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So off we went, he and I, working side-by-side. He supplied the truck, tools, and muscle, I purchased plants and offered guidance. At the end of the week, he was paid. It was a job well done and the client was extremely happy.

It wasn’t until years later that I realized what I had done. About two years after the project was complete, the IRS sent me a letter requesting payroll tax information for this employee. Since he was a contractor, I felt confident that no taxes were owed. No 1099 was issued because his invoice amount was less than $600. A letter was written explaining the situation. Problem solved.

A few months later, another letter arrived. This one requesting details of the project. What were the man’s responsibilities? Who owned the tools? Who supervised the work? Again, I sent answers back with confidence.

Another couple of months passed; another letter received. This one was an invoice; several hundred dollars were owed. This man claimed I was his employer! And, not only were payroll taxes due, but penalties and interest had accumulated. I was shocked and angry. The first course of action was a call to the IRS. The agent quickly set me straight on the definition of an employee. Let me spare you some pain. Here are the rules.

Here are some additional things you should know before hiring anyone. If you wish to hire a contractor, request a W-9, liability and worker’s compensation insurance certificates, their contractor’s license number, and an invoice. If you decide to hire an employee, find the right person and enroll them in an employee payroll service like Labor Ready. They pay the taxes and insurance for a very reasonable fee. This is true for office staff and laborers. These services have employees for hire, but I personally prefer to do the interviewing and hiring. Once a candidate is hired, send the new hire over for a background check and payroll interview. The service will send you weekly time sheets that, when completed, can be submitted via fax or email. Payment to the employee can be made that same day, if needed. An invoice will follow; that amount is due within 30 days. Before providing any new service, make sure you hold the appropriate state licenses for the type of work you’ll be performing.

If your business grows to a point where three or more employees are necessary, it might make more sense to manage your own payroll and taxes. Until then, this type of service is a great resource for our industry.

I hope this was helpful. Now, go do good work.

1. Register your business as a corporation, LLC, or D/B/A.
2. Get insured.
3. Prepare thorough contracts and enforce the terms. Decide appropriate fees and charge for ALL of your time.
4. Hire a bookkeeper and a tax preparer.
5. Pay yourself through a payroll system and stay current with related taxes.
6. Write a marketing plan; build a website, set-up social media accounts, and determine key networking events.
7. Prepare a pre-qualifying phone dialog outlining your process, fees, and minimum requirements for projects.
8. Prepare an at-a-glance project sheet listing weekly tasks and scheduling deadlines.
9. Schedule your week at least a week in advance.
10. Seek out strategic partners to insure business success (marketing referral sources, key contractors, bankers, and mentors).

This will be a good start to get started on the right foot to build a business you love.
Now, go do good work!

You MUST specialize. It’s the only way to justify a higher fee. Tell your client why you are special and why your value is greater than the competition.

Then, find the right client who values your unique talents.

Here’s proof:

Topher Delaney, Martha Schwartz, Roberto Burle Marx, Oehme and Van Sweden, Raymond Jungles

Each of these designers has specialized and they tell the world, by way of their portfolio, why they’re different. They’re selective in the types of projects they accept. They charge more.

Raymond Jungles probably never has clients who request an English garden style. And if they did, he wouldn’t accept. It’s not who he is. It’s not what he loves.

Determine what makes you unique. Proclaim your area of expertise. The thing that makes you different from any other landscape designer.

Yes, you are unique.

Then make sure your marketing collateral – website, business cards, brochures – aligns with your unique brand message.

If you need help with this, let me know. It’s what makes me special.

Now, go do good work.

If you are wondering if your business cards suck, take this test:

1. Did you design your logo?
2. Did you design your business cards?
3. Did you print these cards on-line?

If your answer to any of these is ‘yes,’ read on.

Do not make the mistake of thinking because you are good at landscape design, you will be good at graphic design. We complain all the time that architects and landscape contractors are not good landscape designers. Well trust me, landscape designers are not good graphic designers.

I know what you are thinking. Well-designed business cards are expensive. Justify it as your single most important business expense. It is more important than your website. Here’s why. If face-to-face networking is your most effective source of new business referrals (and it is), your business card is the lingering reminder of the encounter and will serve as an important reminder (in addition to your beaming personality) to visit your website. (Side note: If you have an exceptional business card AND an exceptional personality, a website is not as necessary.)

Here are a few  suggestions to insure that your business cards do not suck:

1. Hire a graphic designer or brand developer to create a logo, select the fonts and brand colors that convey the true essence of your business.
2. Select high-quality paper and printing methods. Avoid digital printing. If your business promotes sustainability, use soy inks and recycled papers to help tell your brand story.
3. Include pertinent information such as: one phone number, mailing, emailing, and web addresses, and any licensing numbers and information.
4. Create a memorable tag line. This should distinguish you from every other landscape designer.

Good business cards should be treated like gifts you give sparingly, and only to worthy recipients. Let your acquaintances ask for your card. They will be more likely to keep it. Remember, if your business cards convey high quality, you will be perceived as providing high quality. If they are professionally designed, you will be perceived as providing professional services.

Now, go do good work.

As much as I would describe most of my career as a landscape designer, I started my passion for this profession by pushing a lawn mower. I’ve always loved having that immediate gratification. Even with a college degree and years of getting paid to sit behind a computer, I’ve still always considered myself ‘hand’s on.’ I’ve lifted, scooted and moved more than my share of potted plants, outdoor furniture and mulch bags.

I’m now realizing I have to rethink how I use my body, and how I run my business. I’m very much a ‘systems thinker,’ but I have to say things didn’t run smoothly in my absence. Bills didn’t get paid on time. I had to cancel events and consulting appointments. My income came to an abrupt halt. This isn’t something that goes unnoticed for my husband and I who are self-employed, in the middle of a recession with our primary source of income coming from the building industry.

So, what have I learned? What valuable bits of wisdom can I take away from this experience? I’m definitely going to focus on getting in shape and saying ‘no’ or asking for help with heavy lifting. And even though I think disability insurance is a grand idea, it’s hard to justify the expense at this time so I’ll  put more focus on building our savings and getting more systematic about our businesses; specifically automatic bill pay, payroll, and fund transfers. And I’ll be forever committed to paying-it-forward, because my husband, family and friends truly stepped up where needed with love, ice cream, and trips to the drug store.

Case Study_Jerry