The end of the year is approaching and it is time to create budgets, forecasts and planning reports for your commercial real estate lease portfolio. This can be very time consuming, however if your information is organized in an easy to use lease management system it can be greatly simplified.

Visual Lease’s ad-hoc report writer is an efficient, easy to use tool for building the reports that corporate real professionals, managers and lease administrators need. The reports below were created in just minutes, using Visual Lease’s point and click report writer.

Upcoming expirations with option renewal and surrender clauses

Criteria:

• Active Leases
• Sorted by Expiration Date
• Expiring between 1/1/2010 and 12/31/2011

2010 Monthly Rent Roll

Criteria:

• Active Leases
• Sorted by Expiration Date
• Monthly Base Rent

Galaxy Partners recently conducted a survey on important issues facing corporate real estate. From the results it is clear that the challenges of the current economy will continue to have an effect on how corporate real estate into 2010.

Here are the results:
1.   The most important real estate issue facing my business in the coming 12-18 months is:

• 53% reported Reducing occupancy costs with about the same locations
• 34% reported Expanding the number of locations
• 13% reported Reducing the number or size of our locations

2.   Regarding outsourcing real estate management tasks or services:

• 53% reported Currently outsourcing most or all corporate real estate services needed
• 40% reported Managing real estate in-house and it is working well
• 7% reported Is considering/open to outsourcing most or all corporate real estate services

Observations:

Reducing occupancy costs can be accomplished by managing the portfolio more efficiently with a set of tools and processes. Real-time, instant access to space availabilities and usage will be required.  This allows organizations to be responsive to changing space planning requirements.

Organized and report-able lease data will be needed to provide year over year comparisons of real estate expenses, making variances and anomalies easy to find and remedy. Variances will need to be researched using the lease terms, documents and notes. In addition, current and historical financial data for existing and expired leases will need to be accessible for desktop audits and forecasting.

The remaining 47% are planning changes in their portfolio.  This means that documents, financial information, contacts and critical dates will all need to be tracked and leveraged during the lease life-cycle.

In regards to question 2, whether outsourcing or managing real estate internally, a system is needed to monitor the process.  Changes, progress indicators and information will need to be shared.

Summary:

The combination of well implemented processes and tools can help lower occupancy costs, manage portfolio change, and facilitate an effective relationship with outsourced services. Visual Lease is a system that when combined with effective processes, helps real estate department work more efficiently.  The key features of Visual Lease that are used to meet the requirements in this article are space usage tracking, expense tracking, flexible reporting, centralized documentation and easily accessible lease terms.

About Galaxy Partners:

Galaxy Partners helps companies get the greatest possible value out of their commercial property. Through managing a wide range of lease portfolios and corporate real estate transactions, their seasoned team has solved real estate issues for clients ranging from local businesses to Fortune 500 companies.  Galaxy Partners can be reached at 770-350-0411 or online at http://www.galaxypartners.com