Bedrocks of Landscape Project Management

Put your landscape company a cut above the rest with proven systems to “weatherproof” your project budgets and schedules. 

Trying to manage a landscape project without the proper tools in place is like trying to collect leaves one by one as they’re still falling off the tree.

Sure, it can be done… but it’s hardly efficient.

Landscape project management is a massively important part of good business management, especially since landscape projects come with a whack of unique challenges. 

There are seasonal fluctuations to contend with, shifting crews to keep track of, work quality to oversee – all of which must somehow adhere to set cost and timeline expectations.

In this guide, we’ll cover the key elements of project management for landscaping contractors, with advice to keep your customers satisfied, your teams cohesive, and your blood pressure balanced.

What is landscape project management?

Landscape project management typically involves the following activities:

• Determine the project scope, budget and schedule
• Coordinate resources, including labor, equipment and materials
• Handle stakeholder communications, particularly with the customer

It’s usually best if these tasks are carried out by a qualified landscape project manager.

Stellar versus so-so project management

Not convinced the quality of your project management matters? The table below compares the impacts it can have on both your landscape business and your stress levels.

⭐ Stellar Project Management ⭐

• You earn more profits because you complete projects faster.
• Your work quality is higher since you have time to check that everything was done right.
• Crews want to work for your company because you offer calm and stability.
• You sleep soundly knowing everything is under control.

🫤So-So Project Management 🫤

• Jobs get delayed, or missed completely, during peak season. 
• It feels like if you’re not on site every second, nothing gets done properly.
• Budgets and schedules are treated more like ideals than solid plans.
• Your profit margins are pitiful, if you even know what they are.

As you can see, this is one area of your business worth taking seriously. If you’re not sure how or where in your team to fit a dedicated project management resource, this Quick Tool can help.

How to set your landscape project manager up for success

The two main responsibilities of a project manager are to keep tabs on the budget and schedule. That sounds simple enough in theory, but in practice, for them to excel in the role they need to be empowered to make decisions around both, sometimes in the heat of the moment.

Navigating a customer’s sudden unrealistic request for a different paving stone, or a subcontractor’s delay due to material shortages can require high levels of diplomacy, which is why personal characteristics are such a vital consideration when hiring for this role.

What qualities should you look for in a landscape project manager?

These are some of the traits exhibited by the most effective project managers:

▶️ Analytical – they can break things down in a way that’s clear and comprehensible.

▶️ Problem-Solver – they’re resourceful and able to overcome obstacles.

▶️ Organized – if they don’t have an immediate answer, they know where to find it.

▶️ Aligned – their values match those of your company.

▶️ Tech-savvy – they know their way around project management platforms.

▶️ Personable – they can be trusted on the frontlines of dealing with customers.

Getting someone with the right temperament for the role is one of the best ways to ensure they’ll do well once they’re in it.

Lay out clear expectations

It’s tough to score when you aren’t sure where the goalposts are. No matter how straightforward the project manager’s role may appear, it’s worth defining the position’s goals on paper. 

Are they meant to handle one project at a time? Or oversee multiple at once? Are they going to be negotiating labor deals? Or are you hanging onto that responsibility? 

Drawing clear lines around the role will alleviate a ton of uncertainty… for both of you.

Here are two systems for doing just that.

Employment Agreement

Create a well-defined employment agreement that provides clarity on what’s expected of your project manager. It should state exactly what they’re responsible for and the rewards they’ll receive if they deliver on their goals. 

Writing employment agreements from scratch can be tough so bypass the blank page with this Employment Agreement template designed specifically for project managers.

Accountability Support

Once you’ve agreed to the parameters of the role, set up an accountability system to uphold the expectations. The Goal Setting & Review (GSR) system is a powerful tool for this purpose that helps keep project managers organized and allows you to track the progress of their projects.

To learn more about the GSR system, you can check out this free web class. We’ve also developed a GSR template to get you started with implementing this powerful system.

How to effectively manage landscape construction job sites

Once a project has made it through the design phase, things kick into high gear as construction begins and the outdoor area transforms.

It’s an exciting time, but also a potentially tumultuous one as this is where a project can easily go off the rails. To help keep that from happening, make sure there’s an in-depth landscape project management plan in place. 

Beyond that, keeping an eye on these three things will go a long way.

Customer Service

Communication is an absolute imperative of any successful project. If customers know what to expect, you’re less likely to get angry phone calls. 

As trucks start rolling up to the site, have strategies in place to:

• Manage customer expectations so they’re aware what will happen when.
• Respond to concerns or questions in a timely manner.
• Take complaints seriously and take action to rectify issues.
• Follow up with the customer after the project is wrapped to confirm they’re happy with their newly designed space.

Team Training

Consistency in how processes are carried out will do wonders for your project quality. This can be particularly difficult to maintain with landscaping because of the seasonality of the work.

However, there are tools available to help streamline training efforts and get everyone raking in the same direction, if you will.

This Training Checklist will help smoothen out your onboarding process. And if you’re ready to really lean into standardization, check out this SOP webclass. SOPs can be gamechangers for your team–and you’re time management.

Project Status Updates

To be proactive about your communication and customer service, your project manager should speak with the customer regularly, ideally every week or two and these meetings should include updates on the current state of the project’s budget, schedule and any pending decisions.

Pro Tips for Landscape Project Management

Here are some master tips from landscapers we’ve worked with who have achieved impressive growth by reining in their project management practices.

• Track your finances! It’s tough to get a great project manager if you can’t afford one.
• Hire a project manager whose personal values align with those of your company.
• Use tech. There’s no getting around it… projects run more smoothly with great platforms. One of our favorites for landscapers is LMN.

Finally, remember that on those days when you feel bombarded by the minutiae of your projects, your role is ultimately to be a business leader. Daunting? At times, sure.

But you don’t need to climb the mountain alone. Breakthrough Academy has a proven system of leadership development that can support you in your quest to scale your landscape business.

With the amount of competition in the landscape industry, your company needs to establish a value proposition. Running smooth projects without surprises is a great place to start.

Ready to take your landscape business to the next level? 

Find out how.