Email communication is still one of the most widely used tools in business, with 86 percent of professionals preferring it over other methods, such as instant messaging (IM) platforms and voice and video conferencing tools.
Projected figures anticipated that the total daily email traffic—sent and received—would grow to a staggering 347 billion by the end of 2023. However, this ubiquity introduces significant challenges, particularly in maintaining compliance and managing critical business information.
Traditionally, users have treated their email inboxes as de facto document stores, often trapping key operational data in personal inboxes. This practice makes information invisible, unsearchable, and—worse still—unretrievable by other team members or departments, severely hindering operational efficiency and compliance.
In large-scale projects, the importance of saving emails to a centralized system like Microsoft SharePoint is of the upmost importance. SharePoint’s superior search capabilities, compared to those in Exchange, provide a more efficient way to handle email data. OnePlaceMail enhances this by promoting email attributes to columns in SharePoint, which results in faster and more accurate search results, significantly improving email management. Emails saved to SharePoint with OnePlaceMail also maintain email chains without overwriting emails based on subject lines.
The process of saving thousands of emails related to a project can be quite time-consuming, often evolving into a labor-intensive task that occupies a significant portion of one person’s weekly workload. This manual process is further complicated as teams attempt to save emails as they progress, leading to situations where multiple team members inadvertently duplicate efforts. This redundancy is only realized when it’s discovered that an email has already been saved to SharePoint.
Maximize email communication
To address these challenges and streamline the process, the integration of OnePlaceMail with cloud technology, particularly Azure, has significantly improved its scalability, making it suitable for large organizations. It also works seamlessly across various devices, including mobile phones, enhancing accessibility and convenience for today’s diverse workforce.
Building on this technological advancement, OnePlaceMail introduces a distinctive feature: the assignment of a unique file name to each email within a thread. This innovation significantly enhances security by preventing accidental overwriting and loss of critical data. This aspect is especially crucial in sectors such as legal and financial services, where maintaining detailed email documentation and audit trails is important for regulatory compliance.
Additionally, the architecture of OnePlaceMail is designed to uniquely prevent email duplication. This capability is key in conserving essential storage space and boosting data management efficiency. It proves particularly beneficial in scenarios where high email volume and the risk of data redundancy are major concerns, ensuring a streamlined and efficient handling of email communications.
Extend the use of OnePlaceMail across the enterprise
A decade ago, OnePlaceMail was created to manage a client’s challenge of processing nearly 2,000 emails every ten minutes. Initially, the high volume of emails on on-premises servers posed a scalability issue. Now, advancements in cloud technology and Azure have made OnePlaceMail a scalable solution, compatible with modern work practices that include features such as:
- Robust email tracking: a modern, enterprise-ready approach provides visual notifications and color-coding in Outlook to indicate the status of emails, ensuring every team member is up to date.
- Cross-device functionality: the system is fully functional across mobile devices and any device using Outlook.
- Automated accuracy: by automating email categorization and storage, OnePlaceMail ensures a centralized, reliable source of truth for all information. This automation reduces manual effort and increases efficiency, particularly beneficial for industries that handle large volumes of emails.
- Audit-ready process: documented processes support full team collaboration and are designed for risk mitigation.
For industries subject to stringent regulations, the ability to store emails securely and compliantly is necessary. The solution runs within their tenancies, ensuring complete control over data. This is imperative for large teams working on extensive projects, where emails vital to the project must be easily discoverable, usable, and stored in a unified location.
OnePlaceMail offers a streamlined approach to email management. Its key feature is the automation that notifies recipients when an email is saved to Microsoft 365, removing any uncertainty about its storage status.
Additionally, emails saved to SharePoint automatically update inboxes with a ‘Saved to SharePoint’ indicator. This functionality saves time and makes it easy to access saved emails in SharePoint with a single click, enhancing efficiency and collaboration.
For more information about modern email tracking, speak to Ideagen OnePlace Solutions today.
Sources:
1- https://www.hubspot.com/marketing-statistics
2 - https://www.radicati.com/wp/wp-content/uploads/2018/12/Email-Statistics-Report-2019-2023-Executive-Summary.pdf
