SPECIAL FOCUS: HANDHELD EQUIPMENT- Keeping Crews Handy

Every landscape contractor uses handheld equipment for a variety of tasks, but companies differ in how they select and outfit crews with handheld machinery.

Contractors typically make these decisions based on crew size, projected growth and personal preference. For instance, when handheld equipment is necessary, Kurt Kluznik, president, Yardmaster, Painesville, Ohio, suggests having enough to keep all crewmembers productive. Yardmaster runs between two- and three-man crews and equips them with one stick edger, at least two string trimmers and two backpack blowers. This way, more than one crewmember can trim or cleanup while the other is still mowing.

Work-A-Holics Landscape Management, Naples, Fla., tries to avoid downtime from broken equipment by outfitting crews with backup tools, says company President Cullen Walker. For two and three-man crews, Cullen supplies his employees with two stick edgers, two string trimmers, two blowers and two hedge trimmers. Cullen outfits crews larger than three with at least three of everything, he says.

Similarly, Lexington, Ky.-based Klausing Group makes sure crews have enough handheld machines to keep all employees busy, says company President Roscoe Klausing. The company runs three-man crews and supplies its trucks with two backpack blowers, one stick edger and two string trimmers, Klausing says.

But unlike other companies that may have several large walk-behind, riding and push mowers, Klausing only supplies crews with one of each to maximize the company’s investments. "If you look at the amount of time of mowing vs. trimming or blower use, the three handheld units take 60 to 70 percent of your time on a property even though the perception is you’re mowing grass all the time," Klausing says, adding that he’d rather have a $300 or $400 trimmer sitting in the truck than a $1,200 mower. "Our goal is for the mowers to be operating 100 percent of the time when we’re on a property, and then everybody kind of works around the mower," says Klausing.

WHAT TO BUDGET. Once contractors decide how much equipment their jobs require, they can determine how much they’ll spend each year on handheld products. Yardmaster spends about $30,000 to $40,000 each year to buy new handheld equipment for its 40-plus crews, Kluznik says, adding that he generally replaces equipment every two years. Walker buys a new piece of handheld equipment every year for his two- and three-man crews and two new handheld machines for his five- and six-man crews, he says. He budgets about $2,800 for his two- and three-man crews and approximately $5,700 for five- or six-man crews.

Tom Heaviland, president, Heaviland Enterprises, budgets approximately $15,000 each year for handheld equipment. The company determines its handheld equipment by taking into account its expected growth and equipment age, Heaviland explains. The company replaces handheld equipment every two to three years, but some items may be turned over sooner if it requires too much maintenance.

The company determines this by tracking every piece of handheld equipment with an identification number, so if the company has a trimmer that’s already required $200 in repairs, they know it’s time for a replacement, Heaviland says. They do this by sticking a numbered tab on each handheld machine and then entering that number into a computer database, which shows when and where that equipment was purchased and can then be updated to show any maintenance or repairs.

Klausing spends $4,000 annually on new equipment. He replaces 25 percent of his four crews’ handheld stock annually. "We’ve kept track of our small tools and expenses and we know on any given year we’re going to be replacing ‘X’ percentage of equipment, and if we’re expanding we know we have to add to that budget," Klausing explains.

BUYING TIME. When shopping for handheld equipment, contractors should ask dealers about weight, fuel consumption, power and, of course, price, says Jim Herbert, owner, Bud Herbert Motors, Cincinnati, Ohio. Contractors may also want to inform the dealer about usage frequency and consider buying one brand for all handheld equipment.

Contractors who have detail crews who use trimmers for prolonged periods at properties such as cemeteries might want to consider four-cycle trimmers for fuel efficiency, Herbert suggests. Some of the newer four-cycle or hybrid trimmers can run twice as long on the same-sized fuel tank as traditional two cycles, according to Herbert.

Contractors could save up to $1,000 in fuel annually if they’re running trimmers all day, Herbert says. Another important consideration is weight. Backpack blowers weigh and cost more than handheld blowers, but the operator doesn’t have to carry them, making the task less cumbersome during extended use, Herbert explains. They’re also more powerful – backpack blowers usually cost about double its handheld counterpart, and they’re approximately 25 percent more powerful, Herbert says.

"The biggest mistake contractors make when buying handheld equipment is not spending the money initially to buy a high-quality piece of equipment," Herbert says. "Instead, they go to a box store and find a trimmer for $100 – they’re just not going to hold up, and it becomes a waste of money."

Cullen says he equips his crews with only backpack blowers because they’re more powerful and easier to operate. Klausing also says weight and speed are his top concerns when shopping for handheld equipment. Klausing determines whether a handheld item is too heavy simply by lifting it.

Klausing also buys all his handheld equipment from the same manufacturer to speed up repair time. "If a manufacturer has a weak shrub and hedge trimmer, we’re probably not going to buy all of their hedge trimmers, so we really look for a good product across all the different types of equipment they manufacture," Klausing says.

This makes equipment maintenance easier by familiarizing the company mechanic with just one handheld product line. Some parts also are interchangeable, which can save time and money by not having to order replacements, Klausing explains.

Kluznik agrees that sticking to one brand can reduce maintenance time. "Having a consistent brand of equipment makes a lot of sense even if you’re paying a little bit more for some of the pieces than you would by mixing brands," he says. "A lot of those parts are interchangeable, the fuel mix is going to be consistent, and you’re going to save on downtime, repairs, maintenance, parts and inventory.

By taking into account all of these variables, contractors can optimize their equipment use.

, but Klausing cautions that contractors shouldn’t ignore the human factor. "It is super easy to focus on how equipment is going to improve performance, but if you’ve got the wrong people operating equipment or high turnover, there’s no way you are ever going to optimize any efficiency with a new engine or product," Klausing says. "I strongly recommend training employees on the use of these products because that’s the first place you’re going to spot improved productivity."

Klausing is stepping up equipment training by having at least three of his employees obtain certified landscape technician (CLT) designations by the Associated Landscape Contractors of America (ALCA). The company is paying for the $300-per-person test, which takes one day and covers correct equipment use. Once they become CLTs, Klausing says he plans to have these employees teach other staff proper equipment operations.