Commercial Property Management – Tenancy Schedule Tips Tools and Tactics

The tenancy schedule is the tool of choice for a property manager or leasing manager in a commercial or retail property investment. It is the tenancy schedule that will keep the property manager up to task on forthcoming events and dates.

Often you find that the tenancy schedule is not up to date, so if anyone gives you such a document, treat it with the caution it deserves, and check it out completely before you act on the information contained therein.

So let’s say that you have a great tenancy schedule that you know is totally accurate. I get many questions about what I would want to see in a tenancy schedule. Here are my main priorities:

  • Details of the tenant name, lease, and full contact detail for emergencies
  • Tenancy identifier or suite reference that comes from the plan for the property
  • The area of the tenancy in m2 or ft2 (depending on your unit of measurement)
  • The % of the tenant area to the building net lettable area
  • The rent $’s per annum, per month, and per unit of measurement (m2 or ft2)
  • Lease start date
  • Rent start date
  • Lease end date
  • Term of lease
  • Option term of lease
  • Anniversary dates and reminders for rent reviews, options, expires, renewals, renovations, and make good obligations
  • Outgoings charges for each tenant on the basis of area and monthly charge
  • Outgoings budget for the building
  • Total outgoings recoveries for the property on a currency and % basis
  • Types of outgoings to be charged to the tenants
  • Insurance obligations of the tenant
  • Rental guarantee details or bonds held
  • Provision for critical dates relating to any important lease term or condition
  • Maintenance obligation details of the tenants

This list is not finite and you can add your own extra priorities, I would however make sure that it is totally correct and maintain it to the highest level of accuracy. When you do this you can stay on top of important upcoming events that will impact the occupancy or rental of the property.

Whilst you can buy ‘off the shelf’ software programs that display this above information, that can be quite expensive for those commercial and retail property managers that are first entering this type of property. The alternative is to create some simple spread sheet that contains the data; in saying that, it is essential that great care is taken to maintain the spread sheet that you create. Any errors in the tenancy schedule can destroy your landlord, your business, your tenant, your reputation, and the property. Accuracy is paramount.

Vacation Property Management – Web Tools Are Best

Every rental manager knows how difficult vacation property management is. It can become even more of a horror without modern tools. Imagine taking and organizing reservations and bookings over the phone and logging everything by hand. The good news is that you don't have to think of ever experiencing this nightmare.

These days, you can get your hands on rental software. These are outstanding pieces of modern technology that let you breeze through reservations, payments, information publishination, fees and more in just a few minutes. You can install one in your website and click on or drag and drop items and color schemes to update information on your properties. With just one glance you and your customer will get vital information about the status of various properties.

Software for vacation property management can come in download or web-based form. There are excellent options for both types but you will be in an advantageous position if you pick a web-based tool.

One clear reason why web tools are best is because they are highly accessible any time anywhere. All you need is a stable internet connection and you can manage your properties from any place in the world. Even if you're off on a business conference or on a holiday trip, you can slot reservations, change minimum stay policies and serve up the freshest promos to your customers.

Accessibility is not the only thing you will enjoy. Web tools also take away the headache of managing the software package itself. Vacation property management tools that are based entirely on the internet don't drain your bandwidth because the software providers host the tools themselves. Hence, you don't need to pay for a bandwidth upgrade.

Also, developers of online tools take care of the costs and complexities of technical maintenance. What you will essentially be getting from a web tool is software as a service or (SAAS). You don't need to pay someone else to monitor and take care of software. You also don't need to worry about very expensive upgrades.

One last advantage to internet based tools is the ease of use. You don't have to go through hoops and loops to integrate or install a system. Many online tools are so simple to use that if you can follow basic instructions and click on a mouse, you'll have no trouble using them at all.

In general, it's easy to see why online software is better than its stand-alone counterpart. Of course, much depends on choosing vacation property management software that's top of the line. Go for a name that has stood the test of time and that enjoys a good reputation among its users. Take a look at some of the sites maintained by other managers and find out what they use. A good reputation product will most likely be used by many.