The Instant Managed OfÀ ce Brochure cover.indd 1 25/02/ :30

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1 The Instant Managed Of ce

2 We would willingly do further business with Instant. They are a very professional, able and proactive organisation which operates a very successful and efficient business model. We have found them to be extremely efficient and timely from a fiscal perspective and have honoured all the obligations under the lease agreement they entered into with American Express. I have no hesitation in recommending them. American Express Global Real Estate 2

3 Are you planning a new of ce? 3

4 The Instant Managed Of ce what is it? A bespoke, all-inclusive, fully managed of ce...anywhere you need it. An Instant Managed Office gives you all the benefits of your own tailored space, but without the need for a long term commitment or up-front capital outlay. Instant leases, fits out and runs the office for you for the whole length of your occupation, and sorts out the dilapidations and legal issues once you have left. All this in return for a quarterly fee that is xed for the contract. A Managed Office bridges the gap between a conventional leasehold, that is ideal for long term occupation, and serviced offices, which suit small teams or short term requirements. With lower overall costs than serviced offices and fewer headaches than your own lease, it s often the perfect answer. You run the business, we ll manage the of ce. Your options for a new of ce... When choosing a new office, essentially you have three options: 1. A traditional leasehold......works if you plan to be in the same location for at least 10 years and know how many staff you need to accommodate. You manage all the suppliers, agents, lawyers and contractors, and deal with the office management throughout the occupation. 2. A serviced of ce......ideal for small businesses or for a large team for a short stay; it s quick and easy to move in, expand or contract and eventually move out with no further liabilities; however the locations are fixed and costs can add up over a longer period. 3. A Managed Of ce......if you need an office for somewhere between 1-10 years for upwards of 100 people, this is the perfect solution. Instant manage everything from initial search, fit out and on-going office management right through to dealing with dilapidations and legal issues on exit; you simply deal with one supplier and costs are fixed for the entire term. 4

5 You run the business, we ll manage the of ce. 5

6 The smart choice when it comes to choosing your of ce space. Instant have proven themselves to be a highly professional, creative and responsive partner and we would have no hesitancy in recommending them to other occupiers with similar accommodation challenges. London Financial Institution Sidestep the extra work, capital outlay and disruption often associated with new premises. There is another way! An Instant Managed Office allows you to outsource every aspect of setting up and running your office, from finding the right building to emptying the bins. Once we understand your exact needs, we ll find a building that best meets these requirements. We then co-ordinate the whole process so that all deadlines are met and everything falls within the agreed budget. We take on the lease for as long as you need it. We plan and fit the space to your specification, and then we manage the office for you. We even sort out dilapidations once you ve moved out. All this is done for a fixed quarterly fee. It s simple, cost-effective and completely tailored to your needs, allowing you to focus on running the business. Instant set up an office of 28,000 square feet for a software project due to run for 4 years. The space needed to be very close to the existing head office and working with Instant allowed the client to progress a fully tailored solution, despite an over-stretched in-house facilities team. 6

7 The bene ts to you... Save time and money: Your team can focus on their core work, reducing your resource needs, and the office solution exactly meets your needs. Budget certainty: You pay a fee that is fixed for the duration of the contract. No capital outlay: All one-off costs are effectively spread across the contract period, reducing cash flow fluctuations. Risk transfer: Instant take on the risk of setting up, running and exiting the space on your behalf. The space you want: The building of your choice, in the location you need, tailored exactly to your needs. Guaranteed on-time delivery: Instant have never missed a completion date for fit out and delivery. Simple supply chain: One point of contact, single supplier, single contract. 7

8 How does an Instant Managed Of ce work? Quite simply, Instant takes on all elements of nding, planning and running your new of ce, so you can focus on strategic priorities. We had a highly challenging brief... the team at Instant worked hard to understand our needs and came up with a turn-key, fully managed solution that met all our key criteria. Crossrail 8

