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How to Do a Security Checklist for Commercial Property Management Assets

high rise office building
Understand the security challenges that real estate assets create.

When you are involved in the management and the leasing of any commercial or retail property, you will understand the importance of security when it comes to tenancy occupancy, and property performance.  There are many challenges involving security today when you consider different tenancy types, property locations, and asset design.

Understand the Property Security Challenges

Here are some of the important issues to action and merge into your security checklist:

  1. Property surrounds – review the property in its location looking at the boundaries, the adjoining properties, and factors of threat from the precinct. Nearby properties can pose a significant threat directly or indirectly when it comes to asset performance.
  2. Building design – the property itself will have certain strengths and weaknesses that apply in the security sense. Understand the property from both a visitor and a tenant perspective.  How can people move to the property and through the property conveniently and safely?  How can tenants move to the property and occupy their leased space efficiently and securely?
  3. Look for existing threats – when you study the tenancy mix you will see certain threats evolving from the tenants in occupation and or the business types. Those threats will need consideration and consultation with a view to minimising risk.
  4. Existing Security Systems – review the property and its existing capabilities or limitations when it comes to security. Look at the locks and the master key systems, electronic security, tenancy security, windows, doors, lighting, car parking, and guards or patrols.  Also review the access points and the flow points for people through the property at different times of day.  Some buildings today operate at all hours with both tenants and customers.  Can your building handle the challenge safely and correctly?
  5. Communication systems – many tenants today transact sensitive and confidential information constantly as part of their standard business operations. The communication systems within the building will need secure access and secure controls.  Those systems will involve data access, data storage, telephone systems, radio transmissions, and associated cabling.
  6. Individual tenants – some tenants create special levels of threat and risk within the property and with other tenants. Responses, procedures and strategies will be required when it comes to specific threats such as bombs, explosion, staff movement, customer access, safety, emergency evacuation, and materials containment.  Consider each tenant individually for the challenges that they present to the building, the investment, the community, the other tenants, and people generally.  Consult with the necessary local authorities if you have tenants of concern.

So this list will help you establish a process of checking and assessment when it comes to property security and property integrity.

You can get more commercial property management tips in our online eCourse ‘Snapshot’.

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Commercial Property Managers – Security Tips in Managing Commercial and Retail Buildings

Security control room in office building
Devise a security system that builds better tenant and customer comfort.

When you manage a lot of commercial or retail properties you will know how frustrating and diverse the issue of security can be with many different property types.  Each property will have factors of security that should be managed and optimised.  Every tenant has to integrate into the security plans and systems for a managed property.

There is a lot of difference in security systems and procedures that are utilized in retail, industrial, and office properties.  On that basis you really do need to know each managed property very well when it comes to security needs and responses.

A well-managed and operating property will be a reflection of the good property management systems that are implemented on the property.  Security is part of that.  Here are some security concerns and aspects that could be considered as you manage your portfolio.

  1. Fencing around the property should be reviewed for effectiveness.  That will include any breaches, lighting issues, modification, and stability.
  2. Many properties will have car parks that require special security considerations.  Customers and tenants using the property should be provided with a secure car parking environment both in office hours and out of office hours.  The location of the property will have some bearing on this car park issue.  Do not forget to look at how the car park is used at different times of day.
  3. Loading docks in the property will be accessed at special times and with differing types of vehicles.  How is this done and what security concerns evolve from this?
  4. The entrances and exit points to the property should be looked at.  As part of that process consider the door ways and the exit points that are involved in emergency evacuations.  It is likely that you will need expert consultants to help you with planning workplace health and safety issues as they apply to property use and access in times of safety or emergency events.
  5. Lighting in a property will always be of concern.  Lighting should be checked frequently to ensure that it does the job it is required to do.  If the building is used after hours by customers or tenants, the lighting will need special consideration.
  6. Guards and security patrols may be required in a managed property.  It really depends on the property location and the tenant mix.

The age, design, and location will always impact the way that a property is used by the tenants and the customers.  It should be noted that a retail property will usually have greater levels of security coverage and response to keep the property safe and secure for occupants and customers.

Security is a valid need in property performance and function, and on that basis should be structured into the outgoings costs recovery for the property.