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"We are a small company that understands each other’s roles, and Mail Manager helps us pick up where someone has left off with ease. Mail Manager has increased both our productivity and our ability to collaborate.”

Robert Jones, Quality Control

RML

Industry: Environmental Services

Location: United Kingdom

Website: https://www.rmlconsult.com/

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Key benefits

  • Reduces delays by providing visibility and instant collaboration over projects.
  • Helps the business keep their certifications by ensuring compliance requirements are met.
  • Frees up staff to focus on more valuable tasks.
 
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Background

Richards, Moorehead and Laing Ltd (RML) is an award-winning environmental consultancy that provides multi-disciplinary services in the engineering and landscape sectors and was founded in 1984. 

The problem

To meet the requirements to maintain their ISO9001 Quality Management Certification, RML require the need to file their emails and project information. Before Mail Manager, this was a task that was time-consuming and difficult, with the team having to manually file every single item individually to a folder with a name and date. Although frustrating, the team endured it as they were unaware that there was a better way.  

RML came across Mail Manger by chance when collaborating on a project with Mail Manager’s founder Arup. During the collaboration with Arup, an RML employee was amazed by the speed and ease at which Arup retrieved an email about the matter they were discussing. The team decided to try a three-month trial. RML saw how the drain on their time had instantly been removed and meeting their compliance expectations had become effortless.  

“Mail Manager intuitively learnt our behaviour and then suggested where to file our emails. The suggestion was the only bit you had to check, so it seemed like a no brainer for us. It simplified a previously complex process and has freed up so much staff time!” Robert Jones, Quality Manager at RML.

The results

Since implementing Mail Manager, projects and correspondence have been revolutionised. Previously they had a series of folders set up for statutory bodies and sub-consultants. All the correspondence would have been manually filed in those individual folders to individual people; now, it’s all in one location and via job number, and anything can be found in a few clicks. It has made the companies’ annual audits an effortless process, with any email being able to be retrieved within seconds.  Robert explained, “It takes the time-consuming element out of your day as you now click send and file, and you are done. Instead of ten clicks, you are down to two.”

“When the quality auditor comes in, he wants to see how a job was set up and wants to see correspondence filed from initial enquiry, setting up a contract, and confirming that contract. Then you have project correspondence, and he wants to see that you have good dialogue with your client, and you can easily access that. Mail Manager helps gives confidence to the assessor, recertifying that we have the facilities in place to deal with and look after our projects and correspondence. Being organised and reducing risk is important as it helps protect us against a non-conformity judgement.”

Robert’s favourite feature is the search function, closely followed by the prompt and predict filing tool. Mail Manager has benefited RML by making it easy for employees to find correspondence regardless of whether the person dealing with the projects is unavailable. It is easy for any staff member to understand what is going on in a project and deal with it instantly.

Robert says, “Mail Manager benefits RML by making it easy for any staff member to find correspondence regardless of whether the person dealing with the projects is unavailable. It is easy for all staff to quickly understand what is going on and deal with the situation without delay. We are a small company that understands each other’s roles, and Mail Manager helps us pick up where someone has left off with ease. Mail Manager has increased both our productivity and our ability to collaborate.” 

Robert’s advice to other businesses is, “If you find that you are struggling with time on a job, Mail Manager gives you back a big chunk of that time.” 

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