As someone responsible for an HOA property–whether you’re a property manager or a board member–the professional relationships you form with local service providers are essential to helping your community thrive. There may be no better example of this than the partnership shared with a commercial landscape and maintenance company in Tampa Bay.
Landscaping matters, especially in an HOA community. It is the first impression visitors get when driving past the property, the functionality of shared spaces within the community, and the safety residents experience during storm season. HOA landscape maintenance can improve property values and shift the daily living experience of residents who enjoy the community.
So, what should you expect when working with a commercial property landscape maintenance company? We’re here to share exactly that with you based on our two decades of experience in the Tampa Bay area!
The opening stages of a client relationship start with identifying potential clients, making connections, and brainstorming the details of a project together. It’s a time of getting to know one another, assessing needs, and ensuring that Landcrafters is the right landscape maintenance contractor for the job.
At Landcrafter’s, we view our client relationships as just that–relationships. For that reason, we try to be selective and work with people who share similarities with our best current clients. During the process of finding new clients, we always put together an approved list of dream clients before contacting them.
Once we have a potential client in mind, we will be proactive in reaching out. We always take a personalized approach to contacting potential clients–no generic sales pitches here. The goal is to initiate conversations and set up a face-to-face meeting.
With a face-to-face meeting scheduled, Landcrafters assembles a team of experts who are best suited for the client’s needs and property. That way, we can discuss the particulars of your project, address any specific areas of concern, and answer questions with confidence.
We like to listen more than we talk in this phase, allowing you to express what it is you need out of the relationship. From there, we do a deep dive into understanding the nuances of the project and challenges associated with it.
If everyone is on the same page and wants to proceed, we'll put together a proposal and schedule a follow-up meeting.
Once we’re confident that the partnership is a good fit, we will tailor a proposal specifically to your needs and present that proposal to you. After any necessary revision to the proposal and follow-up discussions, we’ll reach an agreement with the client and move forward with the project.
With all the paperwork completed, the partnership can officially begin!
How does a plan go from something talked about to something tangible? The second phase of working with a commercial landscape maintenance company does exactly that by taking action on the agreed-upon proposal.
When an agreement is made, Landcrafters ensures that all the contract notes, corresponding proposals, site plans, and other important documents are uploaded to the company’s CRM software. This helps us stay organized and streamline communication between our teams and our clients.
A key follow-up to this organizational process is the creation of a job packet that is distributed to all involved parties. It can then be reviewed during the scheduling meeting.
This is an opportunity to get everyone involved up to speed and on the same page. Consider it a sync-up session where pertinent information is reviewed so that everyone knows exactly what is going on. Topics like scope, production schedules, equipment utilization, team responsibilities, and a 30-day plan are front and center during this meeting.
With everyone synced up and ready to go, we send the client (you!) a welcome email that outlines the proposed schedule and provides a digital introduction of everyone who will be involved. We also introduce you to the client portal so you can access information related to your project.
Then, we set up an on-site meeting. Representatives from sales, account management, and production management will all join you on-site. This gives everyone a chance to get acquainted before reviewing the scope of Landcrafters’ commitments, discussing any previous challenges or issues, and identifying opportunities for improvement going forward. We then set realistic timelines for future follow-ups.
Landcrafters is serious about quality. As an HOA landscape maintenance contractor, we hold ourselves and our work to an exceptional standard. Part of the process to ensure that every property we manage is up to that standard is a comprehensive quality assessment, which includes the following. We also perform monthly quality audits in addition to those associated with larger milestones.
After 30 days have passed, the branch manager and account manager will check in with you to review the original expectations, quality accidents, production outcomes (to date), property plan, and photo-documented improvements. They will also follow up with you to ensure you are satisfied with the work so far. This same process will be repeated at the six-month mark.
If everyone is happy with the partnership and wishes to continue working together, the yearly renewal process can take place. This includes a yearly landscape audit, which informs the plan going forward, as well as a review of the improvements that were achieved by the end of the contract term.
Every strong relationship is built on honest, two-way communication and supportiveness. The partnership between a commercial property landscape maintenance company and its client is no different. At Landcrafters, we strive to always have an open line of communication and multiple layers of support available to our clients. This approach includes:
With over two decades of experience helping HOA properties in Tampa Bay reach their potential, Landcrafters is a proven name in the world of commercial landscape maintenance. If you would like to learn more about what it’s like to work with us, please feel free to reach out.