Divide the grounds into zones, specifying the tasks, expected condition, operational restrictions and handover for each. Define exceptional work separately.
Give each area a purpose
On a simple plan, mark the entrance, car parks, roads, lawns, planted areas and boundaries. Add areas and no-vehicle zones. State the function and intended appearance of each zone.
| Zone | What to agree |
|---|---|
| Entrance and presentation areas | The expected condition of lawns and beds, and cleanliness of adjoining paths. |
| Car parks and roads | Working hours, vehicle movements, edges and safe separation. |
| Boundary vegetation | Mowing scope, scrub clearance and keeping routes open. |
| Trees and planted areas | Specific care, reporting changes in condition and any specialist assessment. |
Include known problems too: an overgrown passage, a hard-to-reach fence or debris left on paths after work.
Separate routine maintenance from other work
Mowing and edge finishing, bed maintenance, seasonal clean-ups and tree work have different scopes. Specialist tree pruning is not automatically part of a routine mowing visit.
For each task, agree how visits are scheduled and what completion means. Set the frequency to suit the area and the manager's objectives. Agree an approval process for exceptional growth, adverse weather and work beyond the plan.
Include operational rules in the brief
- Permitted times for work, vehicle access and unloading.
- The site manager's contact details and access to locked areas.
- Staff, visitor, vehicle and delivery movements.
- Equipment, utilities and areas with special restrictions.
- Coordination with other contractors.
Work near equipment and in utility protection zones has specific requirements. A general request for “grounds maintenance” does not replace clarifying them.
Make inspections and handovers straightforward
Agree whether grass cuttings will be collected and removed, where branches can be stored temporarily and who will clean adjoining roads. Quotes can only be compared fairly when material handling is the same.
A simple handover record can help: date, zone, work completed, obstacles found and the next agreed step. Add photographs of selected areas where useful. Name the handover contact and agree how damaged trees or changes in condition should be reported.
What to send for an initial quote
- The location and a site plan with areas.
- Photographs of typical areas and problem spots.
- A list of tasks and the required result.
- Operational restrictions, collection, waste removal and clean-up.
- The preferred start date, length of the arrangement and inspection process.
GREON's commercial grounds-maintenance service is planned around the actual areas and site operations. We work mainly in Prague and Central Bohemia; other regions are considered according to project scope and location.
Frequently asked questions
Does the whole site need the same mowing frequency?
No. The schedule should reflect how each area is used, the required appearance and local conditions.
Are felling and specialist pruning part of routine maintenance?
Not automatically. Tree work should be defined separately, including assessment of the scope and required documents.
How can we check completed work simply?
Agree the zones and expected result. Record the date and tasks at handover, with photographs of agreed areas and next steps where needed.
Related service
Explore the related GREON service →
Sources and further information: GREON: scope of commercial grounds maintenance. Checked on 30 October 2026.
Prepared by the GREON team. We choose the method to suit the site, access and agreed finish. AI-generated illustrations are clearly distinguished from original GREON photographs.
