Irrigation Notebook: April 2000, Think Spring (Start-Ups)

Spring has sprung and contractors across the country are scrambling to ready irrigation systems for a new season. Spring start-ups typically take place right after the last freeze and always present a challenge for contractors.

GETTING ORGANIZED. A successful spring start-up requires effective organization and communication. In particular, careful record-keeping throughout the year is essential. Todd Rannals, president, Millard Sprinkler, Omaha, Neb., is careful to write down specific concerns and potential problems about each of his 1,700 accounts throughout the year. Then, right before spring start-up, his staff members review these notes so each account can be given the appropriate treatment, Rannals said.

When winterizing systems each fall, Will Katerberg, president, Grapids Irrigation, Grand Rapids, Mich., advised making a list of potential spring problems. “Make a note so when you go into spring, you have a head start,” he said. “This lets you be a little more pro-active.”

To stay on top of record-keeping, some contractors use software such as Quick Book or Filemaker to keep organized, up-to-date customer records, while others rely on a trusty office assistant. But regardless of which method you choose, “be as organized as you can,” said Mark Fleming, president, Fleming Landscape & Irrigation, Cedar Rapids, Iowa.

Along with careful record-keeping, maintaining an open line of communication with clients is critical, but can be difficult. “The hardest part of the job is communicating with customers,” Fleming said. With residential accounts, getting in touch with hard-to-reach customers can be especially challenging. Rannals sends out letters ahead of time to ensure that someone will be home if his technicians have questions or require access to a house.

Katerberg has an effective organizational system in place. Using an Excel database, he sends out notices in the fall or winter to set-up spring start-up appointments. This detailed database allows him to keep careful track of his 3,000 accounts from the type of equipment installed, who installed it and when it was installed to locations of shut-offs and turn-ons, he said.

Katerberg also provides technicians with actual diagrams of the irrigation systems – detailing the yard’s layout and specific system information. This visual aid for technicians has proven effective, especially for new employees or Hispanic workers with a language barrier. “The diagram reduces the learning curve considerably,” Katerberg said.

SPRING TRAINING. After the sluggish, inactive winter months, getting employees in gear for spring start-up is an important task. Katerberg has a two-day, in-depth training session for his employees, with a focus on reviewing the company’s spring start-up “cookbook,” a 30-point checklist of everything that needs to be taken care of during this time. From administrative tasks to technical issues, the checklist leaves no point unaddressed. “It’s a reminder so you don’t miss anything,” said Katerberg, who has relied on this checklist for the past 12 years and updates it as needed.

Mentally preparing employees for spring start-up is an-other important task. Katerberg sees this as his biggest challenge as a manager. “Employees have got to be ready to go back to work,” he warned. “You better be ready for ‘Niagara Falls’ opening up. There’s so much volume, so fast.”

Katerberg tries to psychologically prepare his workers for the often insane spring schedule. “We tell our guys to kiss their lives goodbye for about six weeks,” he said. Like most contractors, Katerberg has found that there simply aren’t enough hours in a day at this time of the year. This often frustrating crunch for time, however, is an unavoidable part of the job, he said. Reviewing equipment with employees is another key training issue. “It’s amazing that a lot of employees know very little about equipment,” Fleming said. “We review a lot.”

Start-up is a good time to make sure equipment is in order. Fleming makes sure that his trucks are equipped with everything they might need, such as sprinkler heads, risers, or “any parts that are close to ground level,” he said.

Prior to spring start-up, Katerberg stocks his trucks with about 150 of the most commonly used items. These parts – such as sprinkler heads, hand tools and repair parts – take care of about 90 percent of what you have to deal with, he pointed out.

GEARING UP. With so much to do in such a short period of time, mistakes can be an unfortunate part of spring start-up. One common issue is sloppiness. Oftentimes, technicians just rush through jobs without taking the time to do them right, according to Katerberg. “People get in too big of a hurry,” he said. “They have a ‘close enough is good enough’ attitude.”

Another problem is not following through on a start-up job, according to Fleming. “A lot of contractors will just get the system going and won’t come back,” he said. “They’ll have these systems started up without actually checking to see if something’s wrong.”

It’s most economical to do a thorough check while you’re at the job site during start-up, Fleming pointed out. “Do the job right the first time,” he said.

Not using the controller to its full ability is another common mistake, according to Joe Morton, owner, Atlas Enterprises, Alexandria, Va. In light of increasingly high-profile water conservation issues, using a controller’s multiprogramming capabilities is especially critical, he said.

System damage – such as valve trouble, cracked pipes, or broken heads – is another issue contractors need to deal with in the spring. Morton sees a lot of damage from snow plows and cars, in particular. “Around driveways and curbs, heads get hit a lot,” said Morton, who recommended remedying this by lowering the heads, if possible. Watch out for age-related problems, as well. In older systems, there is usually a sprinkler or two that is just worn out, Katerberg said.

The author is Associate Editor of Lawn & Landscape

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