Common Sublease Pitfalls And How To Avoid Them

With many firms implementing “work from home” standards, many have begun to rethink their corporate real estate space requirements.  Many companies have decided to list their space on the sublet market.  This has created a surplus of built out, furnished and prewired offices that are available at historically low prices.  Although many tenants have a corporate design standard, some are willing to lease these spaces due to the lower build out costs and “move in ready” perks! 

We at Telecom have been working with our clients on many of these projects and there are a lot of things to consider when taking a sublet vs. direct space.  Technology is the bloodline for most businesses, so we have developed a list of common things to look out for when taking a sublet.

1.    Testing of Existing Infrastructure – It is important to audit the existing cabling infrastructure to ensure that the correct cable quantities are in place to support devices like printers, postage machines, and AV equipment.  Sometimes the existing cabling infrastructure can be mislabeled, unlabeled, damaged or even cut entirely. We always recommends testing the cabling with a certified Fluke (or equivalent) tester to ensure that there are no surprise network issues once computers/phones are plugged in.  For most clients, the cost of downtime far exceeds the minimal outlay to test and create an accurate as-built. 

2.    Wireless Needs – Is there wiring to wireless access points in place already?  Is the wiring and layout sufficient to support the coverage and capacity? Per the BICSI standard, we recommend two category 6A cables per wireless device to support higher performing wireless access points that are already on the market.  For our clients that rely heavily on wireless we offer predictive, active, and post-install wireless design services to ensure that wireless coverage is flawless throughout the office.

3.    Furniture Reconfigurations – When taking a sublet many of our clients look to upgrade or reconfigure the furniture.  In almost all cases, the data and power will need to be safely removed, labeled, re-installed and tested. It is very important to have a consultant/contractor review the feed locations to ensure that they can be either reused or relocated.  Some of the things that are reviewed during this process are: core drill locations and the condition of the floor below, requirement for power poles, cable pathways, new cabling requirements, windows for downtime, upgrade opportunities, etc. These elements should be addressed as early as possible to avoid hidden costs and extended downtimes.

4.    Audio/Video – Video calls have become the new norm for most businesses. Employees expect the same ease of use out of conference rooms that they have been experiencing via their PC/laptop.  When taking a sublet space there are many things that need to be addressed from an AV perspective. If equipment was left on site, can it be utilized or does it need to be replaced? Is there adequate network cabling to support the AV devices? Is there a room reservation system in place and will the cabling, walls, and ceilings need to be modified to accommodate a new system?  These are some of the questions that come up during our audits.  We are here to assist in this process and are familiar with the potential pitfalls that come along with come along with occupying and renovating a sublet. 

5.    Security Systems Coordination – If there are existing cameras and access control in place it is important to determine if the system is analog or IP, server or cloud-based and if it meets the standards of the new occupant.  In most cases, it makes sense to continue with the security integrator who installed the system and serviced the previous tenant.  If there is a corporate security standard in place, we can help determine if the existing infrastructure can support the system and if adequate provisions are in place to add doors, cameras, etc. 

6.    Maintenance Contracts – Maintenance of security and AV systems is a key component in ensuring that company operations run smoothly.  When inheriting another system, integrators may or may not agree to maintenance when they were not responsible for the initial installation.  It is important to determine this up front so that there are no surprises if and when equipment fails.  Telecom can assist in asking the right questions to ensure that nothing is missed and that end-of-life equipment is upgraded.

7.    Carrier Services – One thing that often creates hurdles to company relocations is internet service and bandwidth.  Many carriers have lead times in excess of 90-120 days for commercial circuits.  This can delay the move and add to the costs associated with the relocation.  Identifying best of breed carriers, determining temporary and fast-tracked providers, and coordinating the contract and installation process are a few of the ways that we remove that burden from our clients. 

While the current office sublease opportunities are attractive, they can come with pitfalls and hidden costs. It is very important to work with experienced professionals to ensure that your technology runs smoothly within the space.

As a family run company with over 37 years in business, our focus is on providing our clients with consulting and construction services that allow them to breathe easy and focus on their day to day tasks. Telecom specializes in designing, installing and managing complex structured cabling, AV, security, sound masking, cellular and PoE lighting projects and has the expertise to assist in your upcoming project, whether it is a direct lease or sublease! For any questions please Contact Us or email us at info@telecom-wiring.com