9 The Instant Managed Of ce Process 9

10 Finding your of ce... Planning your ideal space The process of finding an office starts with a brief from you. We work hard to fully understand all your requirements, from the all-important location, the number of desks, meeting rooms and offices, to the style of fit out you are looking for, the location of the reception desk and of course, the number of years you plan to stay. Once we know what you need, we conduct a very thorough search of available properties, using all our contacts and expertise, to find a selection for you to view. For each property, we put together an outline costing to include all the elements of setting up, occupying and running the office for the whole of the contract term, as well as exit costs when you leave. From this, we can establish the budget, giving you a projection of the quarterly fee that will be fixed for the contract term. Choosing between the options for your office location can be a tricky decision, but Instant will set out all the pros and cons of each site, and ultimately help you to find the best office for your needs. With the location chosen, Instant will set to work planning floor layouts, helping you to select furniture and wall colours, at the same time as taking on contracts with lawyers, cleaners, security firms and any other infrastructure you need to make the office run smoothly. With all the decisions made, Instant signs all the contracts with landlords and lawyers, takes on the lease and you sign one agreement with Instant to cover all elements of your office occupation.

11 Refurbishment and t-out... Ongoing management With Instant working alongside your team we take on the job of refurbishing the office and fitting it out to your precise specifications, as well as funding all the capital outlay. All the day-to-day activity involved in establishing the new office is managed by Instant, with weekly meetings conducted at the site with the relevant contractors. To date, Instant has completed all refurbishments exactly on time and within the agreed budget; we are proud of this reputation and are always motivated to hit our deadlines as you pay nothing to us until the office fit out is completed. The work for Instant does not stop when you move in to the office; we act as your outsourced office manager for the duration of the contract. We engage cleaners and facilities management teams according to your needs and we operate a helpdesk to sort out any niggling day to day issues. When the time comes for you to move out, Instant takes care of everything, and there will be no additional costs for dilapidations. Our customer satisfaction surveys show that 98% of our customers are happy with the service we provide and we use the information gathered to ensure we are always improving our offer.

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13 When is an Instant Managed Of ce the right choice? International service company, Serco, turned to Instant for an office to accommodate 280 people for a two year project. With a short deadline to search for and manage a new office, an allinclusive solution from Instant was ideal. With a short deadline to move in to new premises, Instant s solution meant we could keep control of costs, have complete confidence in the timing plan and free up the internal team to focus on the core project. Outsourcing our office provision was the right action to take for this project. John Ennis, Serco A Managed Of ce can work in a multitude of different situations, but typically it suits you if you need space for more than100 people for between one and ten years. If you have a retained agent we will work in tandem with them to make sure that you get the best result possible. You may have... a fixed-term project; a pressing need for swing space a need for your new office to be up and running quickly; restricted access to cash to fund an office move; a limited in-house resource to set up an office; or you may wish your office to project your brand to clients and public......each client has a range of reasons, but they share the view that the need must be met in a way that allows focus on the business rather than the office. That s where fixed costs, a single contact point and ease of arrival and departure become paramount. 11

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15 It has been a pleasure working with Instant and everyone still compliments the office as being the best on Thameslink. Network Rail How much does an Instant Managed Of ce cost? When Network Rail needed a project office for the redevelopment of the Farringdon Thameslink station, Instant was the ideal choice to provide an all-inclusive managed solution. The office was leased for three years to accommodate 250 people, it was fitted out to replicate Network Rail s corporate style and provides a convenient base adjacent to the station. We aim to provide a solution that is comparable in cost to setting up and running the of ce yourself, but with none of the risks, capital outlay or hassle. All the individual costs of your office are rolled in to one quarterly fee. By fixing the cost to you at the start of the contract, Instant take on the risk of rent increases or rates rises. Instant make sure that everything is done as cost-effectively as possible, and the more information we have at the briefing stage, the lower the price will be. To find out how the costs compare to taking your own lease, you can visit our website and look for the Cost Calculator box. This gives you a budget figure for an Instant Managed Office, based on a specific building you may be interested in. Or if you would like us to provide a more detailed breakdown, do get in touch. managed@instantof ces.com Scan this tag with your smartphone (using QR Code Reader) or go to: ces.com/calc to use the Instant interactive Cost Calculator. 13

