Making Design Changes After Landscape Construction Begins

A bit about design changes in landscape projects… 

• Changes are good. In the design phase, we test-drive and revise ideas until we land on a design that achieves our client’s goals and priorities. Change is part of the process.

• Changes can also be inconvenient. When installation is already underway, new design changes can add expense, delay, and hassle, which everyone would rather avoid.

Contractor installing cement walkway

Ideally, all changes would happen during the design phase of a project. 

In reality, it’s quite common for designs to undergo additional changes during the build phase of a project, when a client is working in the field with their contractor. 

This is a good thing! Particularly when designing online, working with your contractor to develop last-mile design adjustments is a key step to make sure your design properly accommodates your site and your budget. 

Below, we’ll talk through some design changes common to the build phase, and share a few tips for handling those changes as productively and efficiently as possible.

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Yardzen Pro contractor shares build progress compared to 3D rendering in Menlo Park, CA

BE A GOOD PARTNER

Be mindful of how you work with your contractor. A positive relationship between client and contractor yields the best project outcomes. 

Stay engaged and communicative. You’ll arrive at the best design adjustments most efficiently if you understand both the underlying issues and the design options available to deal with them. Make sure you establish clear communication channels with your contractor early on, respond to any questions they have expediently, and align with them on their work plan.

FOCUS ON GOALS

Most projects end up installed differently than their designs indicate. Sometimes the differences are slight, other times more noticeable, depending on the factors affecting the project. 

Keep an open mind when your contractor suggests design solutions, and stay focused on your goals for the look, feel, and function of your design. It’s easy to fall in love with the design that emerges from the studio, but it pays to hang on to the spirit of iteration and stay open to new ideas all the way through to project completion. Design solutions put forward by your contractor will be rooted in real world experience, solutions-oriented, and worth your consideration. 

(If you do want a second opinion on changes that you and your contractor are considering, you can always feel free to reach out to your Yardzen contact for assistance.)

Completed back yard by Yardzen Pro in La Mesa, CA

CHANGE EARLY

It’s best to make adjustments to your design as early in the build phase as possible, namely during the bidding process. 

Contractors usually begin a project by walking the site, evaluating the design, and then producing an installation cost estimate, or “bid”, for the client to approve. 

This process can reveal unforeseen circumstances, costs, and opportunities, all of which can require you and your contractor to work together to develop design changes. These changes may be necessary to adapt to new site conditions, to reduce project costs, or to implement design gains the contractor may have identified. 

It’s very common and relatively efficient to deal with these changes at this early stage in the build process. Doing so later, after a contract is signed or ground has been broken, is more complicated and costly.

Yardzen Pro contractor putting finishing touches on Yardzen designed back yard

MATERIAL SUBSTITUTIONS

Material substitutions are among the most common changes to occur during the build phase.

For certain materials like pavers, stone, or retaining wall blocks, Yardzen designs suggest a design, size, and style, but leave final material selections to the client and their contractor. This is because many materials are best sourced locally, for cost, sustainability, and design suitability reasons. Your contractor is the best source of insight into which locally-available building materials make the most sense to achieve the look established in your Yardzen design.

This approach ensures the right materials are used for the job, but it leaves some room for material prices to change between the estimated costs of the design phase and the costs listed in a bid. 

When materials are bid higher than anticipated, work with your contractor to identify more cost-effective material substitutions. Alternately, you can identify other areas of the design to cut budget, should keeping certain materials be a high priority for you. 

Materials substitutions can also be triggered by availability. Materials like gravel and mulch, as well as products like light fixtures, pergola kits, or composite decking, may not be available within your region or timeline in the exact style shown in your design. In this event, you’ll want to work directly with your contractor to find a suitable replacement. 

When selecting materials, we recommend getting samples - and doing so early - to help you confirm your choices. Aim to commit to materials before final bids are prepared. Knowing the exact materials you will be using allows your contractor to be as accurate as possible when preparing your final bid, and lowers the chance of budget surprises later in the build process.

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Yardzen Pro contractor shares progress on the planting of privacy trees in Greenwich, CT

PLANT SUBSTITUTIONS

Plant substitutions are also common in the build phase. Yardzen takes care to use plants that are commonly available at nurseries, but occasionally plants indicated in a design will not be locally available. When this occurs, your contractor and your local nursery will be ready to help you choose appropriate replacement species. Often, it can be best to simply repeat a species used elsewhere in your design - repetition of species is a tried and true approach to making planting designs feel cohesive. 

Our advice: talk to the nursery, they’ll know about what plants perform well in your area better than anyone.

