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.
See every project's mail in one place
Once each project has an address, someone still has to notice what came in. A single list of every message, across every project and client, shows what's new, what still needs someone to act on it, and who already handled it, without opening each project in turn.
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 Paradesk handles it
In Paradesk, every project, client, and contact can have its own email address. Everything your team imports lands in one inbox for the firm, with tabs for what has suggestions to review, what's waiting to be imported, and what needs attention, and filters by project, client, or contact. When someone 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 the lines of the email it came from.
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 drafts a change order and a review task when a client asks for work outside the agreed scope. Imported email is searchable with ⌘K, alongside projects, documents, and clients.