How can you effectively transition to outsourced real estate services?

Outsourcing real estate services can be a strategic move for facility managers (FMs) who want to focus on their core competencies, reduce costs, and improve efficiency. However, transitioning to a new service provider can also pose some challenges, such as managing expectations, ensuring quality, and maintaining communication. Here are some tips on how to effectively transition to outsourced real estate services.

1 Assess your needs

Before you start looking for a potential partner, you need to assess your current and future real estate needs. What are your goals, priorities, and pain points? What are the scope, scale, and complexity of your portfolio? What are the skills, resources, and capabilities that you have in-house and what are the gaps that you need to fill? By conducting a thorough analysis of your needs, you can define your requirements and criteria for selecting a suitable service provider.

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Shivani Seunarine

I believe that practice makes perfect so I teach in order to constantly improve my skills. Project Management Practitioner| Facility Manager Practitioner| Agile Practitioner | Trainer |Business Owner
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This is something that I would do. Outsource real estate services. I have see if we do not have the skill of understanding the market for real estate in the area that you are searching you would be challenged. Services would be as a real estate plan understanding the rental square footage.

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2 Choose a partner

Once you have a clear idea of what you need, you can start searching for a partner that can meet your expectations and deliver value. You can use various sources, such as referrals, industry associations, online platforms, or consultants, to find potential candidates. You should evaluate them based on their experience, reputation, expertise, culture, and pricing. You should also conduct interviews, site visits, and reference checks to verify their credentials and performance. After you narrow down your options, you can negotiate a contract that outlines the scope, terms, and conditions of the partnership.

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3 Plan the transition

After you sign the contract, you need to plan the transition process with your partner. You should establish a clear timeline, budget, and roles and responsibilities for the transition. You should also identify the key stakeholders, such as employees, customers, vendors, and regulators, who will be affected by the change and communicate with them regularly. You should also prepare the necessary documentation, such as policies, procedures, contracts, and records, that will be transferred to the partner. You should also set up a transition team that will oversee and coordinate the activities and resolve any issues that may arise.

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Justin Hitt, MBA

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One of CBRE's best practices for transitioning to outsourced services is for firms to request transition plans as part of their solicitation. This way, respondents inform you and your team of what the next 30, 60, and 90 days look like, and the personnel or departments whose support will be required. CBRE transitions new outsourced FM clients every month, and we see substantially better outcomes when there is open communication driving this alignment prior to contract award.

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4 Implement the transition

During the implementation phase, you need to execute the transition plan with your partner. You should monitor the progress and performance of the transition and provide feedback and guidance as needed. You should also ensure that the partner complies with the contract and meets the quality standards and service levels that you agreed upon. You should also manage the change and address any resistance or concerns that your stakeholders may have. You should also provide training and support to your employees and customers who will interact with the partner.

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5 Evaluate the transition

After the transition is completed, you need to evaluate the results and outcomes of the partnership. You should measure the impact of the outsourcing on your costs, efficiency, productivity, and customer satisfaction. You should also solicit feedback from your stakeholders and identify the strengths, weaknesses, opportunities, and threats of the partnership. You should also review the contract and make any adjustments or modifications that are necessary. You should also celebrate the success of the transition and recognize the contributions of your team and partner.

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6 Continuously improve

Finally, you need to continuously improve your partnership with your service provider. You should maintain regular communication and collaboration with them and foster a relationship based on trust, respect, and mutual benefit. You should also monitor and review their performance and provide feedback and recognition. You should also seek opportunities to innovate and optimize your real estate processes and practices. You should also anticipate and adapt to any changes or challenges that may affect your partnership or your real estate needs.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you effectively transition to outsourced real estate services?

1

2

3

4

5

6

7

1 Assess your needs

2 Choose a partner

3 Plan the transition

4 Implement the transition

5 Evaluate the transition

6 Continuously improve

7 Here’s what else to consider

Facility Management (FM)

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How can you effectively transition to outsourced real estate services?

1

2

3

4

5

6

7

1 Assess your needs

2 Choose a partner

3 Plan the transition

4 Implement the transition

5 Evaluate the transition

6 Continuously improve

7 Here’s what else to consider

Facility Management (FM)

Rate this article

Thanks for your feedback

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