This slow season is the perfect time for landscapers and green industry business owners to shift gears. The demands of spring and early summer likely had your phone ringing nonstop, crews working at full capacity, and systems pushed to their limits.
Now that things have slowed down, we can spend time during this green industry off-season regrouping and evaluating how your business performed this past year.
Did your pricing strategies align with the time and resources required for each service offering? Were your systems efficient, or did things fall through the cracks under the pressure of busy months? Now’s the time to address these questions, fine-tune your processes, and ensure your business is more profitable next season.
Here’s a roadmap for green industry business owners looking to prepare for the off-season while continuing to serve clients effectively.
1. Conduct an After-Action Review with Your Team
Before jumping into changes, start by conducting an after-action review (AAR). This is a structured process for reflecting on what worked, what didn’t, and what can be improved. It’s essential that this isn’t just a top-down review from management; make it a team exercise.
Why? Because your crew members, office staff, and other team members have firsthand experience with the day-to-day operations, especially during the busiest times. As the leader of your business, you’re likely not in the trenches every day, which means there may be issues that slipped under your radar. The AAR provides a safe space for employees to voice concerns, suggest improvements, and share ideas.
Questions to guide your AAR:
- Where did we experience gaps or inefficiencies during the busy season?
- What processes need improvement or overhaul?
- How can we better support our staff during peak season?
- Were there unexpected breakdowns, delays, or recurring problems?
This review can be invaluable in uncovering hidden issues and empowering your team to contribute to solutions that make your business more profitable in the long term.
2. Evaluate Your Profitability Using the Profit First Methodology
One of the key benefits of the slow season is the time it provides to assess your profitability. Often during the busy season, you’re just trying to keep up with client demands and don’t have the bandwidth to analyze financial performance. But this is crucial.
This is where the Profit First methodology comes in. By prioritizing profit and setting aside a portion of revenue before allocating funds to expenses, you ensure that your business remains financially healthy, even in the slow months. Implementing Profit First means actively managing your finances to ensure profitability and sustainability.
Now is the time to:
- Examine overhead and fixed expenses. Were there times during the year that it was difficult to meet payroll? Is there unnecessary spending that can be reduced? Can you streamline certain processes to cut costs? It may be that you either aren’t charging enough, you may be overstaffed or your teams aren’t working at their best efficiencies.
- Set aside funds for profit and taxes. Even in the slower months, it’s vital to not go into debt. This approach is key to long-term stability, rather than waiting until the end of the year to see how profitable you were.
3. Analyze Your Internal Processes and Systems
During the height of the busy season, it’s easy for systems to break down or show their weaknesses. Perhaps your scheduling software wasn’t able to keep up with client demands, or the equipment you had available wasn’t aligned to what was needed on job sites. Now that you’ve got a little breathing room, it’s time to address these issues.
Look at your processes and determine where improvements can be made to increase efficiency and profitability:
- Scheduling systems: Were there delays or gaps in client communication? Did you find it hard to keep track of which jobs were scheduled when? Consider investing in better scheduling tools or software that can automate parts of the process.
- Equipment management: Did you have the right equipment on hand when needed? Or were you scrambling to source supplies at the last minute? Improving your inventory management systems can save time and money, and ensure you’re prepared for any upcoming projects.
- Crew management: Were your teams properly staffed and deployed during peak times? Did you experience high turnover or burnout? Investing in training or adjusting how you schedule your teams could lead to smoother operations and better results.
4. Identify Equipment and Technology Gaps
Another area to evaluate during the slow season is your equipment and technology. Are your machines constantly breaking down, resulting in costly repairs and downtime? If so, it may be time to consider reinvesting in newer equipment or upgrading your technology.
Here are some considerations:
- Maintenance vs. replacement: How much money are you spending on repairs versus what it would cost to replace old or unreliable equipment? Newer machines may offer better efficiency and lower long-term costs.
- Investing in technology: Are there areas where you could streamline operations with technology? From client management systems to GPS tracking for your crews, there are many tech solutions that can make your operations more efficient and cost-effective.
- Prioritize long-term value: When making equipment purchases, think about the return on investment (ROI). While a new mower might have a higher upfront cost, it could reduce repair expenses and improve productivity over the next several seasons.
5. Prepare for Next Busy Season
After regrouping and reviewing your operations, it’s time to start thinking ahead to the spring.
Consider:
- Staffing needs: Will you need to bring on additional help for the spring, or can your current staff handle the workload? Are there opportunities to develop or train the team with new processes for greater efficiencies? Start planning now to avoid scrambling later.
- Marketing efforts: If you want to attract more business in the spring, consider ramping up your marketing efforts now. Whether it’s through social media, email campaigns, or direct outreach, it’s important to stay top-of-mind with your clients.
- Cash flow planning: The busy season may bring a surge of income, but planning your cash flow in advance ensures you won’t be caught off guard by unexpected expenses or slower months ahead. Profit First can help you allocate your revenue appropriately, ensuring that you remain financially stable through the slow months.
The slow winter season is a crucial time for green industry business owners to reflect, regroup, and prepare for the next busy season.
By conducting an after-action review, implementing Profit First, and refining your internal processes, you can ensure your business is more efficient and profitable moving forward.
Take this time to address equipment gaps, evaluate your financial performance, and plan for the fall push. With the right strategy in place, you’ll not only survive the slower months but thrive when the next busy season comes around. If you need help processing these things and more, we invite you to schedule a call with our team today!
