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The 4 biggest mistakes companies make when looking for office space

By
Commercial Real Estate Agent with Coldwell Banker Weir Manuel

Big Mistake #4 - No Representation.

You will find nothing more frustrating and unproductive than driving around aimlessly, calling every sign you see. This is also a sure-fire way to end up paying more for your lease. There are more signs up in front of properties than in the past 10 years. Without a clear understanding of which properties have the right space for your needs, you will spend countless hours driving around making cold calls and hoping for a callback. If you do get a callback, what questions do you ask for your specific need? How will the answers compare to your business model and the market?

Big Mistake # 3 - Trying to manage the project yourself with multiple brokers.

Just getting the information (see Big Mistake #4) is hard enough. Herding cats would be easier than trying to coordinate the necessary contact with multiple agents. You need timely feedback and updates. You need consistent information organized to each property. Commercial property tours are set by appointment, with multiple people at each site. Trying to manage multiple agents results in disorganization, inaccurate information, and time wasted. It is important that you have one point of contact to act as your voice, to filter out unnecessary sales pitches and eliminate useless information & options that are not a fit for your business model.

Big Mistake # 2 - Lack of trust and confidence in your agent.

You need to be comfortable with the broker representing you. It is imperative that he fully understands your requirements as well as any limitations, concerns or specifics of your business that impact your property choice. Without that information, your agent will not be able to command the best deal from landlords and owners. Sudden negotiating changes will diminish your position and creates an opportunity for lost time and money. With trust in your broker, these changes will not occur, and you will get the best deal on your commercial property transaction.

Big Mistake # 1 - Looking for commercial real estate with inadequate representation.

To gain the best deal, especially in a down market, you need representation. It is critical that your broker have a complete understanding of the market, and not just the properties the broker represents. Your broker should know and understand the property owners and landlords, and fellow agents and brokers.

Most importantly, if they do not have the expertise for your requirements, they should disclose that to you and work to get you the support you need.

Referrals from other commercial agents and brokers, continued customer referrals and consulting contracts are evidence of my expertise and knowledge of this market. My business is relationship driven, and primarily comes by referral.

 

R. B. "Bob" Mitchell - Loan Officer Raleigh/Durham
Bank of England (NMLS#418481) - Raleigh, NC
Bob Mitchell (NMLS#1046286)

The worst is when your looking for office space when you're a real estate broker!

R.B. "Bob" Mitchell

ValueList Real Estate Services, Inc. 

Mar 29, 2007 05:50 AM
James Iodice
Coldwell Banker Weir Manuel - Waterford, MI
Associate Broker, Selling Homes and Offices

Bob: Amen! Would you believe I have consulted a few RE brokerage firms when they were searching for space.

Not many people understand how to properly negotiate a lease and save money or lower their lease payments.

 

 

Mar 30, 2007 05:54 AM
Theresa Cavanaugh
Global Realty Marketing - Appleton, WI
Jamie, GREAT post.  I love the information.
Mar 30, 2007 06:08 AM
James Iodice
Coldwell Banker Weir Manuel - Waterford, MI
Associate Broker, Selling Homes and Offices

Theresa,

Thank you for taking the time to review the post, and provide your feedback. I hope this will be a help for consumers AND for RE professionals.

Mar 30, 2007 06:18 AM
Amos Peverill
Central Virginia Realty - Lynchburg, VA

Good points James,

I hope you posted this for the general public too. I am a new "Rain maker", but this looks like a good place for a community of Commercial agents and brokers to grow. 

Mar 30, 2007 06:33 AM
James Iodice
Coldwell Banker Weir Manuel - Waterford, MI
Associate Broker, Selling Homes and Offices

Amos,

Yes I did post this on Localism for the general public. And yes, as a new AR person myself I agree that this community will be great for the professionals and the public.

Thank you for your comments.

