{"id":3166,"date":"2013-04-04T00:24:01","date_gmt":"2013-04-03T22:24:01","guid":{"rendered":"https:\/\/redept.nl\/en\/13-manieren-om-te-besparen-op-vastgoed\/"},"modified":"2016-11-23T12:44:11","modified_gmt":"2016-11-23T11:44:11","slug":"13-manieren-om-te-besparen-op-vastgoed","status":"publish","type":"post","link":"https:\/\/redept.nl\/en\/13-manieren-om-te-besparen-op-vastgoed\/","title":{"rendered":"13 ways to save on real estate"},"content":{"rendered":"

Facility Management Magazine, April 2013:<\/strong>\u00a0Negotiation of the rental agreement, disposal of surplus space, appeal the property tax. \u00a0There are various ways to save on real estate. We set out 13 for you.<\/p>\n

REDUCE TOTAL SPACE OCCUPATION<\/strong><\/h3>\n

There are many ways to cut costs with real estate but the amount of space that you use is pretty much the most important. \u00a0Additionally, it has an indirect effect on all other aspects like rent, service charge, energy consumption, property tax, etc. \u00a0But how much space can you actually save?\u00a0 To get an idea of the potential you can measure this with a\u00a0time utilisation study<\/em>. It often transpires that in traditional settings, between 40 and 60% of workplaces are not being used: external meetings, sickness, holidays, and suchlike.<\/p>\n

Once it is clear how much space is really needed, it is time to look at how your accommodation can be adapted to meet those needs.\u00a0 Maybe there are possibilities to consolidate locations.\u00a0 Less locations means less receptions, less canteens and so on and so forth.\u00a0 Nevertheless, it is also important to view this in a wider context.\u00a0 Merging locations can also met increased costs of mobility.<\/p>\n

LOOK AT THE TOTAL COST OF OCCUPANCY<\/strong><\/h3>\n

It is crucial to take into account all costs in weighing up alternatives. \u00a0How often are just the rental levels taken into account in comparisons? \u00a0Just as important are the moving costs, service charges, maintenance and capital expenses. \u00a0If you want an accurate comparison of the alternatives, it is important to carry out a scenario analysis in which all the costs are compared.\u00a0 If you regard real estate as a real factor of production you can take it a step further than TCO and look at the\u00a0total cost of productivity<\/em>. \u00a0Analysing costs is only really effective when placed in the perspective of the wider objectives of the organization.\u00a0 Cheap does not always have to mean that it is good for the business and the profit margin.<\/p>\n

In making a choice between different properties it is important to take a good look at the maintenance costs. \u00a0Older buildings are maybe cheaper in terms of rent but the cost of maintenance is often much higher.\u00a0 Carrying out your own investigation into the state of repair at the outset is of great importance.\u00a0 It prevents surprises at a later date.<\/p>\n

Sustainability presents a further opportunity to earn money. \u00a0An often heard remark is that there is no capital available to invest in sustainability. \u00a0Nevertheless, there is a number of solutions available that can be financed via leasing and that delivers an improvement to the bottom line from day one. \u00a0For instance with a\u00a0lighting\u00a0lease<\/em>.<\/p>\n

TAKE A CRITICAL LOOK AT THE SERVICE CHARGE<\/strong><\/h3>\n

Service charges are a grey area.\u00a0 In many cases they don\u2019t get the attention they deserve from tenants; there is a lot of money involved but many occupiers see it as difficult and demanding of too much time relation to the expected savings.\u00a0 That is wrong. \u00a0In the majority of annual reconciliations there are mistakes, deliberate or not. \u00a0Often it involves small amounts but sometimes extremely large amounts are wrongly invoiced. \u00a0In almost all cases it is worth having an audit carried out by a specialist. \u00a0It is not often that the specialist doesn\u2019t more than recoup their fees.<\/p>\n

