BUSINESS OPERATIONS: Spring into Action

The safest way to provide this service is to never give the client a contractual price but, instead, offer a per-labor-hour rate, including equipment. Using this approach, you are assured to not lose money. On the other hand, it is often times difficult to "sell" a client on this approach, as he wants to be assured you will meet his budget. Therefore, be sure to estimate sufficient labor-hours for the job and add another 10 percent at the minimum to cover unforeseen circumstances.

When planning for spring cleanups, consider developing crews that are specialized in a particular function, such as sand removal. Another crew could arrive at a later date and perform the bed clean-ups and edging. A third crew would be your mulching crew. The client generally understands this type of organization and will not force you to perform the entire job at one time. With a routine function, your crews will become extremely efficient and equipment and vehicle management will be easier, as well.

Also, take time now to consider the type of mulch your crews will be using during this process. With hardwood or pine bark, try using bagged mulch, not bulk, to lower overall costs and help you make more money. While it’s true that bagged mulch is generally more expensive than bulk, bagged mulch allows crews to distribute the material more easily in beds. With bulk mulch, crews often dump an unspecified amount in the bed and then spread it out until the next load arrives. Doing this creates various thicknesses of mulch throughout the beds.

With bags, one crewmember can dictate the mulch thickness by placing a certain number of bags in each bed. Another person can open bags and begin to spread the mulch, while a third crewmember can evenly spread the mulch with a rake. This process is more efficient and helps crews complete jobs quickly and accurately. It also eliminates much of the cleanup that bulk mulch requires and does not require a loader on the job site. Try using this bagged mulch system this spring and see if it saves you money, as it has for many other contractors.

When edging plant beds, edger operators must be careful not to remove the turf while edging. I see some contractors hauling off large amounts of turf strips and soil, only because the edging got out of hand – a major cost. Still, look at turf areas before edging and see if you can alter the edges slightly to make maintenance easier. For instance, remove small strips of turf behind trees or beds to eliminate the need for a 21-inch mower in those tight areas.

The most important recommendation I can make is to always give your crews the total budgeted labor hours for specific functions or jobs, and post those hour budgets in a public area. When the crews come in at the end of the day, have them write their actual hours on these sheets beside the budgeted hours. This reinforces the importance of performing within the budgeted hours and helps you track labor – your biggest expense – more effectively.

Finally, take a look at the equipment sitting in your shop right now and inventory your small tools, as well. Make sure each piece is ready to go for spring and consider taking the time to wax the paint on your riding mowers. Doing this can boost your crewmembers’ morale and can help them learn to respect the equipment and care for it better this year. Plan and execute now, as your operations will run smoother when business starts booming in the spring.