Keep the decision with the job, not in someone's phone.
On many small fit-out and joinery jobs the decisions are made in personal chats: a measurement agreed in a voice note, a revised drawing sent to one person, an approval in a group that also holds family photos. When that person is on leave or leaves the company, the decision goes with them.
By Muhammad Arslan, founder of Mizarah, who kept a UAE joinery's books for thirteen years · 5 minute read · Updated 24 October 2026 · Practical guidance, not tax advice: confirm anything that matters for your business with your tax agent or the Federal Tax Authority.
Give each job its own channel inside the same system as its quotations and claims, keep the drawings, photos and files in that channel, use direct messages for one-to-one questions and @mentions when someone has to answer, and talk it through on a call with screen share when a drawing needs walking through. People who are away should be told only when something is actually waiting for them.
Personal chats lose decisions.
A personal chat works until someone needs to find what was agreed. Then the drawing is in one phone, the answer is in another, and nobody can say which revision the workshop built from.
- Work is mixed with everything else on the phone.
- When someone leaves, their chats leave with them.
- Nothing links the message to the job, the quotation or the claim.
- Someone new on the job cannot read what was decided before they joined.
One channel for each job, team or site.
Name a channel after the job, for example #tower-b-fitout, and keep its decisions, drawings and photos there. Use direct messages for one-to-one questions, and an @mention when a particular person has to answer.
Because the channel lives beside the job's quotations and claims, in the company's own system, it stays with the company when people change.
When text is not enough, call from the conversation.
A revision is quicker to settle on a call with the drawing on screen than in twenty messages. Start a call or a video call from the conversation it belongs to, share your screen and walk through it.
- Up to 10 people in a call, with screen share.
- Calls are not recorded.
- A call ends after 2 hours, or 5 minutes after only one person is left in it.
- Calls are for your own office team. For a meeting with a client, put your meeting link on the calendar event and a Join the meeting button appears 10 minutes before it starts.
Be told only when something is waiting.
Someone at their desk sees new messages as they arrive. Someone on site needs to know only when a message, a mention or a missed call is waiting for them, not every message in every channel.
- An email only after you have been away for about 10 minutes and something has waited about 15 minutes.
- At most one email an hour, gathering everything that waited.
- The email says who and where, never the message itself.
- Each person chooses what they are emailed about.
It is for the office team.
The estimators, the project managers, accounts and sales: the people who already work in the company's system. Customers and suppliers stay on the channels they already use with you.
In Mizarah, Discuss is part of every plan: channels, direct messages, @mentions and shared files, one-click calls and video calls with screen share (up to 10 people, never recorded), "Discuss this lead" and "Video call" on a lead, and email notices each person turns on or off under the bell.
Common questions.
- Can we keep using WhatsApp?
- With customers and suppliers, yes. For decisions inside the office about a job, keep them in a channel for that job, so they stay with the company when people change.
- Are calls recorded?
- No. Calls and video calls in Mizarah's Discuss are not recorded.
- Can a client join a call?
- No: calls are for your own office team in Mizarah. For a client meeting, put your meeting link on the calendar event and a Join the meeting button appears 10 minutes before.
- Will it email us about every message?
- No. Only while you are away, only for a direct message, a mention or a missed call that has waited, at most once an hour, and only if you have chosen it.
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