Arthur Gibney and Partners is an independent, multi-skilled architectural practice founded in 1976 in Dublin, Ireland. The practice has expanded since it was founded in 1976, and they specialise in architecture, interior design, conservation, and urban design across a wide variety of project types, including commercial, public, residential, retail, recreational and conservation.
The firm are architects, but they also do health and safety, and assigned certifier, which means Arthur Gibney & Partners must certify that the building has been built in accordance with various standards and guidelines.
The problem
The firm have been using Mail Manager for around 10 years now, and initially looked into an email management solution as they wanted a better and easier way to file their emails. Kevin Tansey, Associate & Senior Architectural Technician at Arthur Gibney & Partners, noted, “pretty much everything goes by email these days”, so making a proper email management tool is critical for the company.
When asked about the firm’s previous email filing practices, Kevin Tansey commented, “We were dragging emails onto the server ourselves and filing them under the jobs, essentially in and out of folders. It was quite a laborious task, but I suppose at the early days of email there wouldn’t have been anything like the email traffic there is these days.”
The solution
Arthur Gibney & Partners initially came across Mail Manager by talking to other firms who were clients at the time. They decided to do a free trial of the software to ensure it would be a good fit. Kevin described using Mail Manager in the company as, “It’s pretty simple, just file, save and it’s gone.”
As a certifier, the firm often need to go back and find information related to projects regularly. When asked about their use of Mail Manager’s search feature, Kevin said, “It’s probably the best function of Mail Manager. It’s so easy to find things, and you don’t have to go trolling through folders looking for whether you’ve saved something. If you have any idea of the date or who it was to, you can just type it in. It’s a very good way of searching.”
When comparing life before and after Mail Manager, Kevin added, “We manually saved emails onto the server under the jobs, so if an email was misfiled, chances are you wouldn’t find it, or if you could it was only by accident. But if you misfiled something now, it’s still in there somewhere. You can generally find these things; you just have to broaden your search.”
“If you have to go back and look for something or see what was said at a time, or even just follow up on an email, it’s quite a quick way to just go ‘I know I sent an email’ and it’s there under that folder. It’s a much quicker way of doing it… It saves an awful lot of time and is very convenient.”
It’s a much quicker way of filing… It saves a lot of time and is very convenient.