This stage is a collaborative approach between our client and Tenancy Solutions Australia and sets the projects parameters and critical dates.

A project kick-off meeting is usually scheduled upon our appointment which allows this phase to be programmed and completed. We guide you through a process that we have developed over many years to flush out the information needed – or we can work with the information you have already collated. 

We can also provide the very latest in current market information and trends – so that reasonable expectations can be set – and deliverables agreed.  

Typically the tasks we will complete in this stage will include:

·         Agree the project objectives and outcomes

·         Gain a full understanding of your business drivers and non-negotiable requirements

·         Clarify your financial considerations and budgets

·         Investigate any workplace infrastructure requirements

·         Review your current lease arrangements

·         Complete your office accommodation needs analysis

·         Determine our tailored approach

·         Establish timelines and critical dates and lock them in

·         Establish a risk register and agree mitigation tactics

·         Develop a communications plan – and ensure confidentiality if required

·         Finalise the brief

Having gained an intimate knowledge of your business and agreed the strategy, we now move to the second phase which begins with the release of the brief to the market at the same time we make initial contact with your current Landlord. With regards the release of the brief, we do not flood every agent at each agency with the brief – rather we have developed a knowledge base of the right agent within each firm whom we approach – depending on the scope and scale of the requirement. The major agencies tend to have hierarchical levels within their organisational structure and ensuring we make our request to the right person has historically proved critical to the success of the project.

This phase will see the following tasks completed by us:

·        Release of the brief to targeted agents

       Meet with your current Landlord and outline the process you are undertaking

·         Identify terms and conditions in your current Lease that should be sought to be improved

·         Review of our database of identified “off market” options

·         Contact people within our industry network to unearth further hidden gems

·         Benchmarking recent deals – building knowledge of key terms and specific needs

·         Collate and evaluate agents submissions of available  premises

·         Follow up and seek clarification with agents where needed

·         Preliminary review of submissions with you and provide initial recommendations for inspections

·         Arrange  tenancy inspections – potentially 3 to 4 occasions – each time refining the brief and closing in on the objectives

·         Receive your feedback and complete the detailed analysis

·         Establish a short list of properties that meet your  criteria and call for competitive  Lease Proposals

·         Continue to liaise with your Landlord and keep them informed of progress

Our knowledge of virtually every building and owner in the target area provides us with hard evidence of why some options should be avoided and where value and opportunity lie. We use this knowledge to your benefit by avoiding wasting your time and making sure the involvement of senior personnel from your organisation is maximised.

Creating competitive tension in the marketplace enables us to work on your behalf to improve the terms and conditions initially on offer for the premises that have been short listed – including your current premises. Control and release of information becomes even more critical at this point – something we have seen make and break deals. We strategize with you to maintain our position of strength in the negotiations and use time, where possible, as a powerful ally.

 Securing the right outcome in this phase typically involves us completing:

 ·         Review of initial Proposals to Lease  and Renew – highlighting concerns and negotiable terms

·         Quantitative and qualitative modelling – NPV financial modelling of options and comparison of key attributes and criteria

·         Arranging technical due diligence of Building Services as required

·         Progress negotiations to get the best possible terms for final selection stage

·         Make recommendations – we can provide our opinion or leave it to you

·         Establish preferred option(s)

·         Identify back up option(s)

·         Refine Proposals to reach Heads of Agreement stage

·         Finalise  Heads of Agreement and secure premises

Similarly, there are a number of necessary tasks to complete that run parallel with the legal review and we can pass on our knowledge in this area. This final phase generally includes us providing the following:

·         Arranging for marked up draft lease documents to be sent to your solicitor

·         Providing background and context to your solicitor if needed

·         Facilitating the formal lease negotiation process as required

·         Ensuring execution of the final documents and related requirements is completed in a timely, cost effective and beneficial manner

·         Provide advice on consultants and service providers as needed

·         Develop an Exit Strategy (if necessary) for your existing premises – taking into account any Make Good requirement and Asset Disposal need.