Brokers

Overview

For too long, vacancy lists have been the only way to help brokers and agents understand what landlords have to offer.

The problems that were identified however, are:

• These lists / vacancies are not distributed in real-time.
• The lists can be of differing formats, making it difficult for brokers to consolidate them, and to find the information they are looking for.
• These lists often don’t contain sufficient information for brokers to present to clients, requiring them to first reach out to landlords, by which time prospective clients might have been lost.
• It takes a lot of time to compile and create brochures from the given information.
• It’s a tedious process to search through rows of information, leading to missed opportunities and properties.

Havenlist brings vacancy lists into one searchable platform that allows brokers to search through their areas, select the right properties and mail these options to their clients in seconds and in a personalised manner, thereby reducing friction, while also combining all necessary moving parts. Don't think of it as a vacancy list. Think of it like a sales management system.

Steps

1. Create Your Profile

Create your profile with a professional-looking picture of yourself and add your brokerages/agencies logo and information. Within the system, you can also select your region covered and area of expertise. The more information added, the better.

2. Vacancy Lists

Introducing a new and better way to search for vacant properties, that is also simple and intuitive to use. Use the search criteria to help you filter through all the available options.

3. Brochure / Mailing

Now with a simple click of a button, you can generate a personalised brochure or send multiple property options directly to prospective clients, with these brochures attached.

4. Landlord Relationships

We empower brokers, by doing the heavy lifting for you. Now you can focus on building stronger relationships with landlords, while receiving regular property updates and communicating with landlords directly through the platform.

5. Invites / Referrals

We encourage you to use our in-platform invitation features to invite other brokers from your company, or any landlords you know to Havenlist, as we thrive on community. The bigger the community, the more opportunities and value will be created for you, along with a few nice subscription based incentives.

Core Concepts

RLO - Reasonable Leasing Options.

Commercial buildings offer multiple tenancy configurations. Think of it as the number of reasonable leasing options a brick and mortar building can create. An example of this is a five-story "new build" of 5,000 m² (1,000 m² per floor) which can be let to one tenant of 5,000 m² or in parts depending on what other offers are received. With Havenlist, landlords will create the biggest RLO first and then subdivisions of smaller RLO's when ready, assuming they've not let the 5,000 m². The landlord's tenant profile will also decide how small they would like to go, but in theory a 5,000 m² with floors of 1,000 m² could be divided as follows:

                        RLO 1 - 5,000 m²
                        RLO 2 - 4,500 m² (and a 500 m² smaller tenant)
                        RLO 3 - 4,000 m² (And a 1,000 m² smaller tenant)
                        RLO 4 - 3,500 m² (And a 1,500 m² smaller tenant)
                        RLO 5 - 3,000 m² (And a 2,000 m² tenant)
                        RLO 6 - 2,500 m² (And a 2,500 m² tenant)
                        RLO 7 - 2,000 m²...
                        RLO 8 - 1,500 m²...
                        RLO 9 - 1,000 m² (Nothing smaller)
                        

Why does Havenlist require this?

Simple, imagine you and another broker are both running with 2,500 m² tenants in different parts of the city. Using the search function on Havenlist, you can now easily pick up that this building can be divided into two. The same goes for office blocks and large industrial buildings.

Brochures

Havenlist provides you with the ability to auto-generate personalized property brochures, which can be downloaded or sent directly to clients through the platform. We keep all property information accurate and up to date, which means that you won't need to update your property brochures, as this gets done daily when landlords make changes. Now you can search and send options to clients without visiting the properties initially, while also having immediate access to all relevant property information that can be used to create ads. No more tedious round trips until you know the client likes your options.

Landlords / Managers

Overview

For too long, vacancy lists have been the only way to help brokers and agents understand what landlords have to offer.

The problems that were identified however, are:

• These lists / vacancies are not distributed in real-time.
• The lists can be of differing formats, making it difficult for brokers to consolidate them, and to find the information they are looking for.
• These lists often don’t contain sufficient information for brokers to present to clients, requiring them to first reach out to landlords, by which time prospective clients might have been lost.
• It takes a lot of time to compile and create brochures from the given information.
• It’s a tedious process to search through rows of information, leading to missed opportunities and properties.

Havenlist brings vacancy lists into one searchable platform that allows brokers to search through their areas, select the right properties and mail these options to their clients in seconds and in a personalised manner, thereby reducing friction, while combining all necessary moving parts. Don't think of it as a vacancy list. Think of it like a sales management system, with the ability to more effectively track deals and communicate with brokers.

