Topic 3 - Gardens Management Flashcards
Managing a Private Garden : where would you turn to find information/examples of how deal with personnel management? What organisations or websites can help?
Royal Horticultural Society (RHS)
Professional Gardeners’ Guild (PGG)
Chartered Institute of Personnel and Development (CIPD)
National Council for Voluntary Organisations (NCVO)
Gov.uk - Managing Volunteers
HSE (Health and Safety Executive)
List the key parts of the recruitment process
Identify Needs: Determine the specific needs of the organisation and the role to be filled.
Job Description:
Person Specification
Advertise
Process Applications
Interview
Offer
Onboarding
What is the difference between a job description and a person specification?
Job description outlines the role and responsibilities
Person description describes the qualifications, skills, experience, and attributes required of the ideal candidate for the job.
Compile a checklist of the main elements of an induction process for a new staff member or garden volunteer.
Organisation structure
Bank Account, NI, Next of Kin
Health and Safety Information
Introductions
Ways of Working
Training requirements
What types of communication skill will you need to: Interact with garden visitors?
Deliver talks, guided tours, or presentations confidently and engagingly, catering to different audience sizes and age groups.
Share detailed and accurate information about the garden, its plants, and any ongoing activities or special exhibits in an engaging and accessible manner.
Use storytelling techniques to make information more relatable and memorable, enhancing the visitor’s overall experience.
What types of communication skill will you need to hold a weekly staff briefing for your team?
Clarity and Conciseness. Active listening, empathy, and the ability to provide and receive feedback constructively.
List all the Communication Skills required to manage people
Active Listening
Adapting your comms skills
Friendliness
Confidence
Giving and receiving feedback
Volume and Clarity
Empathy
Respect
Understanding nonverbal cues
Responsiveness
What types of communication skill will you need to Deliver an annual appraisal for your team members?
Active Listening
Empathy
Constructive criticism
Goal Setting
Confidentiality and sensitivity
Motivation and Encouragement
What preparation is essential when delegating a task to a team member?
Understand the Task
Identify the person
Define clear objectives
Provide necessary resources
Support plan and feedback loop
Document
Delegation : What should happen after the task is completed?
Provide feedback
Review
What are the 5 main theories of motivation
Incentives theory
McClellands need theory
Competence theory
Expectancy theory
Maslow’s hierarchy of need
What are the key ideas of Incentives motivation theory
Recognition, rewards (bonus, training, recognition awards)
What are the key ideas of McClellands need theory
One of three factors;
Achievement - individual goals
Affiliation - Collaborative work
Power - Influencing others, a sense of competition
What are the key ideas of Competence theory
Staff want to engage in specific activities that enables them to display their skills.
What are the key ideas of expectancy theory
People will perform certain activities if they think they can lead to desirable outcomes.
What are the key ideas of Maslow’s hierarchy of needs theory
5 Levels starting with basic need up to esteem and self actualisation
What types of feedback can you give an employee
Formal, Informal, regular and maintain confidentiality
Maintenance schedule for timber trellis screening
Monthly : Visual Inspection:
Check for signs of damage, rot, or insect infestation.
Look for loose nails or screws and any structural weaknesses.
Remove any dirt, debris, or cobwebs with a soft brush or cloth.
Quarterly
Wash the timber with a mild detergent solution and a soft brush to remove any accumulated grime or mildew.
Structural Check: Ensure all joints are secure and tighten any loose screws or nails.
Replace any damaged or missing components.
Biannually Treatment:
Apply a wood preservative to protect against rot and insect damage. Choose a product suitable for exterior use.
If the trellis is painted or stained, reapply the paint or stain as needed to maintain its appearance and protection.
Vegetation Management:
Trim back any plants or vines that may be growing on or around the trellis to prevent them from causing structural damage or excessive moisture retention.
Annually Deep Inspection:
Conduct a thorough inspection of the entire structure, looking for any signs of serious damage or wear that may require more extensive repairs or replacement.