CHOOSE FLEXIBILITY<\/strong><\/h3>\n

Everybody knows the examples from their daily practice.\u00a0 There are all sorts of reasons that organisations change.\u00a0 Growth, shrinkage, mergers, takeovers, strategic reorientation and so forth.\u00a0 And then it turns out that the property is too big or too small. \u00a0Long contracts are then a millstone around your neck and the premium for the longer rental term, a few months\u2019 rent-free disappears into the sunset.\u00a0 Often such a property can be vacant for years and the tenant is unnecessarily paying rent, service charges, maintenance and suchlike (note: one month rent-free only covers around half of the monthly running costs). \u00a0That doesn\u2019t mean that you should only be entering into short rental agreements but matching with the possible organisational developments and volatility can be very worthwhile. \u00a0The solution is in negotiating break clauses or conditions for the (partial) return or expansion of space.\u00a0 Although this sort of advantage is not always directly visible in financial terms, ultimately it turns out to be of great value. \u00a0Unfortunately, because of this, it is often quickly dismissed during negotiations. \u00a0Flexibility has a pricelist so too much of it is also a waste of money!<\/p>\n

Another aspect of flexibility concerns the tenant\u2019s improvements. Particularly in traditional office concepts a fortune is invested in creating cell offices and suchlike. \u00a0Some enterprises carry out an internal rebuilding every year.\u00a0 By applying generic workplaces with functional diversity much of these costs can be avoided.<\/p>\n

(RE)NEGOTIATE EVERY CONTRACT<\/strong><\/h3>\n

Surprisingly enough we often encounter situations where tenants silently allow their rental agreements to extend on the basis of contentment with the accommodation and not wanting to jeopardise the location or simply out of ignorance of the possibilities. \u00a0It is always worthwhile to talk to your landlord. \u00a0For landlords the retention of tenants is worth a great deal and that principle should be put to your advantage.<\/p>\n

If there is one factor that is important in negotiations for a tenant then that is time. \u00a0If you start too late, you will have your back to the wall and ultimately as organization you don\u2019t want to end up on the street.\u00a0 Landlords are very conscious of this and delaying tactics are often successfully employed.\u00a0 Ensure that as tenant you have the initiative in the \u2018game\u2019.<\/p>\n

If relocation is one of the options, or if it\u2019s about acquiring a new location, make sure that there are always alternatives. \u00a0Negotiate simultaneously. A\u00a0one horse race<\/em>\u00a0usually ends in a sub-optimal result with many concessions by the tenant.\u00a0 The mistake is often made of only reaching agreement on the main terms (financial and lease term) and only thereafter negotiating on the other terms and conditions. \u00a0Legally there is then no way back and there is scant opportunity to achieve anything further.<\/p>\n

You don\u2019t have to wait until the end of the contract to start negotiations.\u00a0 If landlord and tenant wish to agree something else during the term of an agreement, they are free to do so. \u00a0Certainly in the current market, landlord and tenant can act in their mutual interest, for example by extending the lease term in exchange for financial concessions or the reduction of the total rentable area.<\/p>\n

BUY YOUR OWN PROPERTY<\/strong><\/h3>\n

Not always the most obvious choice but the expectation is that this will occur more often.\u00a0 There are landlords that are in difficulty and need to release capital.\u00a0 With a realistic revaluation, price expectations will move closer together which could be beneficial for both parties. \u00a0Due to frugality during the crisis, there are companies that have the financial means available.\u00a0 In the US it is actually quite normal that tenants and banks come into direct contact in respect of real estate where the investor is in negative equity and agreements are made directly between the two parties.<\/p>\n

MAKE USE OF THE MARKET RENT REVIEW PROVISION<\/strong><\/h3>\n

Many rental agreements were closed with a clause wherein the rent after, for example, five years could be adjusted to market level.\u00a0 Landlords were keen to include it in the expectation that market rents would outpace the rent index.\u00a0 However, the reality is otherwise and hence it offers a chance for tenants to adjust the rent downwards.\u00a0 The contract often has a mechanism where each party engages its own expert to come to an agreement on the revised rent. \u00a0If there is such a possibility in your contract, there is a significant chance of achieving savings.\u00a0\u00a0Be aware, there are often time limits attached.<\/p>\n

