By Maggie Smith

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Determine how much flexibility and privacy are required prior. to allocating space. Page 17 5. Prepare a budget analysis based on current resources and projected costs. During the overall planning process, it may be helpful to set up multidepartment committees or teams. These individuals can act as a liaison with staff members, communicate what is going on during various stages of the project and request input and feedback. At Hewlett-Packard, a renovation advisory team held focus groups at its Palo Alto, CA site as part of the information exchange.

The negotiations also will be influenced by the number of tenants occupying a floor and whether or not the total rentable area of the floor and the tenant's percentage of rentable area remains constant (as in the New York Standard). The latter practice streamlines administration and simplifies the allocation of taxes and operating costs. Space Allocation Factors Though rentable space may be the most critical factor during lease negotiations, when it comes to space planning and interior design, it is almost always usable space that matters most.

Each standard has minor variations that can affect usable space, rentable area and costs per square foot. All four measure the gross space on each floor to the outside of the exterior wall to determine rentable space. They also exclude vertical penetrations for duct shafts, major plumbing and electrical chases, elevator shafts and public stair wells. However, some are more explicit than others in allowing for additional exclusions. For instance, the WDCAR Standard is more explicit than the BOMA Standard in its exclusions of support areas, and the New York Standard has the most non-usable space billed to a tenant.

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