One thing I've been thinking about lately is how much time can be lost between assigning a repair to a vendor and confirming that the job is actually completed.

A vendor might be contacted, an appointment scheduled, or an estimate approved, but without proper follow-up, a repair can sit unfinished longer than expected.

I think a simple vendor follow-up SOP can make a real difference.

Here's a basic process I'd use:

1. Record the request: Document the property, issue, vendor assigned, and date reported.

2. Confirm the next step: Record whether the vendor needs to provide an estimate, schedule a visit, obtain approval, or order parts.

3. Set a follow-up date: Never leave an open repair without a clear next action and a date to check its progress.

4. Track communication: Keep important updates, estimates, approvals, and schedule changes in one place.

5. Verify completion: Confirm the work is finished, review the invoice, and save any relevant photos or documentation before closing the work order.

6. Keep a record of delays: Note what caused the delay and what needs to happen next.

The goal isn't to create more paperwork. It's to make sure every open repair has someone responsible for moving it forward.

For landlords and property managers: What's the hardest part of managing vendors for you—getting them to respond, scheduling the work, keeping track of follow-ups, or confirming that the job was completed properly?