Following the easing of CoVid restrictions, when remote working was a major feature of day-to-day work life, many companies have now embraced hybrid working patterns for their staff in their efforts to boost productivity and support staff wellbeing. This move to a new way of working generally requires staff to spend a limited amount of time actually in the office (or customer site for collaboration, project work or to provide service to a customer).

Adopting a hybrid way of working has its challenges for the organisation to support both its customers and staff.  For email and document management particularly, it highlights any existing challenges of poor collaboration, lack of visibility and inability to find information quickly. These challenges were previously mitigated somewhat by staff working alongside each other day-to-day in the office and being able to interact with each other directly. However in remote working, poor collaboration/communication is exacerbated and has increased the pressure on the IT organisation to find better system solutions to support the staff when working remotely and in turn their ability to support customers in a timely manner.

In organisations across most industries, email is the most widely used form of communication. Daily, key business decisions are discussed and key information crucial to businesses is shared by email. As we know,

email is intended to streamline communication, but it can become a counter-productive tool when the inbox requires so much time and effort to manage and/or when you need to collaborate with other colleagues to support customers and sales activity. 

There are many challenges in providing a full email management solution to a company or business. There are the competing needs of the different stakeholders from Legal, IT and the business. It is usually critical to any business to maintain a complete record of email communications. Balancing the increased costs and risks associated with keeping all information, together with the challenge of making it as easy as possible for business users to file, search and find information, is essential.

The management of emails is therefore key and here at Knowledgemill we can provide an intelligent machine learning email management capability that fully supports hybrid working. Knowledgemill automates the complex process of filing and simplifies searching for emails, attachments and documents across your entire organisation by securely storing all data into one central database. You can relax in the knowledge that you will never lose an email or document again, saving valuable time with instant access to all important and relevant data at the click of a button anywhere and at any time.

Some of the key benefits of adopting Knowledgemill are:

• Supports remote and hybrid working – access from anywhere at any time – from your laptop, desktop, iOS mobile, Android mobile and browser

• Minimal disruption – no upheaval (and therefore risk) in switching IT systems.  Allows the chance to maximise your return on investment in your existing Document Management solution. Knowledgemill seamlessly integrates with most Document Management systems ‘out of the box’

• Little organizational change – users continue to use Outlook the way that suits them best.  Same look and feel as Outlook creates high user adoption

• Increased productivity – significantly reduces the amount of time staff spend filing and searching for information through the use of automation and machine learning

• Reduced risk – never lose sensitive or critical information, even after staff have left the organisation. Knowledgemill brings together all emails and documents in one central database, e.g. your current document management solution. As part of an organisation’s information governance and content management efforts, accounting for email is key. Selecting the right email management system, automation and exit strategy will achieve this

• Improved client service – being able to quickly establish a full and accurate picture in relation to a client or project in real time

Here at Knowledgemill, we can help with email management for your organisation. Visit www.knowledgemill.com or contact us at info@knowledgemill.com   for more information.

It is widely acknowledged that email is now a critical communication tool for all manner of organisations. Exacerbated by the global pandemic, necessitating remote and hybrid working for staff, there is a real challenge to help users and the organisation manage their email correspondence. The majority of business emails contain critical information for the organisation and require handling with speed and precision to deliver a timely and coherent customer-centric experience.

The need for business critical emails to be stored centrally is key. By using automation (‘Zero click’ filing) combined with machine learning, a business can guarantee that emails are stored centrally and that they have been filed in the right client or project file/workspace. It allows customer queries to be answered immediately by any member of staff because the customer file is always up-to-date.

One of the major concerns I encounter when talking to organisations is the fear that Zero click filing results in emails being filed in the wrong place or that staff fear loss of control. The opposite is of course true, by combining automation with machine learning, staff remain in control but automation removes most of the burden of email administration for the user and saves considerable time previously wasted in filing and searching for business critical emails. Combined with a data retention policy, it reduces compliance, audit and data regulation risk for the organisation and promotes a consistent customer-centric model. 

At Knowledgemill we can provide an intelligent machine learning email filing system that works seamlessly as part of Microsoft Outlook (Office 365 or Exchange) and integrates with the document management system of your choice or the native Knowledgemill DMS.  It also provides a full filing capability for iPhones, iPads and Android phones, which is essential for today’s remote and hybrid working patterns.

At Knowledgemill we have been working with many organisations to solve their operational email management problems, Legal firms, construction firms, accounting firms or professional services organisations. Please click on the link www.knowledgemill.com to find out more.  I would be pleased to demonstrate/discuss how Knowledgemill can help your business, explain the system in more detail and show how Knowledgemill could help your organisation. 

Kevin has been successfully delivering technology solutions to companies for over 30 years both on the buying and selling side of a number of blue chip organisations, e.g. with Deloitte or as a CIO/COO.

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To create and maintain this central database of emails we use an email management tool called Knowledgemill Mail Manager, this can be plugged into my Outlook (and any document management system) or is available on a mobile device. It means I am copied in on less emails as they are always available centrally and I can find any information stored in an email very quickly and easily, regardless of the age of the email. 

The Knowledgemill Email Manager balances automation and machine learning for maximum business benefit. Up to 80% of emails are automatically filed and user control in maintained through the use of machine learning all while removing the burden of email filing from the user.