Email, e-mail, e-mail; it’s ubiquitous and inevitable. So much of project communications is done via e-mail, 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 e-mail messages with attachments that we’re copied on multiple times. And often we try to send e-mail messages with such large attachments that they don’t go through.
An Inbox for the Project
While we can’t stop e-mail, 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 e-mail 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 too. Don’t worry if someone forgets to hit Reply All, because you can always forward an email message 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 e-mail messages into folders, and to search for specific keywords just like you do with your own personal inbox–except that it’s for the project.