Communication Manager: Manage all project communication on your project extranet using 4Projects collaboration software.

Problems managing by email?

Our communication management collaboration software gives you an efficient and controlled way to standardise, manage, record and track communications on a project, process, portfolio or within an organisation. These project extranet tools have been designed to make real time communication between multiple users simple and transparent facilitating effective communications management for all projects, facilitating IPD.

4Projects collaboration software also enables you to manage communication of tasks or information requests in a timely and controlled way. With intelligent integration it creates a simple and useable tool which keeps all communication together. Integrate seamlessly with external email or replace emails completely.

For full details contact us for a free demonstration.

Email Management:
  • Dedicated 4Projects inbox for all extranet communication.
  • Users select how to receive notifications & updates.
  • Use your extranet inbox or integrate with external email.
  • Option to remove external emails completely with extranet inbox.
  • Seamlessly integrate with any external email application.
  • Remove email overload & 'crossing emails'.
  • Reduce your email server size.
  • Email into the system capturing contents and attachments.
  • 'CC' your project extranet in all related emails - capturing all communication.
  • Record of all emails stores in one central location.

Transparent communication - ‘Discussions’:
  • Creates a vital ‘conversation thread’ for all relevant individuals to view, contribute and respond to.
  • Avoid email overload and the problem of ‘crossing emails’.
  • Unlike emails, the discussions threads provide a full audit trail giving transparency and mitigates risk.
  • All responses are logged and available to all participants of the discussion.
  • All parts of the discussion thread are searchable.
  • Link or attach any item within the system or from your own computer drive.
  • Automatic notifications of new “comments”  via email or 4Projects inbox.
  • Start discussions in 4Projects via email from any computer or mobile devise. 
  • Participants can respond to discussions directly via email.
Effective management – ‘Tasks’:
  • Create and allocate tasks to individuals; ideal for RFI's.
  • Automatically notify the task owner and stakeholders of updates.
  • Track and manage progress on actions against set delivery dates.
  • Link the task to items or attach a file from your external drives.
  • Respond to any queries ensuring communication is recorded and together.
  • Give tasks a priority to facilitate effective task management.
  • Tasks can be given a unique, sequential number to help tracking.
  • Task meta data and content are completely searchable.
  • Maintain an audit trail ensuring transparency and mitigation of risk.
  • Easy to see & create reports on what activity is overdue or completed.
  • Create tasks via email from any comouter or mobile devise.
  
Efficient distribution – ‘Notifications,Transmittals & Submittals':
  • Notifications can be used to highlight specific items to individuals or groups.
  • Create distribution lists to streamline regular communication to groups.
  • Set up transmittal matrices by allocating multiple items to different individuals or groups and send in one process.
  • Check at any point for updates of items in a transmittal matrix and resend in one simple click.
  • Secure and simple submittal process with a full audit trail.
  • Combine with the workflow module to automate processes and ensure approval mechanisms are followed.
Defect Management – ‘Snagging, Punchlists & Repairs’:
  • Combine custom forms, workflow management and communication to streamline the defect management process.
  • Create standard practice in defect capture, notification and resolution.
  • Allocate snag fixing and repairs to appropriate individuals with automated email notifications.
  • With email and Evernote integration, defects can be captured and monitored on site from any mobile device.
  • Set completion times and monitor progress to timescales.
  • Full audit trail at all times.

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