In Search of Corporate Housing
by Allison Jurjens
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Being the trusted intermediary in search of suitable accommodations for an uprooted employee is by no means an easy task. Operational, financial and policy parameters set by the employer form a basis to start the quest, but success may be measured by the transferee based on ease, lifestyle factors and personal preferences.
Just as companies may tier their relocation package based on an employee's seniority or function, they should also prioritize the points to consider when seeking corporate housing for their employees. The first tier might be based on company requirements and the individual’s primary needs, with the second tier focusing on the employee's personal partialities.
Region, location and size of the apartment
Obviously proximity to the office location or place of work is a major consideration. The perceived safety of the neighborhood, accessibility by the intended mode of transport, and proximity to other necessary services, such as schools, are other factors that should be taken into account when selecting suitable corporate housing.
Another very obvious point is the size of the apartment -- a single employee will have very different requirements than an executive with children and a family dog.
Regions are yet another consideration, and they are typically differentiated by the size and style of accommodations available. For example, in space-challenged Manhattan, you typically won't find houses, as such, but rather apartments -- with no yard, no garage, no storage areas, small living areas, small kitchens and the highest rents in the country. The Corporate Apartment Industry Report, 2000 produced by the Association of Interim Housing Providers quotes the average monthly charge for a corporate apartment in the United States in 1999 as $2,541. New York City, however, was 65% above the average, with average rates of $4,194, and occupancy at a healthy 92%.
Company budget, supplier rates and inclusions
It's also important to understand the inclusions quoted in supplier rates, such as utilities, cleaning costs etc. You may be paying for services you don’t require, or comparing apples with oranges.
"Utilities" generally means electricity, gas, local telephone and basic cable, and the monthly average utility bill for a one-bedroom apartment is $150. If the transferee requires or is entitled to international phone calls, or premium cable channels, this should be organized at the time of the reservation, with specified billing instructions.
Billing details and invoicing system
It may be important for the supplier to have the ability to invoice a third party, or to handle any special billing details. Ask the supplier about its invoicing and/or payment systems, as well as any company policies regarding the financial aspects of the reservation.
Supplier company policies
Standard supplier policies may cover security deposits, cancellation fees, reservation extensions, pets, check in/check out times, keys drop off, and particular services. These should be understood at the time of reservation and included in a corporate agreement or lease. An indemnity clause also allocates any possible risks associated with the corporate housing, and makes for a clear, well-defined relationship.
Amenities
Have a checklist for your accommodation supplier’s primary amenities with as much or as little detail as required for your relocating employee. This could include kitchen and laundry facilities, telephone, cable, VCR, dataport for internet connection, answering machine, sound system, alarm clock, sofa pullout and so on.
Optional amenities, such as maid service, gym facilities, business center services, fax machine, crib, extra beds etc. may attract additional charges.
It may also be helpful to note if there is a group move capability, and if so, the details of the location(s) and any special policies or provisions.
Other considerations
Apart from base factors such as budget, size, area, dates, and amenities for the required corporate housing, you'll also want to consider particular demographic and psychographic details. In the initial stages, it is helpful to note the attitude and preferences of the employee, his or her partner, and/or family, which could reduce stress and contribute to their comfort and ease.
Security may be of more concern to some than others, and it is likely that the transferee will settle in more comfortably in an environment they feel familiar with, or relate to. Whenever possible, the character of the neighborhood and apartment should be aligned to the traits of the individual.
For example, a young Internet executive may want to be in the heart of the action at Greenwich Village, in a renovated elevator building apartment with contemporary furnishings, surrounded by bars, cafes, restaurants and entertainment, whereas a mature engineer may want his family in a quiet, more spacious apartment in a doorman building on a residential street in the Upper East Side area, close to parks and child care services.
Online resources
It is not always possible to book well in advance or have a well-planned temporary corporate housing hunt, so you may appreciate suppliers that have virtual tours online or an availability search function on their web site. The URL can also be e-mailed to the transferee for their feedback before the contracted move-in date.
Using price range brackets in the inventory search saves time, as does a consistency of quality and furnishings in the units when dealing with a supplier. Apartments can be as different as individuals, and if the supplier has set standards, it is easier to know what to book.
Managing expectations
Managing expectations and service delivery are major factors in supplier relationships. In corporate housing, it is important that the provider has an emergency access telephone number for the transferee to call should there ever be a problem. In a long-term business relationship it is also advisable to review the repair and maintenance company policy of the supplier. And of course, you'll also have to manage the transferee's expectations. The relocation package proposal can narrow the points of confusion or undefined areas, and serve as a very useful tool in managing employee expectations in relation to temporary accommodations.
In conclusion
In the quest to provide the best possible employee accommodations in a transfer situation, the corporate relocation professional faces boundaries pegged by budget, location, availability, amenities and company policies. Understanding the supplier’s inventory and policies, and managing the employee’s expectations with the known possibilities is a combination of knowledge and skill. The reward comes in finding a suitable haven in an otherwise tumultuous transition period that matches the transferee’s priorities and personality.
Allison Jurjens is director of marketing at A Hospitality Company, Inc., a New York-based provider of temporary corporate housing.