Submitting Field Requests
Tell Lana what you need. It becomes a tracked card on the right board.
No more lost texts, forgotten voicemails, or hoping someone remembers. Your requests are documented and visible.
How It Works
Open a chat with Lana and tell her what you need. Be specific about what, where, and any relevant details.
Lana processes your request and may ask follow-up questions to clarify. Once complete, your request becomes a card on the appropriate LeanBoard where the office can see and act on it.
Be Specific
The more detail you provide, the faster your request gets handled. Include specifics like:
Equipment identifiers: Vehicle numbers, unit numbers, equipment IDs (e.g., "Truck 4", "Mower #7", "Trailer 2")
Model numbers and serial numbers: When reporting issues or requesting parts
Exact quantities: "3 yards" not "some", "2 bags" not "a few"
Property details: Client name, address, or job site identifier
Timing: When you need it, how urgent it is
What you've already tried: If reporting a problem, mention any troubleshooting you've done
"Need mulch"
"Need 3 yards of brown hardwood mulch at the Johnson property, 455 Oak Street, by Thursday morning"
"Mower is broken"
"Zero-turn #7 on Truck 3 making a grinding noise when blades engage, started yesterday"
"Trimmer won't start"
"Stihl FS 131 trimmer, serial ending in 4472, won't start. Replaced spark plug, still nothing."
"Client wants extra work"
"Mrs. Thompson at 123 Main Street asked about adding landscape lighting to her back patio. Said budget is around $5,000."
Lana may ask follow-up questions if your request is missing key details. Answer them and the request gets routed with better information.
What You Can Request
Requests automatically route to the appropriate board based on what you're asking for.
Ops Board Requests — Materials, supplies, and field logistics
The Ops Board handles everything crews need to get work done.
Material Request
Mulch, stone, plants, sod, pavers, soil, sand
"Need 4 yards of brown mulch and 2 flats of purple wave petunias at the Henderson property by tomorrow"
Inventory Request
Restocking trucks, shop supplies, consumables
"Truck 5 needs restocked: trimmer line, 2-cycle oil, and blue marking paint"
Fuel Request
Fuel delivery, gas cards, diesel
"Crew 3 needs fuel card refilled, showing $12 balance"
Jobsite Need Request
Portable restroom, dumpster, shade tent, water
"Need a dumpster dropped at the Morrison renovation site for the week"
Large Equipment Request
Skid steer, excavator, mini excavator, stump grinder
"Need the mini excavator at Parkview Commons on Monday for drainage work"
Small Tool Request
Hand tools, shovels, rakes, pruners, blowers
"Need 3 new square-point shovels, the ones on Truck 2 are bent"
Disposal / Dump Run
Debris removal, yard waste, disposal scheduling
"Have a full trailer of brush at the Martinez site, need dump run today"
Utility Locate Request
811 calls, marking underground utilities
"Need utility locate at 789 Elm Street before we start digging Wednesday"
Shop Board Requests — Equipment and tool repairs
The Shop Board tracks everything related to keeping equipment running.
Equipment & Fleet Maintenance
Mowers, trucks, trailers, skid steers, all motorized equipment
"Truck 4 (white F-350) making a squealing noise when braking. Gets worse when hot."
Tool Maintenance & Repair
Trimmers, chainsaws, blowers, hedge trimmers, hand tools
"Stihl chainsaw MS 261, unit #12, chain keeps coming loose even after tensioning"
Tips for equipment requests:
Include the unit number, vehicle number, or equipment ID
Describe what's happening, not just "it's broken"
Note when the problem started and if it's getting worse
Mention what you've already checked or tried
Customer Board Requests — Client opportunities and service issues
The Customer Board connects field observations to sales and service follow-up.
Change Request
Client wants to modify scope, change schedule, adjust service frequency
"Wilsons at 234 Pine want to switch from weekly to bi-weekly mowing starting next month"
Enhancement Opportunity
Client expressed interest in additional services
"Mrs. Chen at Lakewood asked about adding a paver patio. Has a photo of what she wants. Seemed ready to move forward."
