risk mitigation.

One of the best practices in lease management is to have the finest software to upload all data to analyze and never miss payments. Another practice is to identify space planning. Constantly evaluate SQ expenses. Don't occupy a place more the needed.