having lots of emails in a project, means also having a sound way to archive them for a quick and effective retrieval.
How do you organize your project's folders?
I have sort of root folder with uncategorized items, then major subfolders "Client" "Purchase" "Process" "Suppliers" and sub-folders when needed (Suppliers has many!!)
First project I've worked as Anupam folder and subfolders by project date.
Second I've reduced to 1 folder by project. After a few years I've realized that I was spending time in this classification.
In my last projects I only created 1 folder for internal information, it means, news, social activities at the company, etc. After I use the categorization.
I think that somehow it depends on the project size, email client and how you are more efficient.
For sure it will all come down to size of projects: if I can spend time on emails, I can make a really nice work of folders and catalogue... If project is big, stakeholders are multiples and time is short, then tags will really save the day! Saving Changes...
Product Operations Program ManagerBarcelona, Cataluña, Spain
Very good tips, great thread.
I take advantage of this open thread to ask what do you do with emails that have been replied and counter/replied several times. Do you keep all of them or just the latest (assuming that it includes the content of all previous emails).
In addition, do you keep ALL emails related to the project?
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2 replies by Mayte Mata Sivera and Stéphane Parent
Jan 13, 2017 6:49 AM
Stéphane Parent
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I keep them all, Eduard, for a few reasons.
First of all, with different time zones, it may not be evident what the correct time for each message is in the email thread.
Second, many sub-messages may have been stripped of their original attachments in the reply/forwarding process.
(TIP: To ensure you comply with Sarbane-Oxley, always re-include attachments in your email replies where you are discussing or approving the attachment.)
Finally, each message has header information which may be needed for tracking purposes.
Jan 13, 2017 12:10 PM
Mayte Mata Sivera
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Eduard, yes, I also keep all the emails. If there were an issue of space, we should archive it. Depending on the company that I've worked the policies SOX, JSOX made me re send the emails (As Stéphane noted) with the attachment, then is more and more space...
Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
Jan 13, 2017 4:34 AM
Replying to Eduard Hernandez
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Very good tips, great thread.
I take advantage of this open thread to ask what do you do with emails that have been replied and counter/replied several times. Do you keep all of them or just the latest (assuming that it includes the content of all previous emails).
In addition, do you keep ALL emails related to the project?
I keep them all, Eduard, for a few reasons.
First of all, with different time zones, it may not be evident what the correct time for each message is in the email thread.
Second, many sub-messages may have been stripped of their original attachments in the reply/forwarding process.
(TIP: To ensure you comply with Sarbane-Oxley, always re-include attachments in your email replies where you are discussing or approving the attachment.)
Finally, each message has header information which may be needed for tracking purposes. Saving Changes...
First project I've worked as Anupam folder and subfolders by project date.
Second I've reduced to 1 folder by project. After a few years I've realized that I was spending time in this classification.
In my last projects I only created 1 folder for internal information, it means, news, social activities at the company, etc. After I use the categorization.
I think that somehow it depends on the project size, email client and how you are more efficient.
You can automate email delivery to specific folder, either by setting rules or writing VBA code.
There are various ways to organize. This is the simplest and common across IT :)
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2 replies by Mayte Mata Sivera and Stéphane Parent
Jan 13, 2017 7:36 AM
Stéphane Parent
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Of course, Anupam.
The problem is rules will only work for the simplest of cases. (I've often been disappointed at the limitations of Outlook rules.)
As for VBA, few PMs have the skills or resources to go down that route.
Jan 13, 2017 12:14 PM
Mayte Mata Sivera
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Anupam, rules, and VBA work in big organizations where all team follows the ground communication rules when sending an email. I did when I've worked in IBM (using Loftus, for sure) or HP (outlook, that has limitations in the rules that you can apply)
I've worked in a small company as freelance that they were using GMAIL...then... lol
It depends on a lot of the organization and the project. But, I'm with Stéphen...tags, categories...that's all.
Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
Jan 13, 2017 7:20 AM
Replying to Anupam
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You can automate email delivery to specific folder, either by setting rules or writing VBA code.
There are various ways to organize. This is the simplest and common across IT :)
Of course, Anupam.
The problem is rules will only work for the simplest of cases. (I've often been disappointed at the limitations of Outlook rules.)
As for VBA, few PMs have the skills or resources to go down that route.
Just started using "categories" in Outlook: it is a complete nightmare, this software! The query system lags and doesn't return correct feedback, but the overall idea looks good.
KYI
Community Champion