Differences in anticipated and actual light patterns on a site can also lead to substitutions. Poor satellite imagery or heavy tree canopy sometimes make estimation of light patterns challenging, particularly at a small scale. When a design places plants in unsuitable light conditions, you’ll want to work with your contractor to sub in species that thrive in the actual light conditions. 

Again, we suggest considering other species already used in your design to act as substitutes to maintain a cohesive planting aesthetic, and encourage you to speak with local nurseries for insight on plant performance in your area.

PLANT SIZES

Smaller plants (one gallen, rather than five gallon) are cheaper to buy, but take longer to grow before they achieve maturity. Buying smaller plants is a common strategy to reduce project costs when bids come in over budget, provided you can tolerate the wait. 

There are pros and cons to buying small vs. big. We often suggest buying  big on a few key plants - the ones with the most visual impact on your yard - but going small on less noticeable plants. Talk through your options with your contractor to confirm an approach that makes sense for you. Once you decide on sizes, stick to that plan.

PREPARE FOR PERMITS

Your contractor will know whether any features in your design require a permit. If they do, develop a plan with your contractor for who will handle the permitting so there is a clear owner of that process. 

In some cases, it may be better to revise a design so that it no longer requires a permit, rather than go to the effort and expense of getting a permit. Discuss this option with your contractor. Whatever direction you go, make sure you are both aligned on a plan to deal with permit requirements. Doing so will minimize the impact permitting has on your project.

San Francisco, CA Yardzen project progress shared from Yardzen Pro contractor

CAD REVISIONS

While it’s always a good idea for you to remain informed about the “what” and “why” of changes happening to your design, it’s not always necessary to officially document those changes. 

When design changes are identified during the build phase, contractors tend to approach them differently. 

Many contractors will simply work the changes into their bid and work plan. This is especially common for small-scale changes or plant and material substitutions. 

Other contractors may want to update your plan drawings  to make sure the changes are accurately reflected. This approach has the advantage of aligning everyone around a common set of documents, and is useful with larger scale or complex design adjustments. 

Updating plan drawings can also be necessary when HOAs or other regulatory agencies need to approve a project. 

 Yardzen is happy to offer free plan drawing revisions throughout the build phase. Should you or your contractor wish to update your plan drawings, simply mark up your existing set with editorial marks to tell us what needs to change, share them with us, and we’ll provide updated plans to you in a matter of days.

Yardzen Pro contractor installing artificial grass for a Yardzen project in Winter Park, Florida

CHANGES DURING INSTALLATION

Sometimes design changes during the installation are unavoidable. 

You can mitigate the impact of mid-installation changes by staying present and available throughout the installation phase. Nothing beats being on site to immediately respond to questions your contractor may have for you about how your design should respond to new issues. If you have to be away, try to stay available via phone. 

The type of contract you have can also make it easier or harder to deal with changes during installation. 

A time and materials contract estimates a price prior to installation, but ultimately invoices you based on predefined labor and material rates. This kind of contract is fairly flexible with respect to design changes - the predefined rates are applied to the new design features, and the project will continue. 

A fixed price contract, which sets a final price prior to breaking ground, is less accommodating. These usually require a change order to update the scope of work and project cost in the contract. Dealing with change orders is costly and time consuming, and can be a morale killer for a project. They are best avoided whenever possible. 

Occasionally, contractors working under fixed price contracts are willing to invoice changes separately and skip the change order process, but don’t count on this. If you are going with a fixed price contract, take extra care to outline all design changes with your contractor prior to installation.

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In the right context, change can be an asset, even when it occurs during the build phase. Follow the tips above and embrace collaboration with your contractor and you’ll be able to navigate any surprises that come your way. And of course, feel free to reach out to Yardzen for any extra assistance you may want during the build process!

How to Understand, Read, and Refine a Landscaping Estimate

Hooray, your design is ready! Next steps: find a contractor and get a cost estimate. 

Here, we teach you how to read a landscaping estimate to ensure that you understand the scope of work and exactly what you’re paying for when working with a Yardzen Pro Netowrk contractor.

As part of any Yardzen package, we offer a free bid review service, and we are always happy to assess any bid you receive for best practices and fair market values. 

What is a cost estimate?

A cost estimate, or “bid”, is a document a landscape contractor provides to their client before installation can begin. 

Most estimates list each item or task required to install a landscape design. Line items in these estimates usually include a quantity, unit price, and total estimated cost, so the client can understand the individual cost of every component of their design.  

Some cost estimates are more general, and do not include pricing per line item, but this is less common.

What line items will I find in an estimate?

