From Vacant to Occupied: How FRG Can Help Manage Your Property

There are many reasons why a commercial property becomes vacant and remains vacant for a period of time. Often the building remains in the hands of the same landlord at the end of a tenancy and it is simply a case of awaiting a new tenant. However, you could have just bought the property and are waiting to get it ready for a new tenant, or you may be the business owner and you need to prepare the building for the operations of your business.

Whatever the scenario you face, managing a vacant property and preparing it for use and full occupation is a challenging task and requires knowledge of many different disciplines as well as access to a wealth of resources. This is where First Response Group can help you with the complete task of:

• managing the property while it is unoccupied
• managing the transition to use and occupation
• managing the building when it is fully occupied and operating

Managing a vacant property

It is common to land upon a period of time where a building is vacant while it awaits new occupants and a new business either taking over the lease, or moving in as new owners. Either way, a vacant property is inviting to thieves, arsonists and vandals, so it needs to be protected and monitored while it is vacant, as well as basic health and safety check being carried out to ensure the building remains safe and operational. Essentially you want the building to be occupied as soon as possible, so it needs to be monitored while empty so that this isn’t delayed.

Depending on the size, location or risk involved with a property, vacant property management includes:

• Regular patrols and inspections
• Temporary CCTV systems
• Steel security and shutters
• Vacant property caretakers
• Traveller removal

Managing the transition to new occupants

When it is clear that new occupants of the building are imminent you will need to ensure the site is ready to move in to as soon as possible, as well as carrying out some basic utility checks and health and safety checks, so this transition management will still include some of the above tasks, but could also include the following:

• Clearance and cleaning
• Taking utility readings to pass onto new occupants
• Regular health and safety and structural checks

Facilities management of a new building

When new occupants have arrived in a building there are many issues to address in addition to the basic operations of the new business. Facilities management is often outsourced at this stage to ensure that key factors are not forgotten and compliance is managed at all times. First Response Group can carry out a full buildings facilities management service which looks after the following:

• Security now and in the future – front of house services, CCTV, keyholders and alarm response, fire watch services, ANPR and car parking, access control linked to HR systems
• Property maintenance
• Mechanical and electrical services
• Landscaping and grounds
• Air conditioning
• Fixtures, furniture and appliances – fitting out the building with desks and chairs, shelving, kitchen appliances and technology for demo or presentation rooms etc
• Cleaning and hygiene
• Alarm systems

Many of these are peripheral functions and systems which can easily be forgotten but come under the banner of essential legal duties and responsibilities for the owner or landlord. For peace of mind it is common to outsource these tasks in their entirety to ensure nothing is overlooked. This also ensures that the transition to a new building is done with full compliance, and that the operational infrastructure for occupation of a new building is managed professionally to give the business a sound footing upon which to develop its operations in a new facility.

At First Response Group we have vast experience in working with businesses in many different sectors who have entrusted us with this challenging transition. We can be flexible in which services and resources we employ and of course we understand that delays happen and we can manage those accordingly. Fundamentally, we respond closely to your needs and at all times present a professional, thorough and friendly approach, ensuring that your operations are not impeded by our resources and that you can concentrate on the core functions of developing your new business activities, so if you want to speak to First Response Group about all aspects of managing a vacant property through to occupation, contact our team today.