After finding the right office for your business, you’ll enter into the transaction process. This next step will consist of several important items: such as the lease negotiation, review and planning the buildout. Many of the opportunities that lie within the this phase rely on the success of your lease negotiation. If it’s handled properly, it can provide a number of long-term, tangible benefits for your company. Having a knowledgeable broker on your side throughout the transaction will simplify the entire process and provide long-term benefits for your company.
Perhaps the most innately complex piece of the moving process is negotiating a fair lease, and executing a successful negotiation can provide direct benefits to your business for years to come. At the beginning stages, your broker will gather multiple proposals to gain an understanding of market comparables to increase your negotiation leverage. The key to doing so is understanding the market as well as the varying terms and clauses laid throughout the lease. Experience is critical to being able to expertly navigate the twists and turns of a lease. Beyond market knowledge of fair rent values, having a deep understanding of the language a lease is written in will help you negotiate for rent abatement, tenant improvement allowances, escalations, securitizations, rights to expand or renew, and termination rights.
The negotiation process will include several rounds of back and forth offers which will continue until acceptable business terms are agreed upon. Tenured brokers will be able to evaluate the financial impact of each proposal to submit a reasonable counter offer to advance negotiations toward your goals.
After business terms are agreed to, it is heavily recommended to have an attorney read through the lease. Should you not have an attorney on-hand that specializes in real estate, a broker will be able to refer a qualified real estate attorney to assist in the process. The broker will work alongside the attorney to evaluate the language within the lease to ensure it accurately reflects the agreed upon terms, as well as search for any terms or clauses that may be unfavorable to the tenant.
Check the language for mention of the common area maintenance fee to ensure it is based on the total rentable area rather than just the rented area. Another consideration might be to ensure the building cannot rent to your direct competition. Small changes such as these can have a profound impact on the longevity and quality of your new location.
Working with a Tenant Advisory Group representative will add many benefits. They will quarterback the process to ensure it is completed efficiently and to your specifications. Clients that work with the Tenant Advisory Group brokers will gain access to a deep pool of knowledge on current market values and apt negotiation skills.
Beginning the search process for your next office space can be overwhelming, especially if you’re not considering all of the necessary factors. Look beyond the rental costs and explore other ways to get the most value out of your new location. Access to amenities, ease of transportation and how an office translates to company culture should all be on your list of needs.
The layout of an office plays a leading role in reinforcing the culture that you wish to cultivate within your company. Does it inhibit or nurture employee communications? For example, if you strive to build a collaborative environment, then consider an open space with communal gathering areas. If focus and concentration is the goal, go with traditional cubicles and private offices. Even if a potential office doesn’t have a pre-established layout, consider how you can reconstruct the space to fit your needs.
Once you know what the inside of your office should look like, it’s time to expand to external factors. Is the new space easy to get to? Accessible transportation options are crucial in retaining your current staff and attracting new employees. Take your cue from McDonald’s recent move from suburban Oak Brook to the buzzing West Loop neighborhood. Employees want to be able to get to work quickly and have top amenities right at their fingertips. Paying more in rent for in-building features like a gym or cafeteria are well worth the cost. If that’s not an option, close proximity to popular restaurants is another added benefit.
While you’ll notice the benefits of a low rent on your financial ledgers, it’s important to remember that the office space is more than a place for work. Retaining and maintaining a happy roster of employees can bring tremendous value and inspire long-term growth within your company. Not only will your current employees appreciate the gesture, but you’ll be more likely to recruit top talent.
With an endless sea of potential dream offices, it will take a serious dedication to close on the space you want. There are many moving pieces involved in relocating your office, which is why it’s recommended that you seek the advice of a professional to ensure everything is completed with the little to no headaches.
Chicago is the third largest city in the United States which means there is a deep pool of potential office spaces to fit just about any business. Prior to beginning the search for new space, many of our clients are interested to know what exactly is involved in the process. Through our experience we’ve assembled a list of the most important steps involved along with tips and tricks we think will help business owners.
Aim for a minimum of nine months before you’re ready to lease or purchase a space. Keep in mind that at least six months worth of time is essential to account for site selection, business term negotiations, attorney review, architectural design, permitting and any interior construction or design work to fit your specific office needs.
A tenant representative will start with a survey of the market to deliver relevant property options that fit your specifications in terms of a budget, location, type, size and quality of a space.
In addition to the standard software that all CRE firms use, Tenant Advisory Group has established a network of resources to efficiently uncover both newly on- and off-market listings that will be increase the quality of your search.
Assuming a budget of a certain amount per month, desired office size, building class and neighborhood proximity to transportation are all variables that can be adjusted to stay within your means.
