Where can I find resources, tools, and tips for opening a new commercial office building?
Does anyone have any resources that they could share that provide a list of things to consider when opening a newly constructed commercial office building? I'm not necessarily looking for details on move management, rather things such as service contracts, staffing, and other considerations of a facility manager. Thanks for your help!
There is a difference between owner-occupied and tenant- occupied buildings.
• Do you have emergency egress plans?
• Don't forget to conduct fire drills (OSHA requirement).
• Store all your construction warranty information in a readily available format.
• Read your warranties (for example you may void the roof warranty if you walk on the roof).
• Have your insurance information available at all times (even when you are at home).
• Set up a cost-tracking system that will allow you to benchmark with IFMA or BOMA benchmarks.
• Set up a "call center" – phone number or e-mail address to accept complaints/ work requests.
• Set up a data base of vendors to call for a specific problem.
• Set up a Preventive Maintenance program to maintain your equipment.
• Set up maintenance contracts for HVAC, emergency generators, elevators and other specialty equipment.
• Will you have a space charge-back system for departmental lease space or specific charges to departments or will you absorb all costs?
• Occupancy plans showing departmental boundaries on a furniture plan and even "who sits where" are helpful.
• Have more than one person on the call list for security issues.
• You absolutely need to have a contract with a remediation contractor (they need to be set up in your system so you you can call them to fix your overflowing toilet and associated damage at 3 AM so your building is up and running by 8 AM).
• You need to track work orders and requests – there are a number of systems (Work Order Management Systems) that are quite good available in a wide price range. A spread sheet will work at first.
• You will be getting many invoices each month – you need to set aside time to review, code and pay them.