Estimates typically include line items for each permanent feature of your Yardzen design. This includes planting, structures (decks, pergolas, built-in planters or seating), paving, fire pits, outdoor kitchens, sport courts, hot tubs, or other similar features.

Estimates are organized into themes to make them easier to understand. Some separate planting expenses from hardscape expenses, others list items by which part of the property they relate to (front yard, back yard, side yards).

In addition to design elements, estimates include features that are required to make your design possible: irrigation, drainage, demolition, waste disposal, grading, soil preparation, and more.

Costs related to the contractor’s work are also included: site setup and cleanup, equipment provision, portable restrooms, and office administrative fees.

Estimates do not include furniture, decorative items, or other elements that don’t require professional installation. Such items are sourced and purchased directly by clients.

Does an estimate include more than costs and quantities?

Yes. Estimates also provide descriptions of the work to be done. 

For example, an estimate for a concrete patio will include the area, cost per square foot and total estimated cost of the concrete, but it will also briefly describe the base beneath the concrete, the depth of concrete to be poured, the placement of rebar within the concrete, the surface finish of the concrete, and the strength standard to be met by the finished patio. 

Interpreting estimates

Estimates use concise text typical of construction documents. For example, a concrete patio could be described like this:

Concrete: approx. 290 SQF 

Broom finish concrete

18” rebar on center

4” slab 2500 psi concrete

The terminology and level of detail can be overwhelming to some, but you can always contact your contractor or Yardzen if you need help understanding your bid. 

What if I’m not comfortable reviewing an estimate?

We encourage all clients to take a stab at reviewing their estimate, as it prepares them to be a collaborative partner to their contractor.

This being said, Yardzen offers a free bid review service, and is happy to assess any bid you receive for best practices and fair market values. 

How does a contractor prepare an estimate?

Contractors begin a project with a visit to the site and a review of the proposed design. They then prepare and share an estimate with the client, using their professional expertise to determine material costs and labor hours. 

Do estimates vary from contractor to contractor?

Yes. While estimates all provide similar information, some are more precise, others more general. Each contractor has their own preferred estimate format. 

A lack of detail doesn't necessarily indicate an unprofessional estimate. Some contractors prefer to discuss details in person or over phone/email, or they include the minimal amount of information to reduce administrative work and dedicate more time to building.This is especially true on smaller scale projects.

The actual costs listed in an estimate also vary from one contractor to the next. This is part of why it is good to be a little flexible when approaching a project budget.

How precise is an estimate?

Prices and quantities in an estimate are… estimated. A contractor takes site measurements to make their estimates as accurate as possible, but the quantities and expected costs listed in an estimate may ultimately differ from the final quantities and costs of an installed landscape.

What if the estimate total exceeds my budget?

Yardzen closely tracks budget throughout the design process, but many variables affect installation costs, from site complexity to access to materials costs. These variables can push or pull designs out of sync with budget targets when contractors develop their estimates. 

Fortunately, it’s easy - and very common - for clients and contractors to work together to develop design adjustments to reduce project costs to hit budget targets. 

Clients can also reduce budget without making changes to the design layout. Choosing more cost-effective hardscape materials and purchasing plants at smaller sizes are common practices to reduce project costs.

How can I make changes to my design?

Beyond cost reduction, clients and contractors commonly make design changes for a variety of reasons - there may be previously unforeseen circumstances like difficult access or rocky soils, or a client may simply want to tweak a few things based on the contractor’s advice.

When changes are desired, it’s common for contractors to simply adjust their work plan to incorporate the changes, especially on smaller projects. When changes need to be documented on paper, contractors can make editorial marks on the client’s CAD plans and the Yardzen team will update the CAD free of charge. 

After determining design adjustments with the client, the contractor will provide an updated estimate. Revised drafts of estimates often indicate items that have been removed, so the specific savings from each omitted item is readily visible.

What happens once we agree on an estimate?

When the client and contractor finalize design adjustments and land on a plan that works for everyone, the contractor then provides a finalized estimate or contract to sign. By signing the final estimate or contract, the client officially hires the contractor for the installation. 

With contract signed, the client and contractor then schedule a date to begin installation.

What if the final installed price differs from the estimated price?

The type of contract you have determines how price differences are handled.

Under a “Time and Materials” contract, the estimated price is not final, and the client agrees to pay whatever the final cost may be after installation, using agreed-upon rates for time spent and materials used. 

“T and M” contracts include “allowances” for items where the cost cannot be easily estimated before installation. The exact cost of pavers, for example, could be an allowance - the pre-installation estimate would take a best guess at paver price, but the client would pay whatever the final paver cost ends up being after installation. 

