Practical Guide to Employee Accountability in the Landscaping Business: GPS & Theft Prevention Tips

The Inside Job: 
How to Address Employee Theft in Your Lawn Care Business

Do you want to know a secret? Employee theft is one of those unfortunate realities that most people in the lawn care industry don't talk about openly, but guess what? It happens more often than you'd like to think. 

Trust but verify, they say, but even that might not be enough. Imagine what it would be like to find out that one of your trusted crew leaders is pocketing cash by doing jobs on the side—using your resources. 

Let’s dig a little deeper into this problem and discuss some proactive steps you can take.

The Problem Unveiled:

In a recent discussion among lawn care professionals, a business owner discovered that one of his crew leaders was mowing lawns on the side and keeping all the profits. 

You'd think paying employees well, offering bonuses, and even giving them a company vehicle would instill loyalty. 

Think about it: This operator even knew the employee had a shady past but gave him a chance anyway, paying him 20% more within a month! And as if that is not enough, the employee still took advantage of the situation. 

Let me show you how pervasive this issue can be.

The Psychology Behind The Theft:

Some people might say, "Pay your people better," but let me explain why that's not the full story. Greed is real. Some folks can have all the benefits and still make unethical choices. 

Not so fast; don't blame yourself if this happens to you. As one contributor put it, "People are just going to be people and look out for themselves. In the end, they get shitted on."

Steps to Prevention:

1.  Inspect What You Expect:  Always monitor your equipment and routes. GPS tracking on trucks can be helpful, but then again, the employee in our story even figured out how to disable that.

2.  Background Checks:  Do you hate making bad hiring decisions? Then make background checks a mandatory part of your recruitment process.

3.  Strong Company Policies:  Have explicit company policies against unauthorized use of company resources for personal gain. Make sure these are spelled out clearly in employment contracts.

Lessons Learned:

The sad reality is, these individuals often lose more in the long run. 

They forfeit the opportunity to be part of a stable, growing company. To make a point, as one business owner put it, "I will forget their names in a short period of time, and they are the ones who lost a great opportunity."

The Other Side of the Coin:

Now for the other part of the story, it’s important to consider that some people might see this as a hustle, as seizing an opportunity. But can you imagine building a sustainable, trustworthy lawn business with such a mindset? 

I’ve experimented with various approaches to management, and based on the results, a company built on shaky ethics is a house of cards, just waiting to collapse.

In my experience, the implementation of tracking systems and robust monitoring can be a game-changer for your operation. Think about it; it's not just about catching those who are out of line, but also about instilling a culture of accountability.

Make GPS Your Best Friend

The first step is to put GPS trackers on all your vehicles and, if possible, on heavy-duty equipment like mowers. Some might argue that this invades privacy, but in reality, it's about safeguarding your assets and ensuring that your team is where they are supposed to be.

Here is how it works:

1.  GPS Devices:  Install a GPS device in each of your vehicles and mowers.
2.  Monitoring System:  Sync these devices to a central monitoring system.
3.  Geofencing:  Set geofences around job sites to get alerts when a vehicle or mower leaves or enters a specific area.
4.  Time Tracking:  Sync this system with your job-tracking software to compare the GPS data with the time logs for each job.

Cameras: The Eye in the Sky

Installing cameras inside the truck can also be beneficial. Let me explain why: Video footage can tell you a lot about what goes on during the job. Are your employees working efficiently, or are they lollygagging?

Actionable Steps:

1.  Camera Installation:  Install dash cams and interior cameras in your vehicles.
2.  Regular Checks:  Make it a practice to review footage, especially if you have concerns about a specific employee or job.
3.  Transparency:  Make sure your team knows they are being recorded as a part of your accountability measures. Transparency is key.

Regular Audits and Spot Checks

Now for the other part of the story. GPS and cameras won't catch everything. Periodic audits and random spot checks can help fill in the gaps.

Let me show you how:

1.  Surprise Visits:  Turn up unannounced at job sites.
2.  Audits:  Regularly cross-verify GPS, camera footage, and job times with invoices and customer feedback.
3.  Consequences:  Have a well-defined protocol for dealing with discrepancies. This could range from a warning to termination, depending on the severity.

Dealing with Side Jobs

Let's address the elephant in the room—side jobs using company time and resources. Simply put, make it a company policy that it's not allowed. Clearly outline the consequences for violations. 

Based on the results from other businesses, strict policies on side jobs can prevent potential conflicts and keep the team focused on company tasks.

Do you know what I'm tired of hearing? 

That small local yard maintenance businesses can't implement such systems due to cost or complexity. But the truth is, there are cost-effective solutions out there tailored for small businesses. It's an investment to protect your assets and your reputation.

In conclusion, it's essential to adapt and update your systems for accountability continuously. 

You're in a never-ending battle to keep your business efficient and your team honest. But by following these actionable steps, you're well on your way to running a more accountable and profitable operation.

For more information on how to grow your lawn care business check out this list of Great Podcasts for the landscaping maintenance industry that we created or check out this free guide we built for how to grow your yard maintenance business.