APPEAL THE LOCAL PROPERTY TAX ASSESSMENT<\/strong><\/h3>\n

The local property tax valuation is often accepted without question but in practice the valuation is sometimes significantly different to the actual value.\u00a0 For landlord and tenant, appealing the assessment can deliver tens of thousands of euros per year.\u00a0 Possible legal costs can be reclaimed from the municipality on the basis of the\u00a0decision on process cost compensation in administrative law<\/em>.<\/p>\n

INVEST IN A GOOD INFORMATION SYSTEM<\/strong><\/h3>\n

As indicated earlier, it can happen that a rental agreement is silently extended, rent reviews are not signaled and other contractual points are missed simply because a proper system is not in place to administer the rental agreements. \u00a0Forgetting to terminate one contract on time means that all other cost saving initiatives could be for nothing.<\/p>\n

By systematically and properly maintaining the information it is possible to signal patterns and deviations and even to benchmark internally.\u00a0 Of course it is essential to keep the system up to date.\u00a0 A good system will indicate whether indexation has been correctly applied and offers the possibility to match invoices with budgets. \u00a0For firms that account to IFRS standards it is always advisable to keep a structured rental administration.\u00a0 They must activate the capitalised rental streams on their balance sheets to conform to the new lease accounting rules.<\/p>\n

ENSURE THE REAL ESTATE STRATEGY MATCHES THE ORGANISATIONAL STRATEGY<\/strong><\/h3>\n

Lack of planning of the accommodation and not matching the real estate strategy to the organisational strategy means a great loss of efficiency. \u00a0Research has shown that of organisations that indeed have a real estate strategy not even 50% derive it from the organisational strategy. \u00a0In other words: it turned out that the real estate objectives as formulated were contrary to the organisations\u2019 objectives.\u00a0 An efficient real estate strategy must support the company strategy.<\/p>\n

In planning (particularly in cases of ownership) the exit strategy is also important; often the first time that an organisation thinks about its exit is when a part of the organisation is about to be closed. \u00a0Under the heading\u00a0restructuring costs\u00a0<\/em>a lot of costs can be \u2018lost\u2019 but that is in many cases unnecessary if this had been thought about at an earlier stage.<\/p>\n

DISPOSE OF SURPLUS REAL ESTATE AS SOON AS POSSIBLE<\/strong><\/h3>\n

Many organisations presently have surplus space and have that space passively available whilst they wait for someone to take it over. \u00a0In practice what often occurs is that the space can stand empty for months if not years and every month the rent has to be paid and the practical problems of empty property.<\/p>\n

By quickly \u2018dumping\u2019 you may have to swallow a significant loss but it does create certainty and makes it possible to negate so-called\u00a0onerous provisions<\/em>. \u00a0Ultimately that can be cheaper than being stuck with surplus property for a long period and then still having to let or surrender against a significant disadvantage.<\/p>\n

Are there many rental properties at the same time? \u00a0Then consider a\u00a0portfolio disposal<\/em>, whereby you can transfer the surplus property in one fell swoop to a professional party. \u00a0Compare this with\u00a0factoring<\/em>.<\/p>\n

PREVENT REINSTATEMENT COSTS ON REDELIVERY<\/strong><\/h3>\n

At the end of the rental agreement there is an unpleasant surprise for many tenants: the property must be restored to its original condition at commencement of the agreement. \u00a0If the landlord is unconvinced of the added value of the tenant improvements the only thing you can do is to order the skips and demolish all the walls, cabling, canteens, pantries, servers and suchlike.\u00a0 As tenant you wouldn\u2019t be the first to have forgotten to make a provision in the accounts.<\/p>\n

It is far better to agree in the initial negotiations that you do not have to restore the property to its original condition. \u00a0Even if you did not do so, ensure that in any case you always have the landlord\u2019s permission for every alteration that you carry out, preferably with the undertaking that you do not have to restore it at the end of the agreement.<\/p>\n

ENGAGE AN INDEPENDENT ADVISOR<\/strong><\/h3>\n

If you do not deal with the subject matter on a daily basis, it is a good idea to buy in expertise in the aforementioned areas. \u00a0However, how do you make a choice of advisor? \u00a0Firstly it is important to realise that brokers predominantly work under instructions from supply-side parties and therefore receive the largest part of their turnover from those parties. \u00a0Alternately working for landlords and tenants is not helpful for the impartiality and therefore the quality of the advice.<\/p>\n