A fixed price contract agrees to a fixed final price for the entire project before installation begins. Under fixed price contracts, a change to the project scope during installation gets documented through a “change order”, which essentially adjusts the contract to set a new fixed price that incorporates the scope change. It’s common for contractors to charge a fee to process change orders, so they are best avoided.

In practice, small changes are often accommodated without the hassle of a change order - in this case contractors just tack extra expenses onto the final project invoice.

On occasion, you may find fixed price items and time and materials and allowance items within a single contract. Counterintuitively, this can lead to a simpler overall contract experience, depending on the project.

Parting Thoughts

Learning to understand estimates expands your understanding of the work required to install your project, and will allow you to work more productively with your contractor. It may take a little time to get comfortable navigating estimates, but the time spent is worthwhile, and leads to more successful project outcomes.

The Build Process: Working with a Yardzen Pro Network Landscape Contractor

You’ve received your final Yardzen design - now what? Through Yardzen’s Pro Network matching service, included in every Yardzen package, you can connect with a top-rated local landscape contractor to install your design. 

Our goal: make the entire build process efficient, successful, and delightful.

Below, we’ll break down exactly how Pro Matching works, share some tips from our Pros, and answer a few common questions about the build process. And, be sure to check out our blog about Preparing for a Home Renovation, too!

THE BUILD PROCESS:

Step 1: Give us the Green Light 

As soon as you’ve received your final design, your team will get to work connecting you with a contractor. Because the complexity and cost of a project can change a lot during the design process, it’s important to wait until you’ve received your final designs before advancing to Pro Matching. This sets you up for a smooth start with your Pro.

Yardzen Pro Network contractor Chelsey Roney of Stone Creek Landscaping

Step 2: Yardzen Finds your Contractor

Pro Matching begins with finding the very best contractor for your job. 

Every Yardzen Pro is rigorously vetted to verify their professionalism, craftsmanship, and customer service. We keep tabs on customer reviews - only Pros with ongoing great scores remain in Yardzen’s Pro Network. Where legally required, we also confirm that our Pros have appropriate licensing, insurance, and bonding.

 Contractors often have particular areas of expertise - one may excel at concrete work, another at decks. We closely assess your design and project scope, and cross-reference your needs against contractor expertise. We also factor in your timeline, contractor availability, and location. Weighing all of this information, we determine which Pro from our Network is the absolute best fit to take on your project.

Step 3: Connect with your Contractor

After hand-picking your Pro, Yardzen contacts them about your project. It typically takes 2-3 weeks to receive a confirmed response, but it can take longer depending on a Pro’s availability. As this process unfolds, we’ll stay in touch with you via email to keep you updated on progress. 

As soon as your Pro agrees to take on your project, we’ll send an email introducing you to each other. From there, you’re off and running, and can schedule meetings directly with your Pro. 

To make sure you remain happy with your Pro, we’ll stay CC’d in your email correspondence - consider Yardzen a resource to support you throughout the entire build process.

Step 4: Bid

Every contractor works differently, but they usually begin with a site walk of your property. 

Following the site walk, your Pro will provide an estimate for you to review. This estimate will account for all the elements from your design, along with other necessary installation items, including (depending on the project) demolition, grading, drainage, irrigation, lighting, plumbing, and soil preparation.

After receiving an estimate, it’s common to enter a negotiation period in which you collaborate with your Pro to adjust your design to meet your specific goals. This is where you may make changes to bring costs down, should budget be a concern. 

To help you through the bidding process, we offer a Bid Review Service free of charge. If you’d like a second set of eyes to confirm the fairness of your bid, we’re happy to assess it for market costs. 

Step 5: Contract

After arriving at an agreement with your Pro, they’ll provide a contract. Once you’ve signed their contract, you’ve effectively hired your Pro, and can move on to scheduling your installation.

Step 6: Scheduling 

Seasonality and contractor availability affect scheduling. In colder climates, work often must pause through the peak of the winter. Since Covid, contractors have been particularly busy, contributing to longer lead times. 

Our advice is to begin your design process far in advance of when you want work to be completed - this provides cushion for unforeseen delays in getting your project started.

Step 7: Installation

Once work begins, it can move quickly or slowly depending on the project. 

As a general rule, expect to complete roughly $10K worth of work per week - if your project was bid at $50K, it would probably take about 5 weeks to complete. This being said, if your project involves slopes or other complex factors, it is prudent to expect a slower pace.

Check out our guide to Preparing for a Home Renovation, too!

Tips from Our Pros:

We asked our contractors how clients can contribute to a successful project. Here are some highlights:

• Be flexible. Our Pros make every effort to follow your design precisely, but there are often legitimate reasons for the installation to make diversions from the design. Set flexible expectations of the final product. If things don’t exactly match your designs, but the end result is a beautiful, high-functioning yard that fulfills your needs and vision, then the installation is a success. 