After you’ve selected a list of properties of interest, a tenant representative will organize tours of all potential buildings, helping to guide you through considering all the logistical factors involved with each space.
One great way to get the most out of your dollar is to consider reducing the number of private offices in exchange for a larger bullpen area to reduce the square foot per capita. However, if individual offices work better for your type of business, and you are not looking to compromise on size, then shifting from a Class A to a Class B building can still maintain relative quality building finishes with amenities while substantially reducing rental rates.
Business Term Negotiations
Once the list is narrowed down to a handful of properties that seem like a potential fit, the next step is to submit RFPs that seek to achieve all of your goals, both financial and in terms of space quality and layout.
Even if you’ve chosen one property for your top choice, seeking proposals from multiple properties will provide you with market comparables to facilitate more negotiating leverage.
In addition to appropriate rental rates, a tenant representative broker will understand terms and be an advocate for you to achieve fair market concession packages such as rent abatement; tenant improvement allowances; escalations; securitizations; rights to expand or renew; and termination rights. Working with a tenant representative who possesses a deep knowledge of fair market values will be indispensable to this process and overall cost savings.
Upon receiving proposals, a broker will run analyses to outlay the financial impact of the Landlord’s response and will submit counters to advance the negotiations toward your goals until acceptable business terms are agreed upon.
If there is a need for a build out, this will also be the time that a tenant representative will coordinate efforts of an architect to design the space to your specifications. A space planner might be provided from the building, particularly if they will turnkey the work, or an independent architect may be involved.
One thing to keep in mind during the negotiation process is to organize your paperwork. Prior to signing a Letter of Intent with a particular property, the landlord is most likely going to require you to show them financial statements and/or the last two years of your tax returns to be assured that you will be able to pay your rent in a timely and stable manner.
Once both sides have come to agreement on the key business terms, a tenant representative will coordinate the attorney review process. The will work alongside your attorney to ensure the legal language reflects the negotiated terms.
If your business does not have an attorney you use that specializes in real estate, Tenant Advisory Group is available as a referral source to qualified and affordable real estate attorneys.
Upon lease signing, Tenant Advisory Group will continue to assist with coordinating walk-throughs of the space for meetings with the architect and contractor bidding. We will be there to track progress against the project completion dates to make sure everything and everyone is moving forward efficiently.
Tenant Advisory Group is also available to make introductions to quality furniture vendors, movers, phone & data brokers, IT vendors, insurance brokers, and other ancillary professionals to help facilitate the process.
- Receive quotes from several movers and line up a company well in advance
- Line up the phone and data broker to set up the phone and data lines so they are ready by the time you move
- Contact your IT support and let them know about the move at least six months in advance, but no later than 90 days
- Recycle or donate unwanted electronics and furniture
- Consider meeting with a furniture vendor to decide on reusing existing furniture, purchasing new or purchasing refurbished furniture
- Gather any necessary paperwork for potential tax write-offs
- Obtain a copy of the building rules and regulations
- Identify the best point of contact from the building for all moving-related, space buildout and daily space operations questions
- Understand the acceptable moving procedures in terms of hours, parking, unloading and elevator access
- Establish a packing schedule to determine what can be packed in advance or last minute to reduce disruption to productivity
- Setup mail forwarding from your old address
- Order stationery, business cards and envelopes with the new address printed on them
- Change your mailing address on your business registration with the city, website, social media, Google, credit cards, bank accounts and other professional organizations
- Notify your network of clients and vendors that your company has a new space and address to proactively avoid any interruptions in productivity
Why Use a Tenant Representative
- The tenant does not pay any commission for the brokerage services they receive. The services are paid by the landlord. Even if the tenant negotiates direct, the landlord still pays a commission to its in-house brokers. Shouldn’t you have an experienced advocate on your side, too?
- An attorney can negotiate legal terms, but typically does not have sufficient micro-knowledge of the changing local real estate market conditions to ensure you receive favorable business terms.
- Tenant Advisory Group has established a network of trustworthy, qualified and affordable real estate-adjacent professionals to incorporate into the transaction, in order to fully service all of our client’s needs.
- Tenant Advisory Group is committed to bringing best-in-class commercial real estate services to every end user, and proudly saves our clients an average of $15,000 per person on leasing costs and over 20% on purchases.
Below are a few words from Lisa on receiving the honor:
“I couldn’t have achieved this without your support, referrals and trust,” said Lisa Kalous. “I’m incredibly grateful for you! As always, If you’re thinking of making some changes this year–from making a move to planning renovations–I hope you’ll reach out for my advice and resources. I’m always ready to help and love hearing from you.”