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Best Practices

Workflow Optimisation

Streamline your landscape architecture practice with proven workflows that save time and increase profitability.

Optimised Daily Workflow

Start each day with this proven routine to stay on top of all your projects and tender activities.

Morning Routine (15 minutes)

  1. Check dashboard for urgent notifications
  2. Review tender responses due today
  3. Upload any new quotes received overnight
  4. Check weather forecast for site work
  5. Prioritise tasks for the day

Throughout the Day

  • • Upload documents immediately when received
  • • Update project progress after site visits
  • • Respond to contractor queries promptly
  • • Use mobile app for on-site updates

End of Day (10 minutes)

  1. Review and categorise any uncategorised items
  2. Send client updates for active projects
  3. Plan tomorrow's site visits and meetings
  4. Check for overdue tender responses

Template Strategy

Create templates for common project types to reduce setup time and ensure consistency.

Project Templates

  • • Residential front garden redesign
  • • Backyard entertainment area
  • • Commercial office landscaping
  • • Public park development
  • • Pool area landscaping

Document Templates

  • • Tender invitation letters
  • • Project specification documents
  • • Client progress report formats
  • • Contractor briefing templates
  • • Maintenance schedule templates

Template Benefits

  • Time Savings: Reduce project setup from 2 hours to 15 minutes
  • Consistency: Ensure all projects follow your proven process
  • Quality: Never forget important project elements
  • Scalability: Handle more projects without increasing overhead

Automation Opportunities

Identify tasks that can be automated to free up time for design and client work.

Fully Automated

  • • Document processing and data extraction
  • • Quote categorisation and tagging
  • • Client progress email updates
  • • Overdue payment reminders
  • • Weather-based timeline adjustments

Semi-Automated

  • • AI-suggested contractor selections (you approve)
  • • Automatic invoice generation (you review)
  • • Timeline milestone notifications (you confirm)
  • • Cost estimate updates (you verify)

Measuring Workflow Efficiency

Track these key metrics to identify bottlenecks and optimise your processes.

Time Metrics

  • • Average project setup time
  • • Tender response processing time
  • • Client approval turnaround
  • • Document upload and categorisation time

Quality Metrics

  • • Estimate accuracy vs final costs
  • • Timeline adherence rates
  • • Client satisfaction scores
  • • Contractor performance ratings

Advanced Optimisation Tips

Batch Similar Tasks

Group similar activities together - process all new quotes at once, send all client updates together, review all tender responses in one session.

Use AI Suggestions

Pay attention to AI suggestions for contractor selection, cost estimates, and timeline adjustments. They're based on your historical data and industry best practices.

Mobile Optimisation

Use the mobile app for site visits to update progress, upload photos, and communicate with contractors in real-time.

What's Next?

With your workflow optimised, learn how to organise your data for maximum efficiency and searchability.