When evaluating their email management options, Formation Architects looked at several vendors. Steve was heavily involved in this process and he noted, "There were a lot that said they did what Mail Manager does, but none of them had the ease of use with Outlook plugins, and none of them really did what we wanted them to do. They would file emails the way they want to file, rather than the way our business works. We needed everything in one place and easily indexed without having to change permissions. Mail Manager ticked a lot of the boxes for us and how we work as architects."
Initially when the firm came across Mail Manager, only their senior managers were using the software. Formation Architects made the decision to roll Mail Manager out across the business recently, as they wanted to ensure that archiving and filing emails was still consistent while teams had been working remotely due to COVID-19 lockdowns.
Steve commented, "Particularly working remotely, we need to make sure for those periods of time, we need to know that archiving and filing is happening. Mail Manager is a safety net for us now. The world is a different place, and there's no guarantees for the future so we needed everyone to step up and take responsibility. Its actually written into contracts now that staff need to file their emails and use Mail Manager properly."
On discussing how Steve's day-to-day has changed since implementing Mail Manager, he explained, "When we have had to historically go through email filing, its either myself or a secretary who have had to go through the files, which is obviously not a great use of our time. Its sometimes taken a week to find an email because we haven't had anything to go on other than literally sift through emails and try and find it. With Mail Manager, we can find things a lot quicker and easier by searching for keywords."
With Mail Manager, Steve and other staff members no longer need to spend valuable time searching for emails, plus they have added security, particularly since they have moved to SharePoint. By utilising our SharePoint integration, Formation have been able to successfully move all email filing into the cloud, as well as their historic email archives which has greatly improved their workflows.