The Operational Side of Lease Management

From our July 8, 2026 webinar, What Your Lease Is Really Saying, CAFAE brought together industry professionals to discuss the practical realities of lease management and the lessons facility professionals need to navigate increasingly complex lease agreements.

Lease agreements influence nearly every aspect of facility operations, from maintenance responsibilities and operating costs to capital planning and risk management. Yet for many facility professionals, leases remain one of the most challenging documents they work with. Written in legal language and often supported by years of amendments, schedules, and additional agreements, leases require far more than a quick review before operational decisions are made.

During the discussion, moderator Marcia O'Connor was joined by Danielle Paquette, Provincial Facilities Director, Ontario Health at Home, and Daniel Audet, Facilities Manager, Eastern Canada Region, Savers | Value Village. Together, the panelists shared practical experiences and advice for translating lease language into confident, informed facility management.

Key Themes from the Discussion

Every Lease Is Different

No two leases are exactly alike. There is no standard lease agreement, and facility professionals should avoid assuming that responsibilities will be the same from one property to the next. While many leases cover similar topics, the specific obligations assigned to landlords and tenants are often negotiated differently. As Daniel shared, one of the biggest challenges is simply understanding what a particular lease requires:

"It's challenging... to figure out exactly what we need to do."

Understanding those responsibilities before making operational decisions can help prevent misunderstandings, reduce risk, and ensure expectations are clear from the outset.

The Lease Is More Than One Document

A signed lease is only part of the operational picture. Amendments, schedules, appendices, and supporting documents often contain important details that change or clarify responsibilities over time. Danielle emphasized the importance of reviewing "the lease as a whole with the amending agreements," reminding participants that relying on an outdated or incomplete lease can create unnecessary risk. Before making decisions or responding to issues, facility professionals should ensure they have the most current version of every document that forms part of the lease.

Lease Clauses Can Have Operational Consequences

Operational issues often stem from unclear language, misunderstood responsibilities, or assumptions about who is responsible for maintaining building systems and services. From HVAC equipment and landscaping to snow removal, restoration responsibilities, and operating costs, the panel reinforced that seemingly minor wording can have significant operational and financial implications. As Danielle explained:

"If the language is vague, then it comes down to what is your interpretation and what is their interpretation. Oftentimes, then you have to come to some sort of agreement."

Clear language, documented expectations, and early conversations between landlords and tenants can help avoid disputes before they become operational challenges.

Proactive Lease Management Reduces Risk

Effective lease management begins long before an issue arises. Reviewing lease obligations early, documenting key responsibilities, understanding renewal and termination dates, and asking questions before agreements are finalized can help organizations avoid unexpected costs and operational disruptions. The discussion also highlighted the importance of recognizing when to seek clarification rather than making assumptions. As Daniel explained:

"I'm not a lawyer. I don't understand a lot of that wording... Luckily, we have a legal department that I can bounce things off of and say, 'Put this in normal language for me. What am I supposed to be responsible for here?'"

The panel agreed that understanding the lease before taking responsibility for a property creates a stronger foundation for effective facility management.

What This Means for Professionals

The discussion reinforced that effective lease management isn't simply about understanding legal documents—it's about understanding how those documents shape everyday operational decisions. Taking the time to review agreements thoroughly, clarify responsibilities, and ask questions before issues arise can help organizations operate more confidently and avoid costly surprises. As Marcia concluded:

"It's really, really important to understand that lease to prevent any assumptions and costly mistakes."

Continuing the Conversation

At CAFAE, these conversations are designed to bring forward real-world perspectives, encourage knowledge sharing, and create space for meaningful industry dialogue.

Our next webinar: “Mental Health in Facilities - Who Takes Care of the Caretakers?”

August 12, 2026 | 12:00 p.m. – 1:00 p.m. EDT | Virtual Webinar