Guidelines

Havenlist was designed to be intuitive and easy to understand. In order to keep the system up to date, we have created the following few guidelines that should be followed when loading vacant properties onto the system.

• Property can be broken into a residential and commercial property. Commercial property is then sub-divided into retail, office and industrial. So when a commercial property is referred to in Havenlist, it's these three subcategories.
• This is a search platform created for professional landlords in order to deliver accurate and informative information to the certified property brokers, as well as your tenants in real-time. The more information you provide, the better it can be delivered and communicated by brokers to prospective tenants.
• Commercial, industrial and retail property is dynamic. Havenlist was designed to accommodate all the complex moving parts within the commercial property space. Don't think of it as a vacancy list. Think of it like a sales management system.

Adding Properties

Much time and effort has gone into creating this page. It's designed to be flexible and cover the many different ways of detailing commercial property.

Part 1 - Add Property

This first section is dedicated to the actual physical bricks and mortar part of the building defined by its address suburb, city, ERF no. etc. It is imperative to add this because it's the foundation onto which you’ll add units / leasing options.

Part 2 - Add Leasing Option

This section starts with identifying the Reasonable Leasing Opportunities (RLO) associated with the bricks and mortar building. Landlords will attempt to think of every way their building could be a product for prospective tenants. This is explained in more detail below.

Basic Details

This is where you select your bricks and mortar buildings, and start creating a unit / leasing option within that specified building. We will start off by asking a few basic questions about your leasing option.

Rent and Size Splits

The second section captures the RLO (Reasonable Leasing Option) income.. Each line is dedicated to the three types of commercial property and the associated supplementary areas. Please note that Havenlist only uses GLA (Gross Lettable Area).

Should you wish to offer detailed operating costs, the drop-down in the GLA field box allows for further information. It also offers operating costs by month OR by sqm, depending on your preference.

Parking / Features / Surrounding Area

The next few sections details some essential extra information relating to the RLO.

Tenant & Availability

The last section asks for the availability and tenant information of your RLO. This is useful as your property and RLO will only be shown to brokers / tenants if it is available or is becoming available. When availability is set to “Not Available”, the RLO will not be shown to brokers / tenants.

The tenant information that is captured here is only for your own use. It will help you keep track of when an RLO gets leased and when the lease is coming to an end. When the property and RLO is archived (set as “Not Available”), you can also choose to receive a reminder when the lease is about to expire, allowing you to immediately contact the tenant and to get an extension.

Core Concepts / Notes

R0 vs not filling in a number.

When adding the price of parking bays (and not the quantity) it indicates that you as a Landlord does not know how many bays are available and brokers must use the parking ratio as a source. If a store room is included for free, you would for instance fill in the size, but leave the rental amount blank or simply add a “0”.

Reasonable Leasing Option (RLO) - Explained.

Buildings that offer multiple tenanting options have always been difficult to search for in previous vacancy lists. Not any more.

HL uses the RLO method to solve this. RLO represents each and every leasing option in a vacant building. Most landlords use the term “sub-divisible”, which is often difficult for brokers to spot when scouring vacancy lists. RLO’s ensure that sub-divisible opportunities are never missed.

Imagine a five-story new build of 5,000 m² (1,000 m² per floor). Start by adding the biggest RLO available then reduce by 500 m² down to the smallest RLO acceptable.

For example:
                            RLO 1 - 5,000 m²
                            RLO 2 - 4,500 m²
                            RLO 3 - 4,000 m²
                            RLO 4 - 3,500 m²
                            RLO 5 - 3,000 m²
                            RLO 6 - 2,500 m²
                            RLO 7 - 2,000 m²
                            RLO 8 - 1,500 m²
                            RLO 9 - 1,000 m²
                        

Why does HL require this?

Simple, imagine two separate brokers running with 2,500 m² tenants in different parts of the city. Using the search function on Havenlist for brokers, they can now pick up that you have this space available on the system. The same goes for office blocks and large industrial buildings.

As a space is leased, other RLO's will need to be deleted or set as “Not Available” under the availability field, as they'll no longer be available. This setting will archive the option. When archiving these options, you’ll always have them on the system should they become available sometime in the future.

RLO's that are leased should also be archived / set as "Not Available", so that they aren't shown to brokers / tenants.