Documentation and reporting
Keeping detailed records is not just good practice, but a requirement of certain regulations that must be strictly saudi arabia phone number observed.
Having detailed records of all decisions and changes during the project life cycle is very useful because in the event of a claim, dispute or litigation, it is useful to have a complete and easily accessible record of all actions taken and who is responsible for them.
However, finding the time to properly organize and categorize this information that comes in via email for each project every day can be overwhelming. Traditional email systems can also have limited search tools, making it nearly impossible to find an email from 10 years ago.
Confidential information is regularly exchanged via email, including: drawings and diagrams, financial indicators, personal data of employees and clients, contracts, etc.
Mishandling or leaking this information is a threat to your company’s cybersecurity and can damage customer trust. A great way to mitigate these risks is to regularly audit your security systems to ensure they are up to date and comply with established protocols. Another option is to implement a procedure to verify emails before sending them.
Competent email management significantly facilitates the implementation of a construction project. However, the main tool for increasing operational efficiency in construction today is BIM technologies. More details about which aspects of a project can be improved thanks to information modeling are described in this article .
Tools and solutions
There are currently several tools available to help you address the challenges of email management within a construction project. When choosing a solution and strategy, consider several factors:
Convenient and intuitive interface for easy learning and starting work, with the ability to implement custom settings for various modules and comprehensive user support to increase their satisfaction and productivity
Automatically categorize emails into topics or folders to link emails into a thread
Advanced search capabilities for quick access to emails and attachments and improved decision making
Seamless control for email access across OS and mobile devices to ensure flexibility and productivity for all team members
Establishing regular backups, protection from unauthorized access, and compliance with data protection standards to ensure the safety of confidential project information
Cloud services for cost-effective data storage with remote access and storage expansion