A surprising amount of a project's history lives in email. The client's approval of a revised layout, the agency's list of comments, the consultant's updated calculations. When that email sits in one person's inbox, the rest of the team can't see it, and when that person is out, nobody can find it.
Give every project its own address
A project email address works like a shared mailbox for the job. Anyone on the team can copy or forward a message to it, and the message is filed with the project instead of a person. Clients and consultants can copy it directly, so their messages land on the project without anyone forwarding them.
Keep attachments with the message
Revised drawings and calculations often arrive as attachments. Saving them with the message they came in, on the project they belong to, means the next person doesn't have to ask which version is current.
Turn requests into tasks right away
Many emails contain a request: prepare a detail, open a permit document, revise a sheet. Each one is a task that someone will forget if it stays in the inbox. Turning requests into tasks when the message arrives keeps them visible and assigned.
Make it searchable
A project's correspondence is only useful if you can find it. Search that covers email alongside projects, documents, and clients answers "where did we agree to that?"
How Kineo handles it
In Kineo, every project has its own email address, and clients and contacts can have their own addresses too. When someone on your team imports a message, the assistant reads it and its attachments, matches it to the project, and suggests tasks, changes to existing tasks, comments, and documents, each with its reasoning.
Each suggestion shows exactly what would change, and someone on your team applies it or dismisses it. An imported email can also start an automation, for example one that prepares a draft change order when a client asks for work outside the scope. Imported email is searchable with ⌘K, alongside projects, documents, and clients.