Building Your ExCo-Proof Business Case in 48 Hours

You've found the right Geneva office. Now you need to get it approved.

Executive committees are skeptical by nature. They'll question the rent, challenge the timeline, probe the risks. Your job is to anticipate every question and have documented answers ready.

Here's the 48-hour playbook.

Hour 0-4: Gather Your Data

Before you write anything, ensure you have verified data for:

Cost data:

• Base rent (per sqm, annual total)
• Service charges (historical, 3+ years)
• Energy costs (actual or guaranteed)
• Parking costs
• Fit-out cost estimate (from contractor)
• Move costs estimate

Comparison data:

• Your current office total cost
• 2-3 market alternatives with full costs
• Benchmark data for Geneva market

Timeline data:

• Proposed move-in date
• Fit-out timeline (with landlord confirmation)
• Key milestones

Risk data:

• Landlord track record (verified with references)
• Service level commitments
• Lease flexibility provisions

Missing data = weak case. Spend this time gathering, not writing.

Hour 4-12: Build the TCO Model

The centerpiece of your case: 10-year total cost of ownership comparison.

The Structure

Column 1: Current State What you pay today, projected forward with realistic escalation.

Column 2: Proposed Option Full costs of the recommended building.

Column 3: Alternative A The "cheaper" option that looks attractive on rent alone.

Column 4: Alternative B Another credible option for comparison.

The Categories

Year 1 Cost:
+ Base rent (sqm × rate)
+ Service charges (sqm × rate)
+ Energy costs (sqm × rate OR actual consumption × price)
+ Parking (spaces × monthly rate × 12)
+ Fit-out amortization (total fit-out / lease term)
+ Other operating costs
= Total Year 1

Year 2-10:
Apply escalation assumptions to each category
(Use different rates: rent = CPI, services = 5%, energy = 6%)

10-Year TCO = Sum of all years + Move cost (Year 0) + Exit cost (Year 10)

The Presentation

The insight this reveals: The "cheap rent" option is often most expensive when service charges and energy are included.

Hour 12-20: Anticipate Questions

ExCo members will challenge you. Prepare answers to:

"Why Not Stay Where We Are?"

Your answer: "Our current space [specific problems: aging, inadequate, expensive]. Continuing costs us [quantified impact]. Moving delivers [quantified benefit]."

Include: Current vs. proposed environment comparison, productivity impact estimates, employee feedback data.

"Why This Building vs. Others?"

Your answer: "We evaluated [X] buildings against [criteria]. This option scores highest on [key factors]. Here's the comparison matrix."

Include: Scoring matrix, key differentiators, risk comparison.

"Can We Get a Lower Rent?"

Your answer: "We've negotiated to [X], which compares favorably to market at [Y]. Further reduction would require [trade-off]. Here's how rent compares to all-in cost."

Include: Market rent data, negotiation summary, total cost comparison showing rent is only 60-70% of cost.

"What If We Need to Grow or Shrink?"

Your answer: "The lease includes [flexibility provisions]. In [scenario], we can [specific options]. Risk is mitigated by [specific terms]."

Include: Growth scenario analysis, exit options, flexibility clauses from lease.

"What's the Risk of the Landlord?"

Your answer: "The landlord is [ownership details], with [track record]. We've verified with [X] tenant references. Key service commitments are [documented provisions]."

Include: Ownership summary, reference call notes, service level provisions.

"What If the Timeline Slips?"

Your answer: "The landlord has delivered [X] fit-outs on time in the past [Y] months. Our timeline includes [buffer]. If slippage occurs, contingency plan is [specific backup]."

Include: Landlord track record, timeline with milestones, contingency plan.

"Have We Considered [Remote Work / Hybrid / Less Space]?"

Your answer: "Yes. Our space requirement reflects [hybrid policy] and [headcount projections]. We've sized for [desk ratio] based on [utilization data]."

Include: Space utilization analysis, hybrid policy summary, future flexibility.

Hour 20-28: Draft the Presentation

Slide Structure (10 slides maximum)

Slide 1: Executive Summary

• Recommendation: Move to [building] at [total cost]
• Timeline: [move date]
• Key benefit: [primary value driver]

Slide 2: Why We Need to Move

• Current state problems
• Business impact
• Urgency drivers

Slide 3: Selection Process

• How we evaluated options
• Criteria used
• Buildings considered

Slide 4: Recommended Option

• Building overview
• Key features
• Why it wins

Slide 5: Total Cost Comparison

• 10-year TCO analysis
• Proposed vs. current vs. alternatives
• Key cost drivers

Slide 6: Timeline

• Key milestones
• Dependencies
• Move date

Slide 7: Risk Analysis

• Key risks identified
• Mitigation strategies
• Residual risk assessment

Slide 8: Landlord Validation

• Ownership and track record
• Reference feedback
• Service commitments

Slide 9: Flexibility & Exit

• Growth options
• Shrinkage options
• Break clauses

Slide 10: Ask

• Specific approval needed
• Next steps if approved
• Timeline for decision

Appendix (for questions)

• Full TCO model with assumptions
• Building comparison matrix
• Reference call notes
• Market rent analysis
• Lease term summary
• Timeline detail
• Risk register

Hour 28-36: Review and Refine

Self-Review Questions

1. Is every number sourced and verifiable?
2. Does the recommendation follow logically from the analysis?
3. Are alternatives genuinely considered, not straw men?
4. Are risks acknowledged and addressed?
5. Is the ask clear and specific?

Peer Review

Share with a trusted colleague who wasn't involved in the process. Ask:

• "What questions would you ask?"
• "What's unclear?"
• "What's the weakest part of the argument?"

Dry Run

Present to someone who can play ExCo skeptic. Practice fielding tough questions.

Hour 36-48: Prepare for the Meeting

Pre-Meeting

Send the presentation 24+ hours before. Note: "Full analysis in appendix. Happy to discuss any aspect in detail."

In the Meeting

• Lead with recommendation (executives are busy)
• Reference data, don't read slides
• Acknowledge uncertainty honestly
• Take notes on questions for follow-up

After the Meeting

• Send summary of decisions and actions within 24 hours
• Follow up on any data requests immediately
• Maintain momentum toward approval

The Bottom Line

A strong business case doesn't just present a recommendation—it demonstrates rigor.

When the ExCo sees that you've:

• Compared options fairly
• Quantified total costs, not just rent
• Verified landlord capability
• Anticipated and addressed risks

They can approve with confidence.

48 hours is enough time if you have the data. If you don't have the data, that's your biggest weakness—and you know what to fix.

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LINK Geneva provides data packs for business case development: TCO comparisons, tenant references, service level commitments. Request a business case pack for your ExCo presentation.