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.

Figure: Error 404 - Plumber "Not found" (unless you saved it)

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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.

✅ 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.