Office Building Management: Process and Operation Model

Nowadays, many businesses are established, especially in big cities, leading to a high demand for professional working space. Grasping this trend, a series of modern office buildings have been built and put into operation to meet the needs of businesses to rent working space. At the same time, professional office building management services are also increasingly developing, ensuring smooth and efficient operation for high-rise buildings. Let's read the following article with Haviland House to better understand this service!

1. What is office building management?

Office building operation management is the work performed to ensure the stable operation of the building. In addition, this work also plays a role in helping investors save costs and bring an ideal working environment to businesses and companies.

2. What does the office building management and operation process include?

To ensure that the office building operates smoothly, effectively and provides an ideal working environment for tenants, the management and operation process plays an extremely important role. This process includes a series of tasks that are carried out in a systematic and scientific manner, to ensure that all aspects of the building operate smoothly. Below are the main tasks in the office building management and operation process:

2.1 Financial management

To ensure smooth and effective operations, the office building needs a monthly operating cost to pay for essential services such as security electricity and water, cleaning, waste treatment, tree care, pest control, etc. These are all services that maintain the operation of the building, ensuring a safe and comfortable working environment for tenants.

The office building management unit or board will be responsible for planning expenditures, monitoring and paying monthly operating expenses. In addition, the unit also needs to report detailed income and expenditure, the financial situation of the building to the investor periodically. In addition, if authorized by the investor, the management board will have to collect office rental fees directly from customers, ensure timely collection and prepare clear monthly income and expenditure reports.

Transparent and clear financial management will help investors and customers feel secure about the operation of the office building (Source: Internet)

2.2 Contract Management

Contract management plays a fundamental role in the office building operation process, ensuring compliance with obligations, transparency and optimizing benefits for related parties. The management board will be responsible for receiving, storing and managing contract records and documents. In addition, the building management board will also closely monitor the implementation of contract terms by related parties to promptly detect and notify contract violations in order to apply handling measures.

In addition, the office building management board is also responsible for receiving and resolving complaints and disputes arising from the contract in an objective and fair manner. When necessary, the management board can apply legal procedures to protect the interests of the office building.

2.3 Human resource management

Human resource management plays a key role in ensuring the smooth and efficient operation of the office building. In addition to recruiting staff to meet the building's needs, the management board must also conduct initial and periodic professional training for staff to improve their skills and professional knowledge. In addition, the office building management board will also monitor and evaluate the work process of staff to propose rewards or discipline if they violate regulations.

Building a professional operating staff will contribute to enhancing the image of the office building (Source: Internet)

2.4 Cleaning and sanitation service management

Sanitation plays an important role in creating a professional image and attracting customers to the office building. Therefore, the building management board needs to ensure that the area inside and outside the building is cleaned and cleared of waste regularly, providing a clean working space for businesses renting offices.

2.5 Technical Operation

A well-operated and maintained technical system will help minimize the risk of incidents, ensuring the safety of people and property in the building. Therefore, the office building management board needs to plan regular maintenance and repair for technical systems such as elevators, ventilation systems, internet, electricity and water, cameras, etc. and have a specific incident handling process. In addition, the management board must also regularly check and monitor the operation of technical systems to be able to detect and promptly handle potential problems.

A stable technical system will help save energy, reduce operating costs and improve building efficiency (Source: Internet)

2.6 Security Management

The security system plays an extremely important role in protecting the safety of people and property in the office building. Due to the nature of the concentration of many employees and frequent reception of customers, ensuring the security of the building needs to be given top priority. Therefore, in addition to installing a surveillance camera system, the office building management board also needs to arrange security guards on duty 24/7 at the entrances, elevators and important areas.

2.7 Customer Care

The effective operation of an office building depends entirely on the evaluation and satisfaction of customers. Therefore, the building management board needs to set the top goal of providing quality services, meeting the maximum needs of customers. To achieve this goal, the management board must always provide the best service and listen to customers' feedback.

Improve the quality of existing services to bring the best experience to customers (Source: Internet)

3. Types of office building management

Choosing the right management model plays a key role in ensuring operational efficiency and optimizing the building's profits. Therefore, Haviland House has helped you summarize some popular management models that are being applied in many office buildings. Each management model has its own advantages and disadvantages, suitable for the specific conditions and goals of the investor.

3.1 Centralized management model

In the centralized management model, the maintenance, cleaning, and protection of the building are completely undertaken by internal staff. To apply this model, the company needs to have adequate equipment and a team of qualified personnel to maintain effective building operations. However, this model also poses challenges and huge operating costs for the business.

Enterprises need to maintain a large enough staff with different specialized skills to handle issues from electricity, water, machinery to sanitation. In addition, investing in and maintaining specialized equipment is also a significant expense. Therefore, the centralized management model requires enterprises to carefully consider their financial and human resources capacity before applying.

Enterprises need to carefully consider their financial and human resources capacity before deciding to apply a centralized management model (Source: Internet)

3.2 Integrated management model

With the integrated operation model, businesses can both proactively control part of the office building management activities and utilize services from external suppliers. Businesses can choose to perform simple, familiar management items themselves and outsource specialized, highly technical tasks.

In addition, businesses will only need to invest in staff and equipment for self-management items, saving costs compared to the centralized operation model. In particular, businesses can also directly monitor the service quality of outsourced suppliers, ensuring that they meet requirements.

3.3 Decentralized Management Model

In contrast to the centralized management model, the completely decentralized management model is a form in which the entire operation of the office building is assigned to external service providers. Operating costs under this model can be lower because businesses do not need to invest in facilities, personnel, etc.

