Do I really need Lease Administration software?

 August 18, 2016

By  John Rice

A real-world look at the basics of CRE property and lease administration:

The direct and short answer is if you don’t already have a Lease Administration system in place, then no you don’t. Obviously life has gone on and operations are humming along without one. But if you have ten or more leases, then yes, you should have a Lease Administration system.

But before we dive into the “whys”, let’s look at this topic through the lens of mission critical.  When does Lease Administration software become mission critical? After 20 years of performing this role and designing applications to manage leases, here is my breakdown:

1-9 leases:  not mission critical.

10-20 leases:  a should have, but not mission critical

20-30 leases:  a definite need, but life will go on without it

30+ leases:  Mission Critical

Let’s focus on the corporate user or tenant of leased locations. If you’re a Fortune 500 company with hundreds of locations around the country or world, you should already have well-structured lease data and processes in place to manage your leases. However if your company is like thousands of similar companies that have just a few leased locations spanning up to dozens, this article is specifically for you.

Now most authors of blogs and articles like this one would immediately break into the litany of value buzzwords such as efficiencies, NOI, streamlining and cost savings. I’m not going to do that. I’m assuming you already know or at least have inferred from the title of the article that I am a big believer in well-placed lease administration. Instead, I am going to talk about basic organization and risk management, in this case more appropriately referred to as CYA.

I read an article many years ago profiling Larry Ellison, the founder and CEO of Oracle. There was a story he told during his interview that struck me as profound in its simplicity. He reflected on a routine morning in his office preparing for a meeting with his assistant. One of the items he needed was a report showing the total number of Oracle employees. His assistant offered to get with HR and finance to produce the report. Ellison replied that he wanted to just generate the report himself and was shocked to realize he couldn’t access the information, as there was no comprehensive database of employees. The data he needed resided in unknown numbers of individual databases. His quote to sum up the situation was something like (and I’m paraphrasing from memory), you mean to tell me I’m the founder of the world’s largest database company and I can’t even generate a report of my employees?! It is absolutely amazing how many CRE executives I’ve talked with over the years who can’t even produce a simple list of all their locations. No one can manage what they don’t have control of. This is why getting organized is so vital.

Lease Administration, at its core, boils down to two essential points: organization and risk management. There are many, many, additional benefits going well beyond these two core points, but for now I’ll stick to basics. Organization is about developing a system to track lease data that is consistent across all leases. I use the word “consistent” because all too often, companies will abstract lease documents with no framework of key terms they’ve identified as important. This allows important information to be missed and superfluous data to be included. The lease abstract framework is like a recipe that ensures you retrieve the necessary ingredients from the lease document. As we all know in CRE, every lease is different and it is important to know what we’re looking for so we can organize the data thoroughly and consistently to ensure contract adherence is maintained.

To illustrate this point, a few years back my firm (Quarem) completed a contract to provide our lease administration application to a large Fortune 100 company. They had approximately 350 leases all over the world and nearly all of them needed to be abstracted. So they contracted with an outside firm overseas to abstract the leases and enter the data into our software. They did this with no predefined framework or standards of what data they wanted in the system. The result was absolute data chaos. There was no consistency and seemingly simple elements like “lease term” and “location” (among many others) were entered incorrectly, in the wrong place or not at all. Their portfolio was haphazardly organized and reports were useless. What took three months to mess up, took nearly nine months to correct.

As you can see, even large, sophisticated companies make the mistake of underestimating the complexity and importance of organizing their portfolio and data. So many business leaders instinctively view abstracting leases as being akin to reading a book and simply writing a book report or Cliff’s Note of the lease. But I assure you that if I gave the same lease to five different people, I would get five different abstracts. Developing a defined framework of key terms is the foundation for consistent and useful organization.

We’ve covered the importance and theory of organization, now let’s talk about the real world and why we need Lease Administration. I’ll facilitate this via hypothetical Q&A. Consider these questions:

  1. Could you produce a single, reliable list of every single location your organization leases or owns? Oh, and do this is under one minute from anywhere in the world.
  2. Can you retrieve any lease document, proposal, floor plan or other file for every location?
  3. Do you remember every lease expiration, termination right or option?
  4. If asked to produce rent projections for the next month, quarter or decade, can you generate that report immediately?
  5. How many active lease negotiations are in-process? What is their status and who is negotiating the transaction?
  6. Do you know what leases have rent increases each month?
  7. A legal dispute arises, can you immediately identify the contractor who built-out your space two years ago.
  8. If your real estate manager left the company, could their replacement be in total control day one?

These are just a few questions meant to illustrate the importance of having a Lease Administration system in place, and I could have included dozens more. Managing your leases is about managing your contractual obligations and rights. We typically think of our obligations as being centered on paying rent, but there are so many other issues and obligations we need to proactively track. For example, there are insurance requirements, operating expenses, rights of refusal and renewal, maintenance, repairs, relocation, parking, signage, and termination rights just to name a few.

It is well understood within CRE circles that one of the largest expenses for any company is tied to real estate. It should be treated with the corresponding respect. Excel spreadsheets are great for reading reports but are not satisfactory for managing living, dynamic, changing leasehold lifecycles. Lease Administration is a term widely used and rarely understood. Whereas it can provide powerful strategic insight and be an incredible planning tool, it all starts with the basic value of organization and risk management. I don’t think it’s a question of need, I think it’s the reality of should.

Bottom line: if you have lease obligations that are integral to your company’s operations, you need to manage those obligations thoroughly. Remember, Lease Administration is not a noun, it is a verb. It is an action, a process you develop to ensure your rights and obligations are met and maximized.

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About the author 

John Rice

John Rice is an industry visionary and early pioneer in designing cloud-based applications for commercial real estate operations. He is the founder of Quarem and has served as president since its inception in 2000.

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