Warranty Request
Plant replacement, work that needs to be redone, quality issues
"3 boxwoods we planted at Garcia residence in October are dead. They were in the front bed by the driveway."
Testimonial Potential
Client gave great feedback, might be willing to provide a review
"Mr. Patterson was thrilled with the spring cleanup. Said it's the best the property has ever looked. Might do a video testimonial."
Tips for customer requests:
Include the client name and property address
Capture what they said as specifically as you can remember
Note their level of interest or urgency
If they mentioned budget or timing, include that
HQ Board Requests — Administrative and HR items
The HQ Board handles requests that go to the main office.
Purchase Request
New equipment purchases, uniforms, office supplies
"Need to order new safety vests, we're down to 2 extras and have 3 new hires starting"
Incident Report
Near misses, safety observations, hazards identified, property damage (no injury)
"Hit a sprinkler head at the Douglas property with the mower. Didn't see it in the tall grass. No injury, head is broken."
Accident Report
Injuries, someone got hurt, medical attention needed
"Marcus cut his hand on a broken edger blade. Not deep, but he went to urgent care for stitches."
Time Off / PTO Request
Vacation, sick time, personal days
"Requesting Thursday and Friday off next week for a family thing"
Schedule / Shift Change
Crew assignment changes, schedule swaps, reassignments
"Can I swap to Crew 2 next week? They're doing the commercial route I trained on."
Invoice / Billing Issue
Client billing questions, payment issues
"Mrs. Anderson says she was double-billed for June. She's upset."
Incident vs. Accident: An incident is something that happened or could have happened but nobody was hurt. An accident means someone got injured. Use the right term so it routes correctly.
This is not for emergencies. If someone is seriously injured or there's immediate danger, call 911 first. Use the HQ Board for reporting and documentation after the situation is under control.
Continuous Improvement Board — Process improvement ideas
The Continuous Improvement Board captures ideas for making things work better.
Continuous Improvement
Process improvements, efficiency ideas, safety improvements, better ways of working
"What if we organized trailers so hand tools are all on the right side? Would save time looking for stuff every stop."
Good improvement ideas include:
What you've noticed that could work better
A specific suggestion, not just a complaint
Why you think it would help
If you've tried it informally and it worked
Action Items Board — General tasks
The Action Items Board catches tasks that don't fit the other categories.
Action Items
General tasks, follow-ups, things that need to happen but don't fit elsewhere
"Need someone to call the permit office about the Smith project. They haven't responded to email."
If you're not sure which board something belongs on, just tell Lana. The system will route it appropriately, and if it doesn't fit anywhere specific, it lands here.
Where Requests Go
You don't need to know the board structure. Just tell Lana what you need. The LeanBoard Agent figures out which board your request belongs on.
Materials, supplies, deliveries, fuel, jobsite needs
Ops Board
Equipment problems, vehicle issues, tool repairs
Shop Board
Client requests, upsell opportunities, warranty
Customer Board
PTO, purchases, schedule changes, safety reports
HQ Board
Process improvements, efficiency ideas
Continuous Improvement Board
General tasks that don't fit elsewhere
Action Items Board
What Happens Next
Once your request becomes a card:
It's visible. The office can see it on the appropriate board immediately.
It's trackable. The card moves through columns as work progresses.
It doesn't disappear. Unlike texts or calls, it's documented until resolved.
You're not chasing anyone down. The system creates accountability.
Requests from Huddles
You can also submit requests during recorded huddles. When you mention something you need, the Huddle Agent extracts it and creates cards automatically.
During a huddle, you might say: "This is Marcus. We need the mini excavator at Parkview on Monday, and the zero-turn on Truck 3 needs to be looked at. Making a grinding noise."
That becomes two cards: one on the Ops Board for the excavator, one on the Shop Board for the mower issue. Same as if you'd messaged Lana directly.
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