Site Audit

Information

Document No.
Audit Title
Client / Site
Conducted on
Prepared by
Location
Personnel

Landlord & Tenant - vacant units presentation and lettability

Physically inspect 5 vacant units to ensure that they are in a presentable and lettable condition
Check that dilapidations letters have been sent to each vacating tenant

Operational Management - Dilapidations

For the last 3 tenant vacations confirm that dilapidations were completed satisfactorily

Operational Management - Utility meter reads

For the last 3 tenant vacations above, check and confirm the vacancy notification forms have the meter numbers and readings recorded.
For the last 3 new occupations, check and confirm that the initial occupancy record has been raised correctly I.e that meter numbers and readings have been recorded correctly, electrical/gas installation certificate numbers have been included on the form along with condition of the unit.
If units are now occupied, check the initial occupancy record for the new tenant to see what condition the new tenant took the unit
Check that new tenant has signed initial occupancy form

Operational Management - Business Rates

Does the Manager understand how they can reduce Workspace's empty rates liabilities
How does the manager organise/diarise any rates liabilities that are impending
Is the Manager able to use the VOA website to check for current rating assessments
Does the Manager understand small business rates relief and advise tenants when units are viewed
If using empty units for landlords storage, are photographs taken on the day that we take occupation and the day we vacate

Operational Management - Estate Management

Are cleaning checks carried out on daily basis
Are toilets clean and presentable with cleaning sheets in the back of cubicle doors? Are cleaning sheets up to date and blank copies available
Are shower facilities clean and adequate
Are there advertising inserts in the toilet cubicles? Are these up to date
Are the common areas clean and presentable
Are the building windows unbroken and clean
Is the exterior of the building clean and presentable
Is the car park area clean, presentable and clearly marked
Are the cycle/facilities adequate
Are there disclaimers displayed for cycles
Are there disclaimers displayed for vehicular parking
Are the Centre ground clean and presentable
If CCTV is present, is the CCTV signage displayed and in the correct places

Operational Management - Sustainability/recycling

Is the recycling area clean, tidy and adequately sign posted
Are there sufficient recycling bins placed around the Centre I.e. Kitchens, cafe's and receptions to encourage recycling
Have all tenants received a cardboard recycling bin and clear bags for their units
Do tenants receive information on what to recycle, location of recycling bins and all other relevant information regarding recycling within the tenant handbook
Does the Manager know the current recycling rate for their Centre and for Workspace as a whole
Does the Manager regularly communicate information about recycling and current recycling rates to encourage and motivate tenants into using the recycling facilities. What method is used to do this
Are the number of bins and frequencies regularly reviewed to ensure efficiency and encourage reduction in the generation of waste
Are the general refuse bins checked to see that no recycling materials are being placed inside. If so, are tenants that are responsible informed
What is being recycled? Is this adequte
Is the Manager aware of hazardous waste procedures. Is the Manager aware of what cannot be placed in the refuse bins

Operational Management - Sustainability

Is the lighting in the common areas corridors and stairwells controlled by sensors or timers
Is the lighting in the common area toilets, kitchens, showers controlled by sensors or timers
Is the exterior estate lighting on sensors or timers
If the answer to the 3 questions above is yes, to timers, what times are the timers set to
Are the heating boilers on timers? If so, what are time settings
Have you lowered the boiler temperature to save on energy
Have the radiators got valves to control temperatures. Have these been turned down in common areas
How are the timers and sensors for all of the above checked to ensure that they are working correctly and efficiently
Does the Manager turn off the equipment in the office when not in use, and when they leave for the day
Do you close blinds to keep out heat rather than turning on fans and air conditioning
Are energy saving bulbs used where possible
If there are no timers or sensors in the common areas, what steps is the Manager taking to save energy
Is the Manager monitoring utility consumption
Does the tenant handbook given to new tenants, include information on energy and water saving reduction schemes that are in place. Does it also include any information about community events/business networking initiatives
If the Centre has night guard security, do the guards switch off power in the common areas where possible when the building is empty? Do they also check all water taps to ensure that none are left running or leaking. Check security assignment instructions
What provisions are installed to save water I.e. Save a flush for toilets, push taps and timers etc.
Does the Centre provide adequate facilities to encourage the use of cycling/running/walking to work I.e. Bike racks and shower facilities
When a new tenant takes occupation, does the Manager explain and demonstrate the heating, ventilation, lighting and water services within the premises, explaining the efficiency controls and how best to obtain maximum benefit from any controls installed
Does the Manager have anything established to support local initiatives in the community

Customer Care -Occupancy

Does the Manager provide a viewing pack when completing viewings
Do new tenants receive a welcome to Workspace letter and welcome pack. Check and confirm
Are all unit keys handed over to the new occupier. Check that no vacant unit keys are kept on site
Do new tenants receive a tenant handbook. Inspect handbook to see if appropriate and up to date
Is the tenant directory/tenant signage up to date? Check last 3 new tenant occupancies are listed on the building directory if applicable, and their unit signage has been updated with their company name
Do the tenants receive newsletters bi/monthly. Ask to see the newsletter, to see if appropriate and adequte
What events are held for the tenants during the year

Front of house - Reception/ Estate Office/ Conference rooms

Is the reception/Managers office clean, tidy and presentable
Is the marketing material on display and up to date. Check display
Is the reception handbook completed properly and up to date
Is there a parcel disclaimer displayed
Is the parcel receipt book completed properly, with signatures from all parties
Are the parcels/packages kept secure whilst awaiting for collection/where are they kept
Are the conference rooms clean, tidy and presentable?
Are the vacant unit keys/building keys labelled and coded?
Is there a master key for unit/s, if so where is it kept
Is the relief handover template being used for hangovers

Who holds the safe key and where is it kept
Where are the staff files kept? Are they locked in a secure place? Who holds keys?
Is the CCTV monitor displaying the correct date and time, and out if view of the public eye
Does the Centre Manager understand the CCTV policy with relation to the Data Protection Act? Ask and confirm the procedures in relation to who can view the CCTV