In addition, most professional management units have an understanding of legal regulations related to building management, so they will help businesses comply with regulations and avoid legal risks. Not only that, the professional management unit will also take care of everything from maintenance, cleaning to security, helping businesses focus on their core business activities.

Hiring a professional office building management unit helps businesses save costs, improve operational efficiency, image and minimize risks

To ensure service quality, you should choose reputable, capable and experienced suppliers. So which professional office building management service provider should you choose? The answer will be in the following content.

4. Effective office building operator - Haviland House

Haviland House is a company specializing in providing management and operation services for office buildings, apartments for rent and prestigious hotels in Da Nang. With a team of professional, experienced staff and a modern management system, Haviland House is committed to providing customers with optimal solutions,

Recognizing the increasing demand for office rental business and the difficulty in operating an office building of investors, Haviland House has brought office management service packages with the following outstanding advantages:

Exclusive sales cooperation package

Haviland House provides office owners with the company's exclusive management, marketing and business package, an optimal solution for time and process to bring rental offices to customers with the company's powerful resources such as: a large team of experienced staff, a dense fanpage network and a professional booking website. The privileges of this package include:

• Management, marketing, business, exclusive room rental services and providing related services.
• Free office rental advertising on Haviland House fanpage, weekly advertising information reports and exclusive partner display on Haviland House's official website.
• Reach more than hundreds of thousands of customers interacting with Haviland House on the store tool.

Advanced Management Package

This is Haviland House's advanced building management package that helps landlords fill office space and ensure good operations, making building management simpler, requiring strict procedures and coordination between many departments. Not every unit has enough resources to do this job. With many years of experience in the field of apartments and buildings, Haviland House provides you with an advanced management package with the following privileges:

• Management, marketing, business, exclusive room rental services and providing related services.
• Free office rental advertising on Haviland House fanpage, weekly advertising information reports and exclusive partner display on Haviland House's official website.
• Reach hundreds of thousands of customers interacting with Haviland House on the store tool.
• Support monthly or periodic room fee collection and transfer to the owner, responsible for any arising electricity and water costs.
• Support informing the Owner of information related to technical and repair
• Provide periodic building cleaning service twice a week

In-depth management package

This is the most professional management package that Haviland provides to customers, all office problems are Haviland's problems. Our mission is to bring an office with maximum capacity, smooth operation, without any problems from cleaning, maintenance, customer care, marketing to legal issues. The advanced office building management package provides an A-Z operation service that investors do not need to worry about any additional problems, the services we provide include:

• Management, marketing, business, exclusive room rental services and providing related services.
• Free office rental advertising on Haviland House fanpage, weekly advertising information reports and exclusive partner display on Haviland House's official website.
• Reach hundreds of thousands of customers interacting with Haviland House on the store tool.
• Support monthly or periodic room rental collection and transfer to the owner, responsible for any arising electricity and water costs.
• Support in notifying the Owner of technical and repair related information
• Provide periodic building cleaning services twice a week
• Handle arising needs of customers
• Monthly maintain ME system (Mechanical and electrical system)
• Work with local authorities: Tax, police, ...
• Responsible for handling customer disputes
• Train security team (if any)
• Responsible for security of the building and tenants

Pioneer Technology Package

1 - Commitment to operating capacity

• Commitment to over 60% receive 50% of operating fee
• Commitment to over 70% multiplied by 80% of operating fee
• Commitment to over 80% receive 100% of operating fee
• Below the commitment level will not receive operating fee

2 - Package 5 operation tasks

• Exclusive management, marketing, business (sales)
• Increase brand recognition - Multi-channel marketing
• Take photos and make videos of professional room images
• Provide CRM management software partners for easy tracking: business results, building views, guest information...
• Automatically send text messages to notify messages and support room, electricity, water, wifi collection
• Continuously update room availability and propose, adjust room rates
• Hand over room information and information of customers currently residing
• Work with tenants on contracts, temporary residence absent
• Handle complaints, problems, take care of tenants' needs
• Support in declaring some types of taxes
• Responsible for reporting clear and transparent business results to the Investor

3 - Other items (fees are collected for each item)

• Building cleaning
• Building engineering and maintenance
• Fire prevention and fighting (Do not replace partners when the facility has a fire prevention and fighting inspection).

4 - Operating fee

• The operating fee is 4,900,000/month. This fee does not include VAT (10%) and does not include costs related to the building.
• The fee of 50,000 VND/1 guest is a customer service fee. The operating unit collects from tenants to implement customer care policies
• Customer birthday program: Giving away cakes, birthday greeting cards
• Gratitude program
• Incentive program on special days, giving gifts at the end of the year, year-end party.
• Operating invoice: 10%/Operating fee.

Haviland House has been managing and operating many prestigious office buildings in Da Nang, highly appreciated by customers for its service quality and professionalism. If you are looking for an effective office building operator in Da Nang, please contact Haviland House for the best advice and support.

Contact information:

• Hotline: 1900 232343
• Address: 29 Yen Bai, Hai Chau District, Da Nang City
• Email: dichvukhachhang@havilandhouse.com
• Fanpage: https://www.facebook.com/havilandhouse
• Website: https://havilandhouse.com/

The above article has helped you better understand the tasks in the office building management process and popular operating models. Hopefully, you will choose a suitable management model for your office building to operate more effectively. If you want to get more detailed advice on Haviland House's office management services, please leave your contact information in the comment section below the article. The company's staff will contact and support you as soon as possible.