Do you want to move less when you move? Eat it! Break it! Throw it away!

Tenant's withdrawal from the business center. What actions do the manager and facility administration have to take during the move? Should they remain in the "observer" position or dynamically facilitate the process stages? Does the tenant's departure threaten the business center and its remaining tenants? In the current situation, the facility administration is obliged to address the following important issues:

• Monitoring the fulfillment of the relocation deadlines.
• Creating all conditions for the preservation of the property of the BC.
• Ensuring that the interests of each remaining tenant are respected: eliminating all obstacles to their activities, creating comfortable and safe conditions for staying in the BC.

What is significant in the above tasks?

Preserving the property of the business center

During the relocation process, the tenant's employees will move furniture and heavy equipment, which is likely to cause damage to the premises, such as glass columns, mirrored walls in elevators, doorways, floors, and design details. Usually, to prevent such damage, a separate clause is simply included in the contract that describes the relevant fines and compensation. Few people know about another option: when moving out of a business center, the tenant can assign responsibility for this to the contractor involved in the relocation process. To do this, the tenant needs to take into account the clause describing the carrier's liability for damage that may be caused to the property of a third party. What are the benefits for the manager? First of all, the risks of damage to property will be reduced due to the carrier's high level of care. Also, in case of damage, the process of resolving the issue will be simpler and faster. Why? Because carriers often have experience in this area, and they are likely to be willing to work in your business center for more than one more time, which will definitely not be the case when discussing the problem with the former tenant. Naturally, the carrier company must have a reliable reputation. If we talk about the likelihood of loss of interior elements, the best solution is to have a person representing the business center who will monitor the tenant's departure. The ideal option is video surveillance and an employee who will supervise the actions of the carrier.

Remaining tenants

Loyalty to the tenants staying in the business center is a guarantee of a successful lease extension. The process of relocation of just one company can increase the likelihood of violating the interests of others. For example, a departing tenant may make it difficult to work with noise or a "queue" at the elevator. For the building owner, these are not positive moments at all, and moreover, complaints may arise. As a rule, the lease agreement contains instructions for the use of the leased premises, which describe:

• The noise level that is allowed;
• The time and possibility of operating the passenger and freight elevator;
• The possibility of parking trucks in common parking lots.

Unfortunately, there is no guarantee that such rules will ensure compliance. Before leaving, a representative of the business center should make sure that the former tenant has not forgotten about these instructions and will form a certain schedule for the removal of bulky property and noisy work, taking into account the established rules. In practice, it has been proven more than once that it is better to prevent a conflict than to resolve it. I recommend that you find out who is responsible for the process of vacating the premises in order to resolve conflicts as soon as they arise. To control the security of the premises, the security service should request a list of persons and equipment of the carrier's company that will be involved in the process. Remind the tenant of this in advance to avoid wasting time getting the opportunity to enter the BC directly at the appointed time of the move, and everyone sticks to the planned schedule.

Time limits for leaving the business center

To be sure of preventing potential risks, it is always necessary to control repairs, moves, delivery of large items, etc. on the territory of the business center. For example, a former Tenant promised to move out of the premises by a certain day, but did not meet the deadline, and his neighbors planned to receive construction materials the next day. A problem arises - the processes overlap and interfere with each other: elevators and corridors are overloaded, and the final deadlines are pushed back even further. This situation cannot be solved by penalties. Instead of relying on the tenant's conscientiousness, take an active role in regulating the movement processes. Remind the parties that for their own comfort, it is necessary to adhere to a phased schedule. The same applies to repairs, receiving various goods, etc. Pay particular attention to situations involving the active use of elevators, stairs, parking lots, and so on. Following such simple recommendations helps prevent conflicts between the parties. Moreover, make sure that the Tenant has no debts before the move, including utility bills, etc. Don't hesitate to remind them that they need to be paid off before the move to prevent conflicts. A good solution to controlling the schedule and the departure process is to follow the positive experience of some of today's management companies. Companies choose reliable, time-tested logistics partners and then recommend them to tenants for cooperation. What are the advantages of this approach? Service companies that regularly cooperate with business centers are well acquainted with all the conditions, pitfalls of moving, and the needs of the administrative and departing parties. As a result, you get a well-established long-term relationship between the representatives of the parties, and all stages of the move go more smoothly and quickly.