An Initiative by Concert Technologies
Minimize Operational Expenses with Tech Ready Buildings
In the Commercial Real Estate (CRE) industry, consistently maintaining and documenting building telecom infrastructure can lead to significant reductions in operational expenditures (OpEx).
When we talk about telecom infrastructure in a building, we're referring to all the systems and equipment that help occupants of the building have reliable access to phone services, internet, and other network applications. It's the backbone that ensures everyone can stay connected and communicate effectively.
Imagine an Ownership group is looking to sell one of their buildings in their portfolio. As part of the due diligence process, they need to provide records of equipment inventory, maintenance logs, and incident logs. Without proper SOPs (Standard Operating Procedures) to capture and store this information, your team will be burdened with the stress and chaos of trying to gather these documents at the last minute potentially delaying the sale or reducing the property’s value.
We’ll examine how this practice can reduce costs and why it is crucial for building ownership groups and property managers. But first, what does "documenting and maintaining" your telecom infrastructure actually mean? In the world of CRE, it involves several important steps. Here's a brief overview of what we do and how we do it:
Creating and Maintaining Detailed Records To Help with OpEx
360° Photos and Mapping Visual representations of the telecom infrastructure, including the layout of building that includes cabling pathways, distances, and network equipment locations (routers, switches, servers, etc.) within the common areas of the building.
Equipment Inventory Comprehensive lists of all telecom-related equipment, including make, model, serial numbers, and installation dates within the riser system.
Maintenance Logs Records of all maintenance activities performed, including routine inspections, repairs, and upgrades. These logs should detail the date, nature of the work, personnel involved, and any parts or materials used.
Incident Logs Documentation of any issues or failures that occur, including the problem, resolution steps, downtime duration, and impact on building operations.
Managing Contracts and Agreements
Service Agreements Copies of contracts with service providers, including terms of service, maintenance agreements, and contact information for support.
Vendor Contacts A list of key contacts for equipment suppliers, service providers, and maintenance contractors.
Negotiation Opportunities Be aware that these contracts can be negotiated to benefit the ownership group. For example, ownership groups can be paid to lease out space in their buildings' telecom rooms to service providers.
Implementing Standard Operating Procedures (SOPs)
Moves, Adds, Changes (MAC) Procedures Detailed instructions for performing any moves, adds, or changes, ensuring consistency and thoroughness for all the tenants/occupants in the building.
Emergency Procedures Clear guidelines for addressing telecom emergencies, including steps to diagnose issues, how to easily contact vendors, and communication channels with tenant/occupants.
When a tenant requests a new service, the service provider always requires a site survey to assess their needs before proceeding. By maintaining comprehensive documentation of your building's telecom infrastructure and its pathways, you streamline this process. With a clear understanding already in place, you eliminate the need for frequent surveys. This not only saves tenants money but also reduces unnecessary traffic and disruptions to critical infrastructure that your property management teams need to oversee.
Practical Application for Property Managers and Ownership Groups
How does this impact your day-to-day operations and expenses?
Digital Documentation Systems Utilizing a specialized portal to maintain digital records of all telecom infrastructure documentation ensures easy access, searchability, and up-to-date information. This centralized repository allows for quick searches, updates, and sharing of information, reducing time spent on administrative tasks by your team sifting through physical records and relying on outdated spreadsheets.
Survey, Audits, and Reviews Having a partner to conduct an initial survey to establish a baseline, followed by periodic audits (as needed) of both the documentation and physical systems of the telecom infrastructure ensures accuracy, compliance with industry and building standards, and identifies areas that will require improvement throughout the building's lifecycle. This allows property management to prioritize their efforts on tenant satisfaction.
Vendor Collaboration By maintaining detailed records and providing necessary documentation, property managers enhance efficiency in collaborating with vendors and service providers. This allows for smoother coordination of work performed, planned upgrades, and addressing arising issues, leading to improved response times, reduced delays, and fast service delivery.
Budgeting and Financial Planning With accurate and up-to-date data on maintenance history and upcoming needs accessible through a portal, property management can eliminate the guesswork for ongoing maintenance and upgrades and make informed decisions regarding budget allocation and long-term financial planning needs that may have significant impact on building operations.
By having a systematic process in place for documenting and maintaining telecom infrastructure, property managers and ownership groups can ensure efficient, reliable, and cost-effective telecom services, ultimately supporting the operational and financial goals of the property.
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How Maintaining and Documenting Telecom Infrastructure Reduces OpEx
Importance of Reducing Operational Expenditures
Prevents Unplanned Downtime and Repairs Detailed record documentation of the telecom infrastructure, including layout, components, and past maintenance work helps quickly diagnose and fix issues, minimizing downtime and repair costs.
Optimizes Resource Allocation Vendor partners can work more efficiently with comprehensive documentation, spending less time locating issues and understanding the infrastructure. This leads to better resource management and reduced labor costs. Property management teams can also plan and budget for upgrades and replacements more effectively, avoiding the higher cost of reactive maintenance.
Improved Vendor Management Well-documented infrastructure details allow property managers to provide more precise specifications when soliciting bids for services or equipment, fostering competitive pricing and securing better service contracts. This knowledge of up-to-date infrastructure also enables property managers to negotiate favorable terms such as leasing space in the building demarc or avoiding unnecessary expenses suggested by vendors.
Facilitates Upgrades and Technology Integration A clear understanding of existing systems, facilitated by up-to-date documentation management, allows property managers to strategically plan, integrate, and upgrade new technologies. This approach avoids the expenses and disruptions associated with outdated infrastructure while preventing over-investment in unnecessary technologies.
By effectively maintaining and documenting building telecom infrastructure, property managers and ownership groups can lower operational costs associated with service orders, enabling them to offer competitive rental rates and reinvest savings into amenities that attract high-quality tenants. As the industry moves towards IoT devices for sustainability and emphasizes occupant experience, maintaining a solid infrastructure baseline becomes critical.
Concert Technologies partners with property professionals to ensure buildings are technologically advanced and prepared for future challenges, reinforcing long-term investment viability by empowering informed decision-making about network infrastructure conditions, strategic maintenance, and upgrades to avoid disruptions and ensure buildings remain tech-ready for years to come.