Most office tenants view their lease as a necessary expense to achieve their business goals and objectives.  The space was most likely leased based on how landlords characteristically market space.  Location, amenities, rental rate, etc. 

There is a more calculated way to approach your lease and facility.  Experienced business owners structure their leases in such a way that it will be considered as an improvement to the business, rather than a hindrance on the business.

Winning leases are negotiated by those who think several steps ahead.  All too often, decision makers view the leasing responsibility, such as an expansion, contraction or renewal, as an item that needs to be checked off a list.  Decisions that will comprise what is typically your second largest expense after employee salaries should be taken very seriously.

Here are 6 steps you can take to protect yourself while also positioning your company to have a higher value.

1.  Space Planning.  For the most part, office tenants are satisfied with their space, but if you make sure the landlord understands you are not a captive tenant and force him or her to compete for your tenancy which is done by creating leverage, total tenant improvement dollars for reconfiguration or a new build out will be much more negotiable and will most certainly add value and efficiency to your facility and achieve greater total cost savings.

2.  Sublease & Assignment Rights. Defined consent standards on the landlord and limitations on restrictions imposed are only part of what you need to enhance your lease.  Office Tenants usually think about cost reduction if they need to get out of a lease but many times don't pre-negotiate other important rights such as removing any "recapture" rights.

3.  Termination Rights.  Subleasing space can take a very long time and all to often never happens.  Having a termination option in place is an important safety net.  Most landlords will initially say no however with the proper amount of negotiating, many landlords will concede.  There will be a penalty attached to a termination option but this is very negotiable.

4.  Renewal and expansion options.  These options rarely actually get used, but they provide assurances for prospective office tenants, especially if they're properly negotiated.

5.  Operating expense standards and reviews.  Office tenants are susceptible to large facility costs. Having well-negotiated operating expense exclusions and an annual audit review process in place will assure a cost effective lease.

6.  Alterations.  If you decide to sell your company, the new owner may have different plans for your facility.  They may want to combine their own operation or another business in their portfolio.   They might want to change the focus of your company, once acquired.  Having the right consent standards, restoration restrictions, personal property protections and cost controls will enable the purchaser to better align your facility to their new business plan.

Take a long view approach to your lease and facility.  You will not only reduce costs, diminish risks and improve your facility but also create value for your business well into the future.