Even if the competition is stiff, listen for alarm bells if you are offered free advice or can negotiate fees that are too good to be true.\u00a0 You can be assured that the opposing party, the landlord, will happily make up the difference.\u00a0 The advice you receive is worthless.<\/p>\n

Is it perhaps attractive to engage someone that works on the basis of a so-called success fee<\/em>\u00a0or\u00a0performance fee<\/em>? \u00a0It sounds better than it is.\u00a0 Usually success is solely measured on the basis of the financial parameters. As you can see from this article, success has often many more nuances.\u00a0 The success fee<\/em>\u00a0gives a stimulus to the advisor to purely focus on the financial aspects at the cost of the non-financial factors and you have to therefore question whether that is in your interest.<\/p>\n

Good advice pays for itself.\u00a0 Work with advisors that can work well together and can achieve synergy in the project. \u00a0Engaging, for instance, a project manager during the negotiation process doesn\u2019t just win time but also prevents costly surprises later in the process.<\/p>\n","protected":false},"excerpt":{"rendered":"

Facility Management Magazine, April 2013:\u00a0Negotiation of the rental agreement, disposal of surplus space, appeal the\u2026<\/p>\n","protected":false},"author":2,"featured_media":1776,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[14],"tags":[],"class_list":["post-3166","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-in-the-news"],"acf":[],"yoast_head":"\n13 ways to save on real estate - Redept<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/redept.nl\/en\/13-manieren-om-te-besparen-op-vastgoed\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"13 ways to save on real estate\" \/>\n<meta property=\"og:description\" content=\"Facility Management Magazine, April 2013:\u00a0Negotiation of the rental agreement, disposal of surplus space, appeal the\u2026\" \/>\n<meta property=\"og:url\" content=\"https:\/\/redept.nl\/en\/13-manieren-om-te-besparen-op-vastgoed\/\" \/>\n<meta property=\"og:site_name\" content=\"Redept\" \/>\n<meta property=\"article:published_time\" content=\"2013-04-03T22:24:01+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2016-11-23T11:44:11+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/redept.nl\/app\/uploads\/2016\/10\/13-manieren-om-kosten-te-besparen-op-vastgoed.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"500\" \/>\n\t<meta property=\"og:image:height\" content=\"272\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Leon van Leersum\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Leon van Leersum\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"11 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/redept.nl\\\/en\\\/13-manieren-om-te-besparen-op-vastgoed\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/redept.nl\\\/en\\\/13-manieren-om-te-besparen-op-vastgoed\\\/\"},\"author\":{\"name\":\"Leon van Leersum\",\"@id\":\"https:\\\/\\\/redept.nl\\\/#\\\/schema\\\/person\\\/ca18cb16aee0dfdb781e116b7f2c47ba\"},\"headline\":\"13 ways to save on real estate\",\"datePublished\":\"2013-04-03T22:24:01+00:00\",\"dateModified\":\"2016-11-23T11:44:11+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/redept.nl\\\/en\\\/13-manieren-om-te-besparen-op-vastgoed\\\/\"},\"wordCount\":2231,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\\\/\\\/redept.nl\\\/#organization\"},\"image\":{\"@id\":\"https:\\\/\\\/redept.nl\\\/en\\\/13-manieren-om-te-besparen-op-vastgoed\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/redept.nl\\\/app\\\/uploads\\\/2016\\\/10\\\/13-manieren-om-kosten-te-besparen-op-vastgoed.jpg\",\"articleSection\":[\"In the news\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\\\/\\\/redept.nl\\\/en\\\/13-manieren-om-te-besparen-op-vastgoed\\\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/redept.nl\\\/en\\\/13-manieren-om-te-besparen-op-vastgoed\\\/\",\"url\":\"https:\\\/\\\/redept.nl\\\/en\\\/13-manieren-om-te-besparen-op-vastgoed\\\/\",\"name\":\"13 ways to save on real estate - 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