Do you capture the contact details of preferred service providers?
It's frustrating when you're in the middle of a project and need a reliable plumber, electrician, or handyman - but can't remember who you used last time or where their details went. Valuable time gets wasted searching emails, texts, or asking around again.
When you find a great service provider, especially in trades, make sure you record their details in a central location and share them with your team. These professionals are often busy and booked weeks in advance, so having quick access to trusted contacts can make or break a deadline.
What details should you capture?
At a minimum, store the following:
- Full name
- Company name
- Phone number and email
- Specialty/trade (e.g. "bathroom waterproofing" or "split system installs")
- General availability (e.g. "only available weekdays after 3pm")
- Notes (e.g. "Always arrives early. Takes card payments.")
Where should you store it?
Store in a shared location such as:
- A dedicated Teams OneNote or SharePoint list
- A shared CRM or internal wiki
- A recurring calendar note with the supplier's contact attached
Avoid storing them in personal devices, unshared email threads, or private notes - these are easy to lose and inaccessible to others.
Plumber: Dave from "ClearFlow Plumbing" – 0412 345 678 – does emergency callouts. Used on the Office Fitout 2023 and delivered on time.
Electrician: Tanya from "WireRight" – [email protected] – Available Tues–Thurs. Installed the server room UPS.
Figure: Good example – Contact details are stored clearly and include job history and availability
Keep your list current
Every time you need assistance, do a quick check that:
- The provider is still in business
- Their contact details are up to date
- They’re still your preferred choice (quality or pricing may have changed)
If you replace a provider, note why (e.g. pricing too high, quality dropped), so others don't revert to old habits.
Having a reliable, up-to-date list of service providers improves project flow, reduces stress, and helps new team members onboard faster.
