Project Email

Email, email, email; it’s ubiquitous and inevitable. So much of project communications is done via email, but storing vital information in people’s personal inboxes makes it very difficult to find–because it’s so segregated. We also unnecessarily fill up our inboxes by receiving messages with attachments that we’re copied on multiple times. And often we try to send messages with such large attachments that they don’t even go through.

An Inbox for the Project

While we can’t stop email, we can try to control it. In VPO, we establish a mailbox that is assigned specifically to the project. This mailbox is accessible right alongside all of the other communications we’re tracking–like RFIs, Submittals, Meeting Minutes, and more. It’s available as an Outlook Web Access mailbox, accessible using just a Web browser.

Easy to Use

It’s easy to use. Just CC the project’s email address every time you send out a new project-related message or reply to a message that’s relevant to the project. Not only will it be stored to the project mailbox, but everyone’s replies will be stored there too. Don’t worry if someone forgets to hit Reply All, because you can always forward an email message later, to store it in the project’s inbox.

Search Project Email

With the appropriate permissions you’ll have full control over the inbox, to organize email messages into folders, and to search for specific keywords. It’s just like what you can do with your own personal inbox, except that it’s for the project.