• Collaborate. Contractors are partners, not commodities. They want a successful outcome as much as you, and work hard to get there. Stay engaged in the process and maintain mutual respect, and you’ll have a more harmonious and successful project.  

• Let go of perfection. Small imperfections are common in landscape construction. If something looks off or bothers you feel free to bring it up to your Pro.  Often there is a logical but not readily apparent reason for things being done in unexpected ways. Major mistakes should be corrected, but try not to sweat the small stuff too much.

• Be forthright with payment. Offering to pay before a contractor asks shows goodwill. A simple, "let me know when you need a check" can go a long way.

• Show appreciation. A box of donuts, cold drinks for the crew or a "the new deck looks great" shows gratitude. Small gestures make your build team feel appreciated, and motivates them to do the best job possible.

• Communicate respectfully. Asking questions is great, but do so without questioning the contractor's ability. Questions like “Is this plant going to die if you plant it like that?" erode trust, and lead to less successful outcomes.

FAQ:

What if there are no contractors in my area? Yardzen’s Pro Network is growing by the day, and we work diligently to connect our clients with the right contractor for their project whenever possible. Should circumstances prevent us from connecting you with a Pro, we’ll reach out directly to discuss possible next steps. Typical issues that can delay a Pro Match include a project site being distant from an urban center, or a project being exceedingly challenging due to budget constraints, site conditions, or design complexity.

What if I don’t like my contractor? If you are unhappy with your Pro, please let us know and we’ll help you to navigate the situation. Should you wish to work with a different contractor, we’ll do our best to connect you with a new Pro, but cannot guarantee a second match. You are also free to search for your own contractor, and we’re happy to help by vetting anyone you find.

What if I want to compare bids before signing a contract? We support any client who wishes to compare multiple bids before committing to a contract. Yardzen does not match clients with multiple Pros at a time, but we’ll gladly look at any bids you receive from contractors you find independently to review for fairness. 

How do you design to budget? The Yardzen journey begins with a budget exercise to align you and your design team on approximate costs to expect for your design. Your designer then tracks project costs as they work, and we reach out anytime your budget target feels like a mismatch for your design goals.

Many variables influence final project costs, from material selections, to plant sizes, to unforeseen site complexities. As installation nears, you can get a more precise picture of project costs, and occasionally variables will push a project below or above the estimated target budget. This is very normal, and easily addressed by you and your Pro working together to make design adjustments that balance your design and budget goals.  

What if new issues requiring more budget pop up during installation? Unforeseen expenses are common in landscape installation - expect the unexpected. We highly recommend including a cushion in your project budget to absorb unforeseen costs; this is a common practice in the construction industry. If drawing from a cushion fund is not viable, you can work with your contractor to cut costs from your design to free up budget to cover unforeseen issues. 

What if I want to make changes pre-install to reduce costs? The most common and simplest method to make pre-installation design adjustments is to simply talk through changes with your Pro, who will incorporate them into your installation. If you need to capture changes on paper, you and your Pro can make editorial marks on your final design’s CAD drawings, and send them to your design team, who will provide updated CAD drawings for you free of charge (this process is called “redlining”). 

Do I need a minimum budget to work with a Pro? Yardzen creates designs for clients with a wide range of budgets, but we recommend having a minimum of $15,000 to spend in order to be matched with a Pro in our network. Check out our Guide to Landscaping Costs to figure out what a realistic budget is for you.

Can I phase my project? As we’ve mentioned before, phasing increases lifetime project cost by repeating set up and clean up expenses, but for many it is the best path to achieving a complete landscape vision. If you choose to phase, we do recommend budgeting at least $15K for the initial phase.  

How do you handle permitting? Permit requirements vary from one regulatory agency to the next, but it is typical for permits to be required for new plumbing, electrical, or structural features, including walls above 3’ tall and closed-roof outdoor structures. If your project requires permitting, we’ll aim to match you with a Pro who will be able to assist with securing the necessary permits or guiding you through the process.

What if I want to DIY? DIYing can actually be more expensive, especially when factoring lifetime costs. Licensed contractors get landscape materials at wholesale prices, and can insure the longevity of their work. DIYing leaves you paying retail prices, and on the hook for future repairs. DIY demolition may seem like a savings, but it typically skips crucial grade preparation that contractors must go back and complete, undoing the savings from your hours of demo labor. Unless you have significant landscape installation experience, we strongly encourage hiring a professional.

