Many organizations are used to using shared functional email addresses like support, marketing, middle_office, legal, or project_committee to represent different functions of the company and allow people talk to a sort of service desk when they have a question to ask to this service.
They usually send an email and hope for an anonymous reply to come... which can sometimes take a loooong time. It's not because the people behind these email addresses are not professional. It is just that managing such an email address can soon be a pain in the ass. No one in this shared email really knows who does what, there is no clear accountability for handling requests, and it is easy to mark as read something that has not ben processed/replied.
Azendoo Subjects allow to manage more than just projects. You can manage the daily work situations, running processes, ad-hoc dynamic cases... and replace functional email addresses too!
Azendoo has a unique per-object sharing tenet, instead of the classical containers that are binary and rigid. Here are some examples of how you can use a subject in that objective:
In most companies, there is a Human Resources team. They can now have a 'HR' Subject in the main company Workspace that supports corporate / transverse topics and that has, let say, only 2 members - the people who run the Human Resources. Only these 2 people can view what happens inside the 'HR' Subject (OK nothing new so far)
Then - here begins the Magic - anyone in that workspace, despite not member of the 'HR' Subject, can start a conversation on HR in private with the 2 members. She/he'll see this conversation from its activity feed and will get the answer. Nothing more and anyone else will not see that specific conversation.
Even more useful, someone in the HR team can also share a task on HR and assign it to anyone in that workspace (see screenshots below). They can for example ask any employee for personal information like official documents, while keeping this action fully private to only the people aware of the request. Sharing this a task under a Closed HR Subjects provides great benefits:
- it is clear for the assignee that a named person in HR asks her/him an action
- the action can have a due date and a reminder, repeat according to a chosen periodicity
- there is a simple place for both the employee and HR to manage this specific request and where to share the documents, ask questions - in private
- HR has a view that - by design - regroups all the requests made to different individuals
- by default only the originator and the assigned employee are notified with their comments
- if the originator of the request in HR is not available to reply a comment of the assigned employee, an HR teammate can reply easily and has the full history instantly available
- people in the HR subject are not interrupted nor disturbed by unsolicited notifications (unless they are explicitly involved) but they have access to the content and can search / pull what they need
Examples of what a member of HR can view:
- all conversations that are purely internal, and also reply to any in-private employee request easily
- all tasks and can ask anyone in the workspace for an action
... and of what anyone in the workspace can do:
- ask a question - and get a reply from HR - in private
- get assigned with a task that is visible to only HR members on that subject
- but a non-member of HR cannot access content inside this closed subject unless explicitly granted (assigned or subscribed to a specific task, or @mentioned in a specific conversation)