Managing landscaping, snow removal, and exterior maintenance across a dozen locations is challenging enough—but when your portfolio includes 100+ sites, the complexity (and risk) multiplies fast.
At Strategic Grounds Management (SGM), we specialize in national, multi-site portfolios. Here’s a proven approach to auditing your exterior services efficiently—without spending your entire month buried in spreadsheets or service logs.
Why Audit Exterior Services?
Regular audits of your landscaping, snow removal, and exterior vendor performance help you:
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Identify gaps in service coverage or quality
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Verify that contracted services are being performed as agreed
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Catch cost overruns or unnecessary service calls
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Reduce liability from neglected walkways, curbs, or overgrown landscaping
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Uncover inconsistencies across sites that may lead to brand or tenant issues
For large portfolios, even small oversights in maintenance can lead to big risks and costs.
Step 1: Standardize Your Scope and Expectations
Before auditing performance, ensure you have a consistent scope of work across your sites. Start with:
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Clear service descriptions: mowing frequency, snow trigger depth, pruning cycles, etc.
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Site maps or zones that identify high-risk or high-visibility areas
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Expectations for photo documentation or sign-off at each visit
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Centralized contract terms with performance metrics
💡 Pro Tip: If you inherited legacy vendor contracts, make sure they align with your current standards and liability expectations.
Step 2: Centralize Your Service Data
To effectively audit 100+ sites, you need your data in one place. Gather:
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Service logs or completion reports
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Invoices with date/time stamps
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Photos from service providers
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Weather data (for snow events or irrigation needs)
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Inspection reports from site visits
Tools like SGM’s WatchDog Inspection Program combine real-time service tracking and image-based verification in one dashboard—ideal for multi-location visibility.
Step 3: Conduct Targeted Site Inspections
On-site inspections are critical—but you don’t have to visit every site every month. Instead:
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Prioritize high-risk or complaint-prone locations
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Schedule seasonal audits (spring, summer, winter prep)
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Use photo documentation tools to validate work
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Empower regional managers with a mobile checklist
Need help? SGM offers third-party inspection programs designed for national portfolios, with detailed photo reports and vendor feedback.
Step 4: Evaluate Performance—and Consolidate Where It Counts
When you’re managing multiple vendors across a large footprint, inconsistency is inevitable. Instead of trying to manage performance site-by-site, consider consolidating exterior services under one reliable partner.
Here’s why consolidation makes sense:
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Fewer points of contact = faster resolutions and less administrative burden
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Consistent service standards across all sites
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Streamlined communication and clearer accountability
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Simplified billing and insurance tracking
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Leverage volume for better pricing and priority response during peak seasons
At SGM, we help national brands move from fragmented vendor models to a centralized partnership—with built-in inspections, compliance tracking, and photo verification for every service.
Step 5: Use Your Audit to Drive Efficiency
Once you’ve collected data:
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Look for underperforming vendors or duplicated coverage
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Identify cost-saving opportunities, like bundled services or seasonal optimization
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Flag service gaps where liability exposure is highest
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Streamline communications by consolidating points of contact
Overwhelmed? Let SGM Simplify It.
Auditing 100+ sites doesn’t have to be a full-time job. Strategic Grounds Management helps multi-site operators:
✔️ Centralize service contracts and reporting
✔️ Conduct third-party inspections with full transparency
✔️ Monitor performance with custom scorecards
✔️ Reduce liability and eliminate vendor gaps
✔️ Save time and improve budget control
👉 Ready to Get a Clearer Picture of Your Portfolio?
Schedule a free exterior service audit review with our team. We’ll help you evaluate your current vendor structure, spot gaps and inefficiencies, and show you how to streamline service across 100+ sites with one trusted partner.
Contact us today to get started.
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