9. Premises

Moving on up

Moving into new premises is usually an exciting milestone - marking the growth of your business or a new strategy. But few people realise how disruptive and time-consuming moving can be.

The key to success is meticulous planning and good communication with everyone involved.

This briefing covers:

• Drawing up a move plan.
• Involving employees and maintaining relationships with customers and suppliers.
• Specifics such as transferring services and moving equipment.
• Hiring removal contractors.
• Managing the move itself.

A place of your own

Finding the right office premises will help you improve productivity, attract and retain good employees, and give a positive impression of the business to your customers.

This briefing takes you through the various stages of looking for an office.

It covers:

• Choosing a location.
• Deciding on the size and type of office.
• Understanding different types of tenure.
• The search process and its costs.

Compared with purchasing premises, renting is flexible and ties up a minimal amount of capital. Most businesses rent their premises, either through a lease or a licence.

However, be on your guard. Property law can be complex and verbal agreements do not count.

The golden rules are not to assume anything, and to get everything in writing. The task of choosing suitable premises is covered in Choosing office premises, PR 2.

This briefing focuses on the terms under which you occupy rented premises.

It covers:

• Basic points to check.
• The main features of a licence.
• The key terms in a lease.
• How to negotiate a deal.

Tricky negotiations

As the needs of your business change, you may wish to get out of the lease on your premises.

This is seldom easy. A lease is a legal contract, and your landlord can take you to court if you break it. But depending on the detailed circumstances, your landlord may be prepared to negotiate a compromise.

This briefing will help you decide if it is worth trying to get out of your lease, and provides you with key negotiating points if you go ahead.

It covers:

• The key terms in your lease.
• The two ways to get out of a lease - termination or assignment.
• Your third option - sub-letting.
• The costs involved.

Worth challenging?

Rent reviews are a mechanism for adjusting a tenant's rent to the current market level. Similarly, the revaluation of rating assessments adjusts the rates an occupier pays, bringing it into line with the current rating system.

You negotiate rent reviews (if your lease provides for them) with your landlord. You negotiate with your local Valuation Officer over rates.

The key questions are whether an increase is reasonable and whether you should challenge it.

This briefing covers:

• The rent review terms in your lease.
• How to negotiate a low 'open market rent' valuation.
• How to appeal against a rent review.
• Rating assessments, and how to appeal.

Fighting crime

Theft, vandalism and arson are the crimes most likely to affect your business. There is no single solution. You need to identify the particular threats you face.

This briefing sets out the security measures you should consider to minimise the risks and to make your premises safer.

It covers:

• Reviewing your security systems.
• Installing physical and electronic security.
• Reducing specific risks, such as computer theft.
• Contracting out your security.