5

OFFICES

1300+

EMPLOYEES

70+

EMAIL SOFTWARE USERS

1-2

HOURS SAVED DAILY PER USER

“Before this system, each employee spent around 1-2 hours of archiving emails every day. Now, we don’t spend any time archiving emails at all”.

Jørgen-Ole Christensen

– Senior Operations Manager

About Team Tankers

Team Tankers International is a chemical tanker company located in Bermuda with its corporate headquarters in Westport, USA. The company is listed on the Oslo Stock Exchange and ranks amongst the 10 largest chemical tanker operators in the world. 

Team Tankers is well known in the shipping industry as industry experts within chemicals: A field that requires a certain insight and expert knowledge to master – something Team Tankers has acquired through years of both company experience and long-time employees. 

Team Tankers transports cargo with a fleet consisting of 40 chemical tankers, they have 1250 crew members and 70 onshore employees working from five offices around the world. All onshore employees use our MARK5 software for emails.

The Problem:

Filing up to 3000 Emails Into Folders Every Day

Back in 2013, Team Tankers was manually filing around 2-3000 emails per day. This procedure was very time consuming for employees, who were dragging and dropping all emails into folders. At the time, the company was using Outlook for emails, and because of the sheer amount of emails, they were hard to locate at a later time.

In an attempt to fix this, Team Tankers developed an internal workflow, demanding employees to archive emails into certain folders to make it easier to retrieve specific emails at a later stage. This resulted in way too much time spent archiving emails, and an endless number of structures, caused by employees who were creating different types of folders. Also, accidental misplacements of emails into the wrong folders made it impossible to retrieve emails at a later time.

“When everyone is dragging and dropping, some emails will be dragged into the wrong folders, and then you will never find those emails again”.

Jørgen-Ole Christensen

– Senior Operations Manager

The Search for an Email Solution

“It came to a point where Team Tankers had too many emails in Outlook, making it extremely difficult to locate the important ones” explains Casper Thalund, Head of Projects at Nordic IT. This forced Team Tankers to look for a new email solution, and eventually, a MARK5 (now reMARK) test was set up onsite. A selected group of users in the Copenhagen office were chosen to use the system and help define how the teams should work with email. 

During the test, automated archiving was set up and the powerful search feature retrieved important emails in a split second. The result? Team Tankers chose to proceed with MARK5 for their email management solution. 

“After a test period, we learned that MARK5 would save us a lot of time because we would stop filing emails all together”

Jørgen-Ole Christensen

– Senior Operations Manager

The Company Roll-Out

Team Tankers prepared a launch strategy to smoothen the transition. 

The strategy consisted of both a pre-defined work-flow and user training accompanied by mentoring from in-house super-users.

To align the work-flow in the company, Team Tankers was really strict in educating their users: 

“We dictated when and how employees should work in the system” Jørgen-Ole explains. Also, training was carefully planned, and just before the launch it was presented to all employees: 

“We had a training session of 3-4 hours explaining the overall concept of no filling needed. We also trained users in basic functionality”, he elaborates. After this training session, users should be able to use the system on their own and within just one week, everyone was using it.

Already during the test period, the elected users had become highly skilled super-users, making them competent to assist and help colleagues during the transition from Outlook – thus making it much easier to implement the system for the rest of the company: “Because of the test period, the super-users were really well prepared when we finally rolled out the system to the rest of the users. They were very competent to help new users, which definitely also helped the implementation along” explains Casper Thalund.

“There really is no comparison to other email systems: I would recommend MARK5 anytime”.

Jørgen-Ole Christensen

– Senior Operations Manager

How our Email Solution Solved Team Tankers Email Problems

It has been over five years since Team Tankers implemented NordicIT’s email system – a decision Jørgen-Ole is still very pleased about. “When we first started using the system, we felt a world of difference. We thought we bought a new email system, but actually, it was a brand new way of working – and only for the better. Today, we have a new company work-flow with no filing needed – all archiving has been excluded” says Jørgen-Ole Christensen.

Team Tankers use our solution to auto-filter into specific ship-folders, where emails automatically go to the right folder and users only look in their own vessel folder, containing just the emails they need. Jørgen-Ole Christensen says “This way, we do not have to read 1400 emails every day, we just read what we need to read. And therefore, the system really is as tailored to shipping as it