Schedule a meeting with them and lay out your concerns.

For every contact in any of these buckets, I can leave notes/comments and also add triggers to remind me of my next call (scheduled or periodic).

The appraisal was ordered, and I was a bit surprised when I got a call from the LO saying that the AMC didn't need to schedule a time with me to access the property because they only needed an exterior appraisal.

One of my fears is that a speaker would commit, and then have a conflict of schedule, and I'd be trying to figure out how to work things out.  

Routine maintenance Safe Harbor.

Something that settles agreed upon lending rates, payment schedule and default follow up options.Any thoughts would be great thanks!

Who will facilitate the logistics such as amortization schedule, fees, penalties, etc?

I invite three contractors to look at the job at a set time.I walk them through the project, give them the schedule we will adhere to and during this process I give them a list of the items I will be supplying, toilets, lights ext.

You'll find that both budget and schedule are helped when you don't have to re-do things multiple times. 

chris, thank you very much for replying, actually a guy from your team did contact me this morning, I will look at what he sent me  and probably schedule another call with him.