Architects help seal deal--from start to finish.

Industry professionals know that real estate brokerage is a complex and multifaceted business, and each link in the leasing process affects the viability and success of a particular lease transaction.

To greatly increase the probability of a successful outcome (a signed lease), a broker can take the advantage by tapping into the knowledge base of an architect early in the process and use their insights to help seal the deal.

The architect's role in supporting the real estate brokerage community emphasizes the value aspect of the space, understanding that dollar savings are critical at this stage of negotiation. While architects typically come on to the scene after the first round of walkthroughs, it's helpful to gain an understanding of costs and efficiencies as early as possible.

Bringing an architect into the picture early in the game adds value to the broker's services, sets the broker apart from others and helps the broker close the deal. Services offered range from test-fit studies and construction budgeting through lease signing and move-in. Architects can provide brokers and their clients with solid information and conceptual ideas that add detail and visual imagery to the big picture. Architectural interaction, with an emphasis on interpreting and implementing tenant space needs, scheduling, lease review as well as practical tips on understanding the management of the architectural and construction process, allows the lessee to better understand the multiple variables involved in signing new space.

Scheduling

The architect can aid in putting together a realistic schedule ensuring the client has what he needs to know up front. With the broker interpreting what's included in the quoted square footage eg., data cabling, etc., the client needs to gain an understanding up front of what the actual hard costs of construction are going to be. A certain degree of detail will eliminate problems later on. A well-thought out balance must be considered so the numbers are realistic, but not so conservative as to threaten the deal on the table.

Macro-Programming

Requiring information quickly, the client needs to gain an overall picture of what the adjacencies are and how the space will lay out. Staff projections are taken into consideration, along with support space projections, circulation factor, expansion, useable area (USF), and rentable area (RSF). A preliminary construction cost budget may be presented at this time as well, carefully considered to be as real as possible, but not overbearing.

Test-Fit Studies

Based on the tenant Macro-Program, test-fit studies can be created to visually lay out the space. Responsive to client parameters, a test fit is a quick space plan that tests the building's floor plate against the client's program. The architect should create plans showing multiple configurations, between three and five layouts per space. A presentation of positive and negative aspects of each configuration shows the client that due diligence has been done, coordinating mechanical, electrical, and plumbing systems. Office space and sizes are explored; circulation and adjacencies are shown in plan. Lease comments are incorporated at this juncture to clarify exactly what is included in lease and who is responsible for specific MEP considerations.

Micro-Programming

Micro-programming responds to the image and vision of the company leaders. It works with detailed staff and support space projections, taking a closer look at interdepartmental adjacencies, conference facilities, technology and security. A design team with experience in the particular market sector (financial, legal, etc.,) can provide valuable insights relating to optimal productivity and functionality. Worksheets are created with specific information solicited and interviews are conducted with key staff members.

Schematics/Design Development/CDs

Each project is a blending of the client and environment and no theory or design is set in stone. Each space must reflect the identity and philosophy of the client, marrying the earlier programming with conceptual design. To create an optimal, functional design, the Project Designer will spend time within the client organization, learning business and personnel philosophy, along with the desired public representation. Taking the programming and space planning, the project designer incorporates the material needs with the client image and budget to create a corporate environment responsive to client requirements. The broker may be contacted to ask for an interpretation of the lease at this phase.

Once a lease is created and there's movement to the project phase, there's a constant checking of costs against the lease. There must be a straightforward understanding of schedules, which will dictate the work letter, concessions and free rent periods, among other things.

Close Out/Move In

Everything that's defined by the lease by the brokerage team has an effect on the tenant. A large checklist of items must be reviewed before the landlord will write a check to the tenant. Work letter monies, lien waivers, permits signed off and typically rent concessions as negotiated by broker and tenant. Keeping the lines of communication open between broker and architect can be extremely helpful all through this process. When all points are covered and clarified early in the process, it reduces the probability of problems later on.

BY SCOTT E. SPECTOR, AIA AND

JANE FELSEN GERTLER, CPSM,

SPECTORGROUP