Maintenance scheule for self-binding gravel paths
Monthly Visual Inspection:
Check for areas of erosion, pooling water, or weed growth.
Weed Control:
Remove any weeds that have sprouted through the gravel. Use a weed puller or hand tools for small areas and a weed killer for larger infestations.
Quarterly Raking and Leveling:
Rake the surface to even out the gravel, fill in any low spots, and remove debris.
Add more gravel if necessary to maintain an even and consistent path surface.
Edge Maintenance:
Ensure that the edges of the path are well-defined and that no gravel is spilling over into adjacent areas. Use edging materials if necessary to keep the gravel contained.
Biannually
Compaction:
Re-compact the gravel using a roller or a plate compactor to maintain a firm and stable surface.
Check for and address any areas that have become loose or uneven.
Annually
Drainage Check:
Ensure that the path is draining properly and that there are no areas of standing water. Adjust the slope or add drainage solutions if necessary.
Top-Up Gravel:
Add a fresh layer of self-binding gravel to restore the path’s appearance and performance. Compact the new layer thoroughly.
As garden supervisor you are responsible for the health and safety of your team:
What legislation will you need to be aware of that relates to machinery use?
- Health and Safety at Work etc. Act 1974 (HSWA)
A general duty on employers to ensure, as far as is reasonably practicable, the health, safety, and welfare of employees at work. - Management of Health and Safety at Work Regulations 1999 (MHSWR)
Overview: Requires employers to carry out risk assessments and implement necessary measures to reduce risks. - Provision and Use of Work Equipment Regulations 1998 (PUWER)
- Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)
- Control of Substances Hazardous to Health Regulations 2002 (COSHH)
- Personal Protective Equipment at Work Regulations 1992 (as amended) (PPE)
- Noise at Work Regulations 2005
- Vibration at Work Regulations 2005
- Work at Height Regulations 2005
- Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR)
- Electricity at Work Regulations 1989
How do information management systems (Sharepoint, Dropbox) help with resource management, health and safety compliance and record keeping?
By leveraging the features of SharePoint and Dropbox, organizations can effectively manage resources, ensure health and safety compliance, and maintain accurate records.
These systems enhance collaboration, streamline processes, and provide robust security and tracking capabilities, contributing to overall operational efficiency and compliance.
What other Smart technology can assist with safety at work?
Devices to measure activity - Hand Arm Vibration detection.
Who will need to be consulted before a redevelopment plan in a public garden can be drawn up.
Local Government Authorities
Community and Residents
Environmental and Conservation Organizations
Utilities (Water/Sewerage)
Funding bodies
Accessibility advocates
Emergency services
How GANTT Charts can be used for Project Management Planning
Task Breakdowns
Timeline Visualisation
Dependency and sequences
Milestones
Resource allocation
Progress Tracking
How Critical Path Analysis Flow diagrams can be used for Project Management Planning
Task Identification and Sequencing:
Network Diagram Creation:
Duration Estimation:
Critical path calculation
Schedule optimisation
What are the main components of a project management plan
Objectives
Scope
Schedule
Costs
Quality Management
Resources
Risks
Stakeholder Management
Integration Management
What are the key components of a maintenance schedule
A maintenance schedule provides a detailed list of recurring tasks that need to be performed in the garden to ensure its upkeep. Including:
Objectives
Frequency
Technique
Timing
Examples include :
Watering schedule
Pruning timelines
Lawn mowing frequency
Fertilization timing
Pest control measures
What does the ‘key term’ Site Objectives mean in relation to a Garden Management Plan.
What is the purpose of the project -
What does the ‘key term’ History and Significance mean in a Garden Management Plan
New work restoring ? Or creating something new and how does it fit in with the overall significance.
What does the ‘key term’ Site Survey mean in a Garden Management Plan
Results of a general survey - soil type, pH, ground conditions and aspect
What does the ‘key term’ audience and visitor management mean in a Garden Management Plan.
