A recent study conducted by Newforma and Dodge Construction Network, reveals that 59% of respondents track and document project decisions through email.
In the same study, 69% report that they cannot find the information they need to make informed decisions.
Email is a key component of the project record.
All email communication that flows back and forth across team members in the context of a project should be tracked, recorded, and stored for easy access by the project team as a key component of the project record.
Easily file emails to your project directly from Microsoft Outlook
File all project-related emails to the project.
Filing email to the project ensures that critical information is available to the project team members who need it. If a staff member is on vacation, transitions to another project, or leaves the firm, valuable information communicated through email is not lost. Everyone on the project who should have access to the email can easily retrieve it through Project Center.
Filing email to the project is simple.
Getting staff members to change the way they work is difficult. With Newforma email filing options, employees don’t have to make any changes to their daily routines or learn new tools.
Newforma’s Outlook Add-in enables staff members to simply drag and drop emails to their project folder just as they would any other email they want to save in a folder.
If more than one team member files the same email, only one copy is saved.
It gets even easier when you file to a project email address.
Newforma’s Project Email Addressing feature automates the filing process by enabling team members to simply include the project’s email address on their “send”, “forward”, or “reply all”. Emails will automatically be filed. If more than one team member files the same email, only one copy is saved.
Initiate workflow actions directly from Outlook and an email.
Emails often contain information that requires an action to be taken such as initiating a submittal, RFI, or action item. This often requires the information contained in the email to be re-entered in the system of record. Incoming emails for workflow-related items can automatically be added to Project directly from Outlook. This saves a significant amount of time by eliminating the need to re-enter the information from the email in a separate form. Project Center extracts key information from the email to auto-populate in Project Center.
Emails can be related to other project items such as RFIs or change orders.
It’s all about keeping project information together. All email conversations and project items such are RFIs are in one place so that you have a complete picture of the project. You don’t have to go look for information across multiple sources. Everything is linked so you don’t have to be a detective to find what you need.
Now you can search anything that is contained in an email!
Your staff can now use Newforma’s unique search to find any information that may be buried in an email. Search emails for a specific project or across projects.
You can also search project emails and email attachments. You can assign keywords and related items to email messages. When filing email messages, you can assign keywords and related items to your email.
Shifting the email paradigm.
Project teams who have shifted the email paradigm have recognized the benefits immediately. Finding information buried in emails becomes easier with search capability. Sorting through hundreds of irrelevant project emails becomes a thing of the past. And people who need information communicated through email now have it.