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!!)
Root Folder - Sub-folders - Sub-sub folder by Month
1. Project A
1.1 ABC
1.2 XYZ
1.1.1 Jan
1.1.2 Feb
1.1.3 Mar
1.2.1 Jan
1.2.2 Feb
1.2.3 Mar Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
I stopped organizing emails into folders. This is because most email client offer good searching capability.
My suggestion is to simply have one folder for all your project emails but assign categories to your emails to allow some grouping. Categories have a benefit over folders because you can assign more than one to an email. Saving Changes...
Senior Projects Manager | Field & Marten AssociatesNew Westminster, British Columbia, Canada
Alberto,
I have the same situation as yours but I managed to create a folders template which makes life easier for me.
For each project, I have a separate main subfolder under inbox then sub-sub folders which suits the nature of my projects. The best way to deal with is creating folders and subfolders that suits your projects. Search engines did not prove to be 100% efficient (At least for me) due to the nature of my job as I receive sometimes more then 100 emails a day and can go to 150 at peak - I know its crazy but thats how it is when you have 5 different projects with 5 different clients.
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1 reply by Alberto Tummillo
Jan 12, 2017 10:36 AM
Alberto Tummillo
...
It is exactly the structure I have in my INBOX: project -- preset of folders (like Client, Internal, Suppliers...) and sub-sub folders upon need.
The big issue is to manage distributing the emails correctly.
that is why I'd like to evaluate the tagging system proposed by Stephane: one folder per project and then tags
Thx for sharing your opinion!
Saving Changes...
Mahesh PrasadProgram Manager| Capgemini India Private LimitedBangalore, Karnataka, India
It is a great question I think. While emails programs are much better today with intelligent searching and indexing capabilities, it may become a problem for the user to pick-up the right key word to search for the desired note. Hence, categorizing and grouping them up to reasonable extent is important. It may differ from project to project itself.If one is handling multiple project at one time, then one might want to group the emails against the specific project. Hence, project name goes in the root. Thereafter, one need to give a little bit time to think over the most important criteria and so on. For example, for some the 'major stakeholders' could be next level of importance and for some others it could be the 'milestones or functions' etc. Hence, I think, choices would differ from person to person and projects to projects. The most important thing here, in my opinion, is the key word that we choose for searching a note. This final intelligence comes from the individual. Saving Changes...
I have the same situation as yours but I managed to create a folders template which makes life easier for me.
For each project, I have a separate main subfolder under inbox then sub-sub folders which suits the nature of my projects. The best way to deal with is creating folders and subfolders that suits your projects. Search engines did not prove to be 100% efficient (At least for me) due to the nature of my job as I receive sometimes more then 100 emails a day and can go to 150 at peak - I know its crazy but thats how it is when you have 5 different projects with 5 different clients.
It is exactly the structure I have in my INBOX: project -- preset of folders (like Client, Internal, Suppliers...) and sub-sub folders upon need.
The big issue is to manage distributing the emails correctly.
that is why I'd like to evaluate the tagging system proposed by Stephane: one folder per project and then tags
Thx for sharing your opinion!
...
1 reply by Rami Kaibni
Jan 12, 2017 11:16 AM
Rami Kaibni
...
You're welcome Alberto - In both cases you need to put an effort either with the tagging or with distributing. It all goes down to what is best for you. Good Luck.
Saving Changes...
Thomas KennedyProject Engineer| BPAberdeen, Aberdeenshire, United Kingdom
When I was preparing for my PMP, I organised my emails into 1 folder per project and then sub-folders as per the practice areas, with sub-folders as required. This was mainly to get me into the right frame of mind for the PMP but I have found it preferential to my previous filing methods and have continued it for this year.
Senior Projects Manager | Field & Marten AssociatesNew Westminster, British Columbia, Canada
Jan 12, 2017 10:36 AM
Replying to Alberto Tummillo
...
It is exactly the structure I have in my INBOX: project -- preset of folders (like Client, Internal, Suppliers...) and sub-sub folders upon need.
The big issue is to manage distributing the emails correctly.
that is why I'd like to evaluate the tagging system proposed by Stephane: one folder per project and then tags
Thx for sharing your opinion!
You're welcome Alberto - In both cases you need to put an effort either with the tagging or with distributing. It all goes down to what is best for you. Good Luck.
...
1 reply by Stéphane Parent
Jan 12, 2017 12:36 PM
Stéphane Parent
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True, Rami.
Of course, distribution assumes you will know the exact place to find it later on. With multiple categories or tags, you can actually speed up the process ("Should I put it under Scope Management or Contract Management? Oh... I'll tag both of them.") and make it easier to find it later, using one of the tags assigned to it.
Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
Jan 12, 2017 11:16 AM
Replying to Rami Kaibni
...
You're welcome Alberto - In both cases you need to put an effort either with the tagging or with distributing. It all goes down to what is best for you. Good Luck.
True, Rami.
Of course, distribution assumes you will know the exact place to find it later on. With multiple categories or tags, you can actually speed up the process ("Should I put it under Scope Management or Contract Management? Oh... I'll tag both of them.") and make it easier to find it later, using one of the tags assigned to it.
...
1 reply by Rami Kaibni
Jan 12, 2017 12:57 PM
Rami Kaibni
...
I agree and It definitely makes sense Stephane - I agree with you. It all goes down to what makes you more comfortable at the end as both processes with give you the same end result.
Senior Projects Manager | Field & Marten AssociatesNew Westminster, British Columbia, Canada
Jan 12, 2017 12:36 PM
Replying to Stéphane Parent
...
True, Rami.
Of course, distribution assumes you will know the exact place to find it later on. With multiple categories or tags, you can actually speed up the process ("Should I put it under Scope Management or Contract Management? Oh... I'll tag both of them.") and make it easier to find it later, using one of the tags assigned to it.
I agree and It definitely makes sense Stephane - I agree with you. It all goes down to what makes you more comfortable at the end as both processes with give you the same end result. 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.
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2 replies by Alberto Tummillo and Anupam
Jan 12, 2017 1:42 PM
Alberto Tummillo
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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!
Jan 13, 2017 7:20 AM
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 :)
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