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Project Management

Project Setup

Set up landscape architecture projects properly from the start to ensure smooth tender management and delivery.

Essential Project Information

Basic Details

  • • Project name and reference number
  • • Client name and contact information
  • • Project address and site access
  • • Project type (residential, commercial, public)

Site Information

  • • Site area and dimensions
  • • Soil type and drainage conditions
  • • Existing vegetation and structures
  • • Sun/shade patterns and microclimates

Budget & Timeline

  • • Total project budget range
  • • Design phase timeline
  • • Construction start date
  • • Project completion deadline

Special Requirements

  • • Council approval requirements
  • • Heritage or environmental constraints
  • • Client preferences and style
  • • Maintenance expectations

Setting Up Project Phases

Break your project into logical phases to manage tenders and track progress effectively.

Phase 1: Design & Planning

2-4 weeks
  • • Site analysis and concept design
  • • Client consultation and revisions
  • • Detailed design development
  • • Council submission (if required)

Phase 2: Tender & Procurement

2-3 weeks
  • • Prepare detailed specifications
  • • Send tender invitations to contractors
  • • Review and compare quotes
  • • Select contractors and suppliers

Phase 3: Construction

4-8 weeks
  • • Site preparation and earthworks
  • • Hardscape installation
  • • Planting and irrigation
  • • Final inspection and handover

Team Setup & Permissions

Set up your project team with appropriate access levels for different roles.

Project Manager

  • • Full project access
  • • Manage team members
  • • Approve quotes and tenders
  • • Client communication

Designer

  • • Edit project specifications
  • • Upload and manage plans
  • • Review contractor quotes
  • • Update plant schedules

Client

  • • View project progress
  • • Review and approve designs
  • • Access project documents
  • • Receive progress updates

Using Project Templates

Save time by creating templates for common project types. Templates include standard phases, team roles, and document requirements.

Residential Garden Template

Perfect for typical residential landscaping projects:

  • • Standard 3-phase timeline
  • • Common plant categories pre-configured
  • • Typical contractor types included
  • • Standard document checklist

Commercial Landscaping Template

For larger commercial and public projects:

  • • Extended timeline with approval phases
  • • Compliance and safety requirements
  • • Multiple stakeholder management
  • • Maintenance planning included

Project Setup Best Practices

Start with Clear Scope

Define exactly what's included and excluded in the project scope. This prevents misunderstandings and scope creep later.

Set Realistic Timelines

Factor in weather delays, council approval times, and plant availability when setting project deadlines.

Plan for Contingencies

Include 10-15% contingency in budgets and add buffer time for unexpected site conditions or design changes.

Document Everything

Upload all relevant documents from day one. This helps AI provide better cost estimates and keeps everyone informed.

Common Setup Mistakes to Avoid

Vague Project Names

Use descriptive names like "Smith Residence - Front Garden Redesign" instead of just "Garden Project".

Missing Site Information

Always include soil type, drainage, and access details. These affect material selection and pricing significantly.

Unrealistic Timelines

Factor in Australian weather patterns and plant availability. Some plants are only available at certain times of year.

Common Australian Project Types

Residential Projects

Front Garden Redesign

Typical timeline: 4-6 weeks, Budget: $5,000-15,000

Backyard Transformation

Typical timeline: 6-10 weeks, Budget: $15,000-50,000

Pool Landscaping

Typical timeline: 4-8 weeks, Budget: $10,000-30,000

Commercial Projects

Office Complex Landscaping

Typical timeline: 8-12 weeks, Budget: $50,000-200,000

Public Space Development

Typical timeline: 12-20 weeks, Budget: $100,000-500,000

Streetscape Upgrade

Typical timeline: 6-16 weeks, Budget: $75,000-300,000

What's Next?

With your project set up properly, learn how to manage timelines and coordinate with your team.