Who will use the garden area, when and how accessible will it be
What does the ‘key term’ project delivery/operational plans mean in a Garden Management Plan
When will planting take place and what will be the maintenance schedule for the area
What does the ‘key term’ records of plant collections mean in a Garden Management Plan
How will the plants be catalogued
What factors could affect maintenance standards set for a public garden
Budgeting and funding
Expertise of the staff
The gardens design and complexity
Usage and footfall
Regulatory policies
Partnerships and collaborations
How could a ‘method statement’ be used to standardise approaches to maintenance and gardening practices when work is contracted out?
Ensures there is a clear and concise measurement in place on standards. It specifies the exact nature of the maintenance and gardening tasks to be performed and outline the desired outcomes.
What should be included in a Method statement ?
Defining Scope and Objectives
Safety and Compliance
Tools and Equipment
Quality Standards
Methods of reporting
Contingency plans
What British Standards relate to landscaping work if its being contracted out
BS 7370
Part 1 - Establishing and managing ground maintenance
Part 2 - Hard areas
Part 3 - Functional turf
Part 4 - Soft landscapes
Part 5 - Water areas
What check would you put in place for a maintenance schedule to ensure quality and standard of maintenance
Formal written inspections and audits of records
What is benchmarking in the context of setting garden maintenance standards
In summary, benchmarking in garden maintenance involves systematically comparing your practices and performance with those of other gardens or industry standards, with the goal of identifying areas for improvement and setting higher, achievable maintenance standards.
Identifying Benchmarking Partners
Analysis and Comparison
Are there any ways in which UK heritage gardens benchmark their maintenance standards
Probably only informally, most likely through Membership in Professional Organizations
What is a Garden Management Plan ?
Focus: Long-term planning and strategy for garden development and sustainability.
Content: A management plan provides a holistic, strategic overview of how the garden will be maintained and developed over time. It often includes:
The overall vision or goals for the garden (e.g., biodiversity, aesthetics, sustainability)
Landscape design and layout considerations
Long-term plant selection and succession plans
Soil health improvement strategies
Water management and irrigation systems
Wildlife conservation or integration plans
Budgeting and resource allocation for garden projects
Time Frame: Typically a multi-year framework, covering seasons or even years, with a focus on sustainable growth, future development, and major landscaping changes.
Purpose: Guides decision-making for the long-term success and evolution of the garden, ensuring it aligns with broader environmental, aesthetic, or functional goals.
It might form one section of a Conservation Management Plan to develop or restore an area.
What is the difference between a Garden Maintenance Schedule and a Garden Management Plan
A Garden Maintenance Schedule is a detailed, short-term plan focused on the routine upkeep of the garden.
A Garden Management Plan is a comprehensive, long-term strategy for the garden’s overall development, sustainability, and management.
What does a Garden Management Plan consist of
Provides a holistic, strategic overview of how the garden will be maintained and developed over time. It often includes:
The overall vision or goals for the garden (e.g., biodiversity, aesthetics, sustainability)
Landscape design and layout considerations
Long-term plant selection and succession plans
Soil health improvement strategies
Water management and irrigation systems
Wildlife conservation or integration plans
Budgeting and resource allocation for garden projects
What is the difference between Hazard and Risk
Hazard = The potential - A wet floor
Risk = The probability - How often people would use the floor/warning signs/foot wear
Who is responsible for the Garden Management plan
The Garden Supervisor
Where are maintenance standards set out ?
Garden Management Plan
What factors impact the Maintenance Standards
Type of garden
Client expectations
How could poor management of resources lead to poor maintenance
Timber structures look unsightly but also H&S
Poorly maintained equipment could keep breaking down
Poorly trained staff do mowing badly and it has to be redone
The syllabus determines that the key components of a maintenance plan as (4)
- Objectives
- Frequency
- Technique
- Timing
