How to arrange the airport pickup process for local ground services to avoid missing passengers?

Airport pickup looks like just holding a sign and waiting for people, but in practice, the easiest place to fail is the information handover. If a flight changes terminals, a guest's phone roaming isn't on, or a driver only has an English name, the scene becomes chaotic. When I handle ground pickups, I put the passenger's name, flight number, arrival time, terminal, contact number, language…