Mail Manager

One business who’re currently thriving is Mail Manager – as they experience a major influx of enquiries and new partners signing up for their services. Created by need by Arup the organisation have created an Outlook add-in to help project based businesses eliminate their email management headache, improving productivity, reducing risk and making work more efficient, and we’ve been catching up with their team around their unique product offering…

Q. How can effective email management support institutions within the built environment to reach their potential?

By delivering consistency in how project teams manage email. It’s the communication tool which can derail a project as well as the productivity of your staff, effective email management means:

  • Reduced risk of losing sensitive information
  • Time savings across a project team
  • Email being organised in the same way your key project documents are
  • Email representing a key part of your quality management procedures

Q. What are some of the core productivity drains that exist within correspondence management?

The primary one is fee earners searching for information which is either in their inbox or relating to a project they’re working on.

Q. How can firms maximise their productivity at a time when resources have been stretched thinner than ever due to the pandemic?

Across the industry we’re seeing business support teams reduced, whether it’s through furlough or redundancies but project teams have existing contracts and are having to work under challenging circumstances.

Companies across the built environment, can identify the simple efficiency gains at a time when they need quick results.

  • Outlook represents one of the biggest productivity tools in industry but businesses haven’t considered how it is used
  • Email represents the biggest communication tool on a project and is the most searched form of information.

Q. Mail Manager was developed by Arup, what led to the genesis of the business?

Arup identified that email management was relevant for any project-based business, particularly those who had an concern over productivity and reducing risk exposure.

Most businesses had explored larger document management systems which represented a significant investment and a great deal of functionality which wasn’t always required.

We felt there was a gap in the market for a cost effective, simple solution which could be deployed in less than a day.

Q. How can Mail Manager help firms to overcome administrative difficulties?

By removing the hassle! The key is to reducing the reliance on individuals to handle commercially sensitive information in a responsible way.

Q. What are some of the clients you have worked with in the past and how have you been able to support them?

Clients range from 5-person practice’s to Gensler Architects. The one thing which is consistent, is their ability to give time back to their fee earners through them having access to the emails on their projects instantly.

We also support companies by providing peace of mind that they’ll never lose an email on a project again.