Mar 30, 2007 08:13 AM
Gary Smith
Agent Marketing Today - Commerce Township, MI
James,  excellent advice, hope commercial customers take note and hire you.
May 16, 2007 11:08 AM
Stefan Scholl
Buyer's Broker of Northern Michigan, LLC - Petoskey, MI
Northern Michigan Real Estate
Great advice and great information, James.  Whether residential or commercial, people who do not seek representation are missing out big time, in my opinion, by trying to go it alone.
May 18, 2007 01:21 AM
James Iodice
Coldwell Banker Weir Manuel - Waterford, MI
Associate Broker, Selling Homes and Offices

Gary - Thank you. I do too. There are many who just don't understand the complexity of the market. Many people think that a lot of signs means every property has a space that is a match. It is just not true.

Stefan - Agreed, and coming from a company with your credentials of buyer representation means alot. Thank you.

May 18, 2007 02:43 AM
Rob Beland
Apex Properties - Leominster, MA
Leominster MA Multifamily Investment Specialist

I agree with the common sentiment that "qualified" representation is a must when trying to negotiate a commercial lease. A big part of my business in Massachusetts is Buyer/Tenant representation and the biggest hurdle I have to overcome is explaining how I get paid.

 

Sure the majority of my clients get my services for free because my fees are paid by the listing broker but in the off-chance that I put a client in a property and there is no fee to be paid, my client has to pay for my services. I have taken assignments where I guarantee a client they won't have to pay any fee if I feel the requirement is a common one but I am working with a potential client now that could result in a fee of $20,000 or more and I have to convince him that if he has to pay my fee, it's worth his $20,000 to hire me...

Any thoughts on how exclusive buyer representation is handled in your offices and if any of you come across this same situation??? Do you charge a fee for this service to your client?

May 21, 2007 05:32 AM
James Iodice
Coldwell Banker Weir Manuel - Waterford, MI
Associate Broker, Selling Homes and Offices

 

Rob, Thank you for your comments and question. I think that Buyer Tenant representation in commercial is difficult in any market.

You are right many companies do not understand how we are compensated. And because of the intangible nature of our business do not see the value at first. In some of the best cases I have actually had the client ask me how I am paid or if they pay me. In the worst cases, without an exclusive representation agreements, I have made nothing. There is the "retainer" approach. This is a set pre-paid agreed upon amount, that will be deducted from the commission after the transaction. You can also request commission agreements for each of the properties you will be introducing. Most property owners will commit to that, those that do not should raise your concern.

I may have answered some of your question above. Your question is timely because I am actually putting together a Blog about just this topic and industry direction. The public and the industry are now beginning to realize that Commercail Brokerage is not just about selling or leasing space. We are responsible for the companies total facility needs and requirements.

In our office we handle each transaction independently. Part of the need for exclusive representation agreements and commission agreements is market and prospect driven. Much of my business is through referral. The great thing about referral business is it comes with some level of commitment already in place. I also qualify, qualify, qualify. This includes qualifying myself. If this is an project that is out of my "niche" then I will pass the business along to someone I know can handle it properly AND explain why. I have never lost a client when doing this, because they know I am looking out for their best interests.

I think you put it very well in your blog post Buyers Agents in Commercial Real Estate . You may want to post that to the Group Commercial Real Estate. Are you seeing more difficulty with the Tenant / Buyer or with the property owners?

 

May 21, 2007 07:42 AM
Anonymous
Chris Evens
This is great info, I am glad a found it. Are lease rates lower for new people? I heard the manager is offering a lease lower than what I am paying. What can I do?
Mar 21, 2008 03:43 AM
#12
James Iodice
Coldwell Banker Weir Manuel - Waterford, MI
Associate Broker, Selling Homes and Offices

Chris - I am glad you found it. Yes, many new tenants are quoted rates that are actually less than the current rate long term tenants are paying. Michigan office space rates have dropped. Landlords are negotiating lower lease rates than they have in years.

I have a client who I was able to help negotiate a renewal for their office space in Troy. We secured a lease rate $3.00 per square foot less than they were paying!

Lease reviews are something I am doing for many of my clients. I would be happy to help you, please feel free to contact me James Iodice or Commercial Real Estate Michigan .net

Mar 21, 2008 04:08 AM