Our email management solution for the renewables and environmental industries

IT leaders are tasked with solving many challenges, such as cyber risk, delivering digital transformation, maintaining the business infrastructure, keeping overheads low, and more. Additionally, when things go wrong, everyone comes to IT to solve it, regardless of whether it’s a dispute, retrieving information, lost data, or something else.

Ideagen Mail Manager enables project teams to file and retrieve information as they go, reducing risk across the business. It’s a low-risk software with set up taking just one day, and implementation is included. Plus, Ideagen Mail Manager fully integrates into Office 365. Ideagen Mail Manager also ensures data security and privacy remains within the business, so the customer retains control of their information, stored where they want. Ideagen Mail Manager improves record-keeping by removing duplication and integrates email into your overall digital transformation ecosystem.

Project Managers are continually being asked to deliver more within a short time frame and are responsible for delivering projects on time and on budget, but a lot is out of their hands. They are constantly chasing people, and remembering what was agreed and by when. Plus, they sometimes have to administer a contract they don’t really understand. With project information increasing exponentially, they are often getting bombarded.

Ideagen Mail Manager ensures everyone in the business is the most organised member of staff, ultimately provided peace of mind. Ideagen Mail Manager enables staff to defend the firms actions, as well as gives each fee earner an average of 2 hours per week back, meaning less time doing admin, and more time earning.

Ensuring the consistent adoption of software and demonstrating ROI for new digital initiatives is a constant challenge for BIM professionals. That’s made harder by project information being spread across different disconnected silos. Therefore, trying to develop a golden thread for an audit trail is an impossible task.

Ideagen Mail Manager enables the ‘I’ in BIM to be truly adopted by extending the philosophies of BIM beyond the model to unstructured information on projects, which often resides in email. Ideagen Mail Manager allows BIM professionals to integrate email as part of their project documents, meaning everything in one system. The result is one golden thread against the project by ensuring that any information relating to the design, construction or operations is captured, recorded and shared. Additionally, with Outlook being one of the biggest time-stealers in someone’s day, it’s easy to demonstrate payback within 24 hours of using Ideagen Mail Manager.

Office Managers typically wear many different hats, from looking after HR and marketing, to being responsible for IT and office admin. They are regularly asked to find information, quickly, chase queries, and try to keep Directors as organised as possible. Without access to all the information, it’s a difficult ask.

Ideagen Mail Manager provides Office Managers with a window to search across the company, allowing them to file and find non-project correspondence such as appraisals and a record of when office procedures are agreed, as well as employee correspondence when they leave the business, and specific information when clients phone asking for something to be resent. Also, Office Managers are sometimes responsible for data privacy and act as the GDPR police. With Ideagen Mail Manager, they can see all the information associated with a person when someone requests a right to be forgotten.

Typically, workers in HR are exchanging sensitive information via email, whether to do with salaries, pension, or a disciplinary process. We often see an attempt at a filing structure with folders created against each employee, and a folder on a server for each employee which contains key documentation such as their employment contract.

Emails with an employee are the kind of thing that often goes unfiled, particularly what's been said to the employee, but by the time it's important to have access to them it can be too late or a massive headache.

In organisations, finance teams are generally the early adopters of technology. Most teams have an accounting system that includes invoicing in place. The tracking of when project and client-related invoices are sent is critical and that's often included in an accounting system. This presents some obvious challenges in that:

• The finance team are the only one's accessing that system
• Any credit control correspondence is often an informal process of chasing emails being kept away in your Finance Manager's sent items

In larger businesses, QA carries its own function and risk management is critical. The standardisation of processes, whether it's relating to an on-site activity, document control, or organisation of project and client information is linked to a reduction in money spent on claims and a more successful business.

One of the frustrations QA Managers and Controllers share with us is they know in the business who is more and less likely to follow filing ad naming processes expected of them, but also that when it comes to an ISO audit, they're 'hoping' projects where this is done poorly aren't picked or, at least if they are, they need some advance warning. But, there's no substitute for a proactive approach to Quality Management.