M07.04
Email, voice, calendar, and the company memory
Channels are tools. The file is the memory.
- Keep client documents off personal devices as the home copy
- Use shared calendars for applications and expirations
- Turn voice mails into tasks with owners
Why this sounds strict
Specialty contractors bleed knowledge when a coordinator leaves with a personal Gmail full of COIs. We will not do that. You will have company email and voice. You will file. You will put application dates, site walks, COI expirations, bid due dates, and lien deadlines on the shared calendar. If you are out Friday, someone else can run the loop from the file — not from your head.
Voicemail standard
- 01Capture
Name, number, job if any, request, time.
- 02Acknowledge
Call or email back the same day.
- 03Task
Owner + due time in the system, not on a sticky.
- 04File if it mattered
If it changed scope, money, or access, it goes in correspondence.
Takeaways
- Company inbox, company drive, company calendar.
- A voicemail is not complete until it is a task.
- If you leave, the company must still know.
SOPSOP Section 4.24 — IT / Systems AdministrationSOP Section 4.25 — Front Desk / Phone / Email Triage