Preparing for a Home Renovation

Renovating your landscape and home exterior is a team effort. As the client, there’s a lot you can do to make a renovation run smoothly, for yourself and your contractor.

Before Design

Identify your goals and priorities. Take time to define the look, feel, and function you hope to achieve, and stay focused on these goals, from the start of design to the end of renovation. 

Keeping an eye on the big picture and letting your priorities guide decision-making keeps you flexible and receptive to advice from the pros you’ve partnered with, which is key to a successful project outcome. 

Set your budget. Budget can adjust over the lifespan of a project, but it’s crucial to start the design process with at least a rough target in mind. Your design and build partners can advise you on how to remain on budget, and help you to decide if adjusting a budget is a good choice to achieve your goals. 

Remember to allocate a cushion to account for unexpected expenses.

You may also want to consider financing. Exterior renovations increase property values  and curb appeal, and can make for a cost-effective investment for many homeowners. (You can learn more about financing Yardzen designs through SoFi here.) 

After Design, Before Contract

Pro Match with Yardzen. “Pro Matching” is Yardzen’s term for the process of connecting you with a vetted landscape contractor to install your design.

Pro Matching is included with ever package, and saves you the time and hassle of trying to secure a contractor on your own.

To find the right pro for your project, Yardzen takes a close look at your design, considering its scale, complexity, and particular features, and balances those factors against the strengths and availability of pros in your region to find the one who is the absolute best fit.

You can initiate Pro Matching as soon as you receive your revised designs - just let us know when you’re ready to get started and we’ll get to work connecting you.

Get started with the build team. When you use Yardzen’s complementary Pro Matching service to connect with a contractor, you’ll also get the ongoing support of Yardzen’s Build Team. Consider the Build Team a resource to support you throughout the entire installation process.

Need to make some adjustments to your design? Yardzen is happy to lend a second opinion to help you confirm changes you develop with your contractor. Need to adjust your plan drawings? Tell us the changes to make and we’ll quickly provide you with new plan drawings capturing your updated design. Need a second set of eyes on your cost estimate? The Build Team will happily review any bid you receive to make sure you feel secure before moving forward with your contractor.

For these or any other issues that may come up during the installation process, simply contact the Build Team and they’ll assist you right away.

Choose your materials. Look at samples of paving styles and materials, paint, and other building materials and confirm your choices. Confirming specific items helps contractors make accurate estimates. 

Make last-mile adjustments. Once you connect with a contractor, work with them to decide on any final design adjustments to get everything ready to install. You may tweak details to better fit the site, or swap in new materials to hit budget targets. 

Take your time to get all the details set. Confirming changes before work begins avoids the hassle and expense of mid-construction change orders, which benefits both you and your contractor.

Plan for permits. Work with your contractor to identify any permitting that may be necessary, and set a plan to handle the permitting process in a timely manner. Make sure it’s clear to everyone who is responsible for dealing with the permitting process. 

Align on a work plan. Confirm the installation plan, timing, and costs of your project with your contractor. 

Each contractor may include less or more specificity in their contracts - this is fine, just make sure you and your contractor have a shared understanding of how the project will unfold. Being an active and informed client who understands the details of their project will lead to a better outcome.

Schedule work. Once you sign your contract, set a date for your renovation to begin. 

Many factors affect scheduling, including contractor availability and seasonality. We recommend starting your design project well in advance of the date when you’d like your renovation to be complete. This leaves room for any delays that may arise. 

Before Installation

Establish communication. Make sure your contractor has an easy and consistent way to get a hold of you throughout the entire project.

Prepare your yard. Remove leaf litter and other debris to provide a clean starting point for your contractor. Relocate any large items or clutter that may get in the crew’s way. 

If you have pets, be sure to clean up after them throughout the installation - for many contractors, pet mess is a pet peeve.

Provide clear access. Clear a broad, safe path from the street to the work zone. If heavy equipment is needed, work with your contractor to establish proper equipment access. If you are replacing windows, provide clear paths to the interior side of each window.

Protect valuables. Remove valuable or fragile items from your yard to avoid damaging them. If you are working on your home (roofing, siding, windows), it can be wise to take hanging items off the wall to avoid them falling.

Image via Sunset Magazine

Clear your driveway. Make your driveway available for accepting material deliveries, staging, or other work-related tasks. If you’re replacing roofing, your driveway will likely need to accommodate a dumpster to dispose of removed roof material. 

Provide utility access. Make sure your contractor can find electrical, HVAC, and plumbing controls, and provide them with suitable electrical outlets in the work zone. 

Plan for parking. Provide a convenient place for the contractor’s crew to park, minimizing impact to your neighbors. Don’t forget to plan for your own parking, too.

