How Habitat Planning Regained Control of Their Document & Email Management

by | Feb 23, 2022 | Blog, Case Studies

Habitat Planning is a town planning and urban design consultancy located in Albury-Wodonga, Australia. Since 2015, the Habitat team has rapidly grown, causing several data management challenges for the firm.

In this article, you’ll see how they overcame those challenges by transitioning from File Explorer to 12d Synergy. Enjoy!

Download the full case study (PDF) here

Habitat Planning Collaboration
Before 12d Synergy, Habitat were using File Explorer to manage over 20 years’ worth of files and up to “190 active projects” explains David Hunter, Director of Habitat. The simple task of retrieving a report or an email often resulted in hours wasted, “it was a task that you never wanted to do, because it was almost impossible”.

As their team grew from 2 staff members to 7, so did their volume of data and documentation: “as our team grew we lost some oversight on projects… there were issues around which documents are the most current. We would have 50 versions of the same document…there were lots of duplications and complications”.

Watch: Habitat’s Journey with 12d Synergy

Mitch McPherson, 12d Synergy’s National Sales Manager, recently caught up with David Hunter (Director of Habitat Planning) to learn their experiences of using 12d Synergy.

The Challenges Habitat faced:

  • Maintaining quality data and document management
  • Version control on all their document heavy projects
  • Managing and storing email data and reports
  • Implementing manual policies around document naming and filing
12d Synergy helped Habitat overcome these challenges with the following:

Common Data Environment

12d Synergy enabled Habitat to take control of their document management with a common data environment for all their active and archived projects.

By moving their years of data into one centralised repository, Habitat can rapidly retrieve, recover, and generate all their documents faster and more efficiently. This includes all their varying file types, from project reports and drawings to PDFs, emails and both Microsoft & Adobe suite files.

“The biggest benefit we’ve seen from 12d Synergy is having all our information in the same place”.

– David Hunter, Director, Habitat Planning

Common Data Environment

Version Control and File Automation

With File Explorer, Habitat’s team were at risk of working from duplicated or outdated data. With 12d Synergy, Habitat have transformed their file management with automated version and revision control.

They now have consistency in their files, being able to quickly generate documents with an audit trail of the ‘who, what & when’ behind each edit. Additionally, they can easily rollback to previous versions when needed.

Streamlined Email Management

As a town planning firm, Habitat receive and respond to thousands of emails per project. Previously, they managed their emails through individual inboxes and File Explorer which often resulted in emails being held or lost. “With File Explorer, there wasn’t a way to save emails in an automated or cohesive way”.

By harnessing 12d Synergy’s Outlook integration, they’ve been able to efficiently save, find and stamp project emails and file them into specific job folders. With 12d Synergy, information is no longer trapped in user’s inboxes, it’s accessible to the entire team.

“There’s heaps and heaps of emails coming in, if someone leaves or someone’s out all of that information is trapped in their inbox and no one can see it…. 12d Synergy automatically stores that information and gives us the emails that we’re looking for.”

– David Hunter, Director, Habitat Planning

Standardised Job Structures and Automated QA

As a town planning firm, Habitat receive and respond to thousands of emails per project. Previously, they managed their emails through individual inboxes and File Explorer which often resulted in emails being held or lost. “With File Explorer, there wasn’t a way to save emails in an automated or cohesive way”.

By harnessing 12d Synergy’s Outlook integration, they’ve been able to efficiently save, find and stamp project emails and file them into specific job folders. With 12d Synergy, information is no longer trapped in user’s inboxes, it’s accessible to the entire team.

“There’s heaps and heaps of emails coming in, if someone leaves or someone’s out all of that information is trapped in their inbox and no one can see it…. 12d Synergy automatically stores that information and gives us the emails that we’re looking for.”

– David Hunter, Director, Habitat Planning

Standard & Centralised Location
“We’ve definitely seen an ROI benefit in using 12d Synergy. We’re now much more efficient in file and document management, and we’re able to retrieve documents quicker, and generally be more productive.  I would recommend 12d Synergy to other users in town planning, engineering, and project management fields.”
David Hunter

Director, Habitat Planning

Interested in learning how 12d Synergy can do the same for your business?

Find out more about document and email management in our free eBook

Download Free eBook: Habitat Planning and their Complete Document & Email Management Solution with 12d Synergy

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Author
Michelle was a marketing coordinator here at 12d Synergy. Hailing from sunny Brisbane, she has a background in mechanical engineering authoring a final year thesis on reuseable scramjets (faster than a rocket, smaller than a plane). Outside work & rocketry, Michelle enjoys binging Netflix and food with friends.

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