16 Where will I nd an Instant Managed Of ce? Anywhere you need it. We re not restricted to speci c buildings or landlords. Once you have told us where you want to locate, we search the whole market to nd the best space for you. Instant has a global reach, with local experts to support our operation. This means we can look at on- and off-market properties to find the space that precisely matches your requirements. We work closely with you to understand exactly what you need where, for how many, for how long and we go and find it. We line up appropriate options; you make a choice; we then negotiate on your behalf. We can work directly with you or your retained real estate agent if you prefer. In this way we make sure that all the options are covered and you can be confident that no stone is left unturned. Instant s global reach As global market leaders in serviced office brokerage, Instant also has the expertise to set up and run Managed Offices worldwide. Our team has a wealth of experience of procuring space in many countries and a proven track record of fitting out and managing offices in over 40 cities, including some of the more challenging cities such as Kampala, Delhi and Lagos, in addition to numerous locations closer to home. 14

17 Instant were ef cient and professional throughout the deal process. We look forward to working with Instant in future. Richard Proctor, CB Richard Ellis 6 15

18 How the Instant Operations team works for you... With an Instant Managed Of ce, as the name suggests, every aspect of nding and running an of ce is managed by us. We have an in-house Operations Team with over 50 years experience of managing offices. Their entire focus is ensuring that all our occupiers have precisely what they need from their office for the whole of their occupation term. We work alongside you from the initial brief to find the best solutions for fit out and furnishings, to agree terms with cleaners and janitors and to manage a help desk for any day to day queries that may arise. 98% of our customers are happy with the service provided by our Operations team. 16

19 Thank-you to you and your colleagues for your fantastic assistance over the past couple of years in getting the CLTC up and running, and maintaining it to its current high standard. Our people will now have a job in matching this. Head of the Central London Training Centre Planning Building Running Monitoring The Met Police contacted Instant to find an office for a training facility for an initial 2 year term. Instant delivered a bespoke fitted space in a very tight timescale, relieving pressure on a busy internal property team and saving 1m over two years against a traditional solution. Following the successful trial, the Met Police took on the running of the facility themselves. In the early stages, our expert project managers take on the work of planning floor layouts, selecting furniture and floor coverings and negotiating with suppliers to get the best value for money for your new office. Once the contracts have been signed, our Operations team take on the co-ordination of all relevant contractors to ensure the space is ready for you to move in on the day you need it. We take on the day-to-day contact with contractors from planning to snagging and attend During your occupation of the office, any running issues will be sorted out by our team, either directly or via a dedicated help desk. Whether it s collecting paper for recycling, managing the cleaning team or delivering extra cupboards, Instant will take care of it. Our operations team closely monitors the office througout the contract, with regular site visits, weekly cleaning checks and health and safety regulating, as well as always being on the other end of the phone. regular site meetings to keep everything on track. 17

20 Who s who at Instant Managed Of ces Instant really understand the benefits of the managed office market and were able to identify an occupier and structure a deal which worked for both parties. Head of Facilities, Linklaters The team has a wide range of experience, all of which adds up to an extremely competent and professional of ce manager that you can outsource. 18

21 The Instant Team The team at Instant is growing rapidly and we are all passionate about the benefits a Managed Office can bring to a client. We have a combination of Chartered Surveyors, accountants, sales and marketing experts and facilities management professionals all the ingredients to ensure that your office will be established and run to the highest possible standards. We have experience of working across serviced offices, real estate agents and large corporations, not to mention training in law, estate management, architecture and economics. As an extension to your in-house team, the Instant team will give you unrivalled service. Why not give us a call to nd out more?

22 To nd out more about the Instant Managed Of ce solution call us on +44 (0) or ces.com

23 The Instant Managed Of ce

24 Instant UK (Headquarters) 13th Floor, 20 Eastbourne Terrace London, W2 6LG Tel +44 (0) Fax +44 (0)