Coordinating Maintenance requests with Tenants

[Dave Grimson]

Looking for best practices on coordinating maintenance/service requests with the tenants and providers. I'm writing this post partly out of frustration and hoping I can gather up some tips so I can remove this frustration in the future.  I invest in CT and winter is quickly arriving so I coordinated with my HVAC guy and the tenants of a duplex I own to setup a time where both of them would be home so that my HVAC guy could come service both furnaces at the same time before winter.  Both units agreed that they would be home before noon this morning.  My HVAC guy shows up at 11am and neither unit answers the door.  He waits an hour (after doing me a favor and squeezing me in today) and then sends me a text that he cant wait any longer and leaves.  Now I have to figure out another time to get everyone together

So frustrating and such a waste of time, any tips you all have on how you efficiently coordinate these types of activities would be appreciated!