Whether you’re starting from scratch or revitalizing a landscape in need, setting expectations is essential. Property managers and HOA board members taking on a landscape design build should have a basic understanding of the process to come and the benefits of partnering with a landscaping design and construction company.

From the initial consultation to maintaining the new landscaping post-project, the journey from concept to the completion of the plan and beyond, every step matters. Knowing what to expect when working with a design build landscaping company can help you prepare for what’s ahead and achieve the best results for your HOA community.

Landscape Design Build - What to Expect as a Customer

Discovery and Initial Contact

The landscaping industry in Florida is a highly competitive space. When searching for the right design build landscaping company, it can be difficult to find the perfect fit for your HOA community and goals. That’s where the discovery process comes in.

The majority of customers find Landcrafters via online search. With a handful of paid ads and a strong organic search presence, Landcrafters has established itself as a go-to landscaping company in the Tampa Bay area.

Once a customer discovers Landcrafters through any number of avenues, the next step is to submit information through our website submission form. This leads to the initial contact between the customer and the landscape design builder. An experienced designer will contact the customer to qualify them and their desired project. This is typically done within 24 hours of the initial submission.

Consultation, Budgeting, and Timeline

Once initial contact has been established and the project is qualified, it’s time to dig into the details. This is where the consultation takes place, which is essentially a meeting between the customer and the landscape design and construction company. Here, you can expect to discuss a number of specifics that are integral to your HOA landscape project.

The consultation can take place in person or remotely (via Zoom or something similar). The primary focus of the consultation phase is to discuss the customer’s goals and clarify exactly what they are looking for. The scope of the project is important, as are the objects. Are they starting from scratch or renewing an older landscape? How large is the property? Is there an emphasis on curb appeal and signage, shared communities spaces, or infrastructure like walkways and lighting?

With these details in mind, other necessary topics of discussion include budget–both immediate and long-term for maintenance–and timeline. Sometimes, a project on a tight budget or timeline might have to be revised for all of the goals to be achieved. Throughout this consultation process, the design build landscaping company is collecting valuable information it can use to put together a plan and proposal.

Design Planning and Approval

Equipped with the knowledge gained from the consultation phase, Landcrafters can begin creating a plan, refining that plan, and obtaining any necessary approvals. This stage of the landscape design build typically takes two to three weeks, but the timeline can vary depending on the complexity and size of the project.

Once the plan is prepared, it is shared via a presentation in person or on Zoom. At this point, the HOA property manager or board members can provide feedback. This is an opportunity to be open and honest about what they liked or disliked, what does or does not work for their community, and elements of the design they wish to keep or tweak. 

With this feedback fresh in mind, the landscaping design and construction team will revise and refine the plans and repeat the process. Through this pattern of planning, feedback, and revision, a final plan will be created and agreed upon. At that point, any necessary approvals will be obtained–including the sign off by the customer–and a proposal will be created. Once the proposal is accepted, it’s time to move forward with the finalized design.

Bringing the Plan to Life

With an approved proposal in hand, the design is ready to be implemented, and construction can begin. There is a lot that goes on behind the scenes during this phase. Internal coordination is vital, as all included team members need to be on the same page so they all have access to the plan, client files, and work schedule.

Initial checks are also essential during this phase. Utility checks and irrigation inspections are a must to ensure team safety and prevent any accidental damages to workers, equipment, or property. With utilities marked and irrigation inspected, the order of landscape design and construction operations looks like this:

• Demolition and Preparation
• Irrigation Repairs and/or Installation
• Hardscape Elements
• Place of Plants and Softscape Features
• Installation of Plant and Landscape Materials
• Irrigation Sign-Off

Throughout the implementation and construction process, Landcrafters strives to manage and minimize disruptions to your HOA community. There is also a constant stream of communication with management and frequent on-site checks to ensure quality is up to standard in every facet of the project.

Communication and Project Management

Landcrafters firmly believes in establishing healthy relationships with its clients. This starts from first contact and only strengthens as the landscape design build progresses. Communication is prioritized, and project management is approached in a hands-on manner. This is achieved through multiple layers of support, including the following.

• Landscaper Designer - The primary point of contact during the design and proposal stages.
• Project Manager - Oversees the execution of the project and provides regular updates to the HOA property manager or board.
• Operations Team - Manages the details and logistics of the project.
• Branch Manager - Ensures that the overall project meets the stringent standards of Landcrafters.
• Branch Administrator - Helps the project progress smoothly by handling the administrative tasks.

Post-Project Maintenance and Follow-Ups

When the project is completed, a thorough quality audit is conducted by the landscaper designer and client. This is a chance to ensure the quality is consistent and no finishing touches are needed. If there are items to complete following the audit, they will be addressed before the final sign-off.

Once the landscape design build has been approved, the final invoice is sent. At this point, Landcrafters will put together a personalized maintenance proposal that includes a comprehensive approach to ensuring the HOA landscape stays healthy and pristine. Long-lived plants and trees are warrantied as long as Landcrafters maintains the property (excluding annuals, perennials, and sod).

Should the client opt into the maintenance package, an account manager will take over to oversee all post-installation activities. From this point forward, the account manager will be the point of contact for the HOA property manager or board.

Landcrafters - From Concept to Care

Working with a landscape design build company can be a rewarding experience that results not only in a beautiful, well-maintained landscape but also a long-term relationship that benefits your HOA community. Landcrafters prides itself on providing clients with the highest level of communication and landscaping expertise from concept to care.

If you’d like to learn more about the landscape design build process, please do not hesitate to contact us. You can also peruse our blog for more landscaping insights we’ve accumulated over the past two decades of serving the Tampa Bay area.