JobsHVAC · Construction · Energy
Inbox triage
Every message that arrives is read, filed against the right job with its documents, and turned into a next step: a logged deadline, a draft reply or a task for the right person.
- Works with
- Project managers, office and operations teams
- Starts from
- Shared and personal inboxes
- Delivers
- A sorted inbox: every message on its job, every deadline with an owner
01
Summary
In an industrial services company, much of the real work arrives by email: invitations to bid, addenda, RFIs, submittal returns, change requests, vendor quotes and schedule updates. Each one belongs to a job and a workflow, but the inbox treats them all as messages, and work waits until someone notices it.
Operon reads every incoming message and its attachments, works out which job and workflow it belongs to, files it, and drafts the next step: the bid logged with its due date and its set downloaded, the returned submittal filed against its spec section, the reply to a supplier's quote. A person approves anything that goes out.
02
Inputs and outputs
What goes in
- Shared inboxes and the project managers' mail
- Attachments and plan-room links
- Your job list and project folders
- Who owns which kind of request
What comes out
- Each message filed against its job and workflow
- Deadlines logged, each with an owner
- Draft replies and tasks, ready to approve
- A record of every message and what was done with it
03
How it runs
Step
Operon
Your team
01
Read and sort
Operon
Reads each message and attachment and works out the job and the workflow it belongs to.
Your team
Keeps working in the inbox as usual.
02
File and log
Operon
Files the documents against the job and logs every deadline with an owner.
Your team
Sets who owns which kind of request.
03
Draft the next step
Operon
Drafts the reply, the RFI log entry or the pricing summary, with the drawings it touches.
Your team
Edits and approves.
04
Close the loop
Operon
Tracks what is still open and flags anything about to slip.
Your team
Decides what to chase.
04
What changes
Today
With Operon
Bid invitations
Today
Noticed when someone has time
With Operon
Logged with the due date the day they arrive
Submittal returns
Today
Waiting in an inbox
With Operon
Filed against the spec section, comments listed
Deadlines
Today
Buried in email threads
With Operon
On one list, each with an owner
05
Checks built in
Nothing sends itself
Every outgoing message waits for a person to approve it.
Permissions follow the job
People see the messages and documents their projects allow.
06
Getting started
Pick one project manager's inbox and one workflow, such as bid intake. We run it for a month with drafts only and count what it caught.
First results within a week. Live in three weeks.
- One inbox to start with
- Your current job list
- Who owns bids, RFIs and submittals
Related jobs
Further reading
Start with the work that costs you the most.
Tell us where your team loses the most hours. Three weeks later, an AI employee built for your company is doing that work.