Designate crew spaces and family spaces. Provide a restroom exclusively for the workers - this could be a portable unit in a convenient but discreet outdoor location, or an indoor restroom. If using an indoor restroom, choose one near an exterior door with a clear path that can tolerate some dirt.

Some clients allow crews to use other indoor spaces like the kitchen. This is your prerogative, and not required. Talk with your contractor to establish boundaries in the house before work begins. 

Adapt to less space. Parts of your yard or home may be unavailable during renovation. Plan ahead so you can comfortably adapt to these limitations. 

Set limits for kids and pets. Keep kids and pets out of the work zone. Dogs should remain comfortably separated from workers  - nobody wins if the dog is left to bark all day in a pen next to the work zone. 

If climate and availability allow, it can be advisable to schedule work during the school year when kids are not home as often.

Be a good neighbor. Give your neighbors plenty of advance notice about forthcoming work, and do what you can to mitigate noise, debris and crowding on the street that may impact them. Gifting a bottle of wine before work begins is a nice touch.

During Installation

Image via KB Contractors TX

Be available. Projects are most successful when clients are around to quickly answer contractor questions. Be an engaged and collaborative partner with your contractor. If change orders do arise, handle them quickly to keep things moving forward efficiently.

Be patient. Renovations can be noisy and messy, sometimes for weeks. 

You’ll also have people all over your property, and will experience less privacy than you are used to. 

Do your best to take disturbances in stride - remember, they won’t last forever!

Be flexible. Rarely are designs installed exactly as a designer envisions. That’s ok! Stay focused on your goals and maintain respectful, consistent dialogue with your contractor. Together, you’ll be able to figure out solutions to all the tricky situations that inevitably pop up. 

Show gratitude. Be proactive with payment - a simple “Let me know when you need a check” is always appreciated. 

Be generous to the crew by sharing positive remarks, cold drinks, or an occasional box of donuts. Small gestures of thanks contribute to a happier and more productive work environment.  

Meet a Yardzen Contractor: Cutters Landscaping, Austin, TX

The contractors in the Yardzen Pro Network are top-rated professionals - we partner only with the best, most responsive, and diligent contractors for our clients' projects. This week, we chatted with our friends at Cutters Landscaping in Austin, Texas so you could get a glimpse at the type of Yardzen Pros that bring Yardzen designs to life.

Tell me more about the founders of Cutters, how many people are on the crew, and what your philosophy is, how you started, what your backgrounds are?

This endeavor started out as a two-man crew. Charlie and Zach played baseball together at Texas A&M, and after graduating, Charlie went on to work for a large landscaping construction company, while Zach became a financial advisor for a top-tier investment firm. They both had a shared vision of becoming entrepreneurs and were able to combine Charlie’s extensive knowledge of landscaping practices with Zach’s business management portfolio to create what is now Cutters Landscaping— a 30-man crew with an additional 3 designers in the heart of Austin, Texas. 

A personal note from Charlie and Zach:

Some might say going into business with friends is a risky decision. For us, the decision was quite simple. Our trust in one another and our mutual respect for our different roles and contributions are what keep our business thriving from project to project. Our philosophy has always been to truly enjoy doing what we do, and we’re proud to say we have a lot of fun taking care of our clients’ landscaping needs with the help of the amazing team we’ve built here at Cutters!

What makes Cutters different from other landscape contractors?

What sets Cutters Landscaping apart from other landscape companies is our communication with our clients and our speed of process. We are extremely responsive and we try our very best to provide our prospective clients with an estimate the same day we visit their property, which is pretty rare in this industry. We have heard in the past that landscapers will come out to the project site and then take weeks to provide an estimate, which is why we have a streamlined process to eliminate that type of negative client experience altogether. Our clients are the reason we’re here and we keep an “available anytime” attitude to ensure they get answers sooner rather than later when it comes to their project. 

In addition, we have a relatively large number of crew members. In design builds, most companies keep around 10 crew members, and we tripled that. Our crew is highly experienced and can do anything from laying grass to building a home from scratch, and having such a large and skilled crew enables us to complete more projects in a shorter period of time. Our goal isn’t to stay on your property for months at a time. We like to get in and get out in a matter of weeks so our clients can start enjoying their new space as soon as possible!

What’s the most requested feature lately?
Lueder pavers and black star gravel have been requested a ton lately. Lueder pavers are stones that weigh close to 200 pounds a piece, and we use anywhere from 10 to 75 total on most of our projects (we are currently putting out over 100 per week due to the high demand!). These are great for walkways and new patios and have grown increasingly popular in the Austin area, as they are a wonderful alternative to concrete. Concrete typically comes with a set of rules and an approval process concerning impervious cover, so these pavers are a great option for people who want that solid concrete look without the hassle. Black star gravel has many different names (basalt rock for instance), but is essentially a grayish-black rock that pairs beautifully with the pavers to give the space a modern and defined look. Throw in some trendy steel planter beds and you’ve got the cherry on top! 

Austin has a good year-round outdoor season, do you have an especially busy month or season?

Austin is a beautiful city and what really draws people here are the seemingly unlimited opportunities for outdoor adventure and fun. We have a couple months of scorching heat every summer, and a couple months of frigid temperatures every winter, but our business is nonstop due to the fact that for most of the year, the sun is shining and the temperature is perfect. Homeowners are typically hesitant to install plants and sod during colder months, so planting may slow in the winter, but hardscaping stays on our schedule year-round. Our biggest influx of clients comes right around the time winter ends and spring begins. Clients around this time are eager to bring their yards back to life after the colder months, and to get them looking bright and welcoming for the spring and summer. While we certainly love the extra business around this time, we find that our installation can get pushed out by 3-4 months as we try to keep up with the influx. With that being said, we pride ourselves on our consistency throughout the year, and we are thankful for our large crew for making our builds as time-efficient as possible.

What’s the average cost of a project in the Austin area?

The average cost of a project in Austin, Texas is around $35k. While we’ve also completed projects with a $10k budget, and some with a $100k+ budget, it has never been about the size of the project for us. We truly enjoy meeting homeowners out on their site and seeing them get absolutely thrilled about the design of their project— however big or small. Working with them to bring that design to life is what gets us out of bed every morning. To us, nothing is more fulfilling than watching their reactions when the project is complete, and hearing about all the great times they’re going to share with family and friends in their new yard. We can't put a price tag on that, which is why we are open to ALL projects year-round! 

For folks who are looking for a low-cost renovation, what’s the most cost-effective change they can make for the biggest impact?

We get this question a lot and we love it! We understand that not everyone out there has $35k to spend on their yard, but making a few subtle changes to the space can definitely spruce it up and make it a more pleasant area to hang out in with friends and family. A good place to start is by adding a few planter beds, then some rocks, mulch, and plants. Putting in a bed with mulch has the ability to really bring out everything else around it, and the additions can give the yard some extra aesthetic appeal. If you want to take this one step further, adding in a few lueder pavers as a walkway can really modernize the space. These are all great options for those looking to add some flavor to their yard without breaking the bank, and you can have all of it done for around $5k. 

What is a new trend you've seen that you think is going to take off soon?

A new trend we’ve seen take off here in the Austin area is stock tanks. These fully-functioning “mini-pools” are an amazing alternative to in-ground swimming pools and hot tubs. In places like Austin where summer temperatures can climb into the 100s, having your own swimming pool is ideal. These are a perfect option for those who want to get some sun and have a beer with friends in the comfort of their own backyard, and their low cost and maintenance make them all the more appealing. We expect these to really take off with the millennial generation, as they add a laid-back vibe to yards that may not be big enough for a full-sized pool. Cutters can add a stock tank to your yard for around $2,500! 

What is something you think landscape design clients should know before starting their build?

Before starting their build, it’s important for clients to understand that landscaping is essentially construction work. When considering this, it’s necessary for clients to understand that there are pipes and wires underground that aren’t always easily discovered, and certain things may come up once our team gets onto the project site and starts working. For example, we had an experience recently where a pool company had installed pipes three inches below the ground, so the first time we dug in, we ended up hitting a pipe. Clients tend to panic when this type of issue comes up, but reputable companies like ours have built great relationships with plumbing and irrigation workers over our years of experience, and we will always take the necessary measures to mitigate issues that arise when we’re on site. There is a certain amount of trust that our clients need to have in us as a company, and we do a fantastic job of ensuring that their home and property are in the best hands. At the end of the day, this is what we do, and we are abundantly prepared to serve our clients in the best situations, and also in the situations where issues unexpectedly arise along the way. It’s part of the job! 

What is your favorite part about working with Yardzen clients?

We absolutely love working with Yardzen clients because they always seem to know exactly what they want— and it shows in their beautiful designs. They understand what it’s going to take to bring their design to life, and they seem more keenly aware of the cost of the project they want to take on. Our Yardzen clients trust the process, and they trust us. This makes it so much easier to do our job, and nothing makes us happier than bringing their design to fruition. Yardzen has taken a new and unique “tech approach” to landscaping that is certainly going to change the industry in a positive way for years to come, and we are very proud to work with them!