In most architectural companies the Project Lead will receive all relevant emails, whilst others in the team may not always get CC’d in on the correspondence. After Mail Manager was implemented, everyone quickly had access to all project information as it was filed in a central location regardless of who received the email.
Harpreet explained: “The big thing for us was how it allows you to share the information ‘in-house’. The convenience of having a tool that enables you to very quickly access information that is not saved on your local drive solves a lot of our challenges.”
He described the main benefits of working with Mail Manager: “The software prompts you to save things when you send, open or close down, reminding you to file ‘on-the-fly’. It’s far more efficient to do that as and when you are working on email correspondence, instead of doing it in bulk at the end of the month which in itself becomes a time-consuming task. Additionally, it makes those emails instantly available to anyone in the team who may not have been originally copied in. Mail Manager pushes you to share the information you send and receive, stopping you from keeping it to yourself.”
The search facility is also a huge benefit for Enjoy Design. He said: “In the architecture industry you are quite often looking back at historic correspondence, looking for specific correspondence, comments and instructions. You need to file this information out of the way but ensure you still have it accessible when needed, so Mail Manager’s powerful search functionality is absolutely key for us.”
“Mail Manager allows you to keep your PC clog-free because it makes it easy to file and search. Our teams don’t feel it’s extra work looking for something, as if they did, they wouldn’t bother filing. They know the emails will be accessible when they need it, avoiding frustration. Basically, you forget it’s an installed software.”
Harpreet also explained how easy it is to overlook how much time people spend searching: “Most of the time it’s not about finding that one email, it’s about finding the responses to that email – the full chain. It’s extremely time-consuming without this software.” Harpreet added Mail Manager will make you think, ‘how could I ever work without it?’.
Summarising, he said: “Without Mail Manager, efficiency would decrease as more time would be spent looking for particular and specific correspondence. As the team wouldn’t have easy access to the information or tailored searching options, frustration levels would inevitably go up since the information would no longer be at our fingertips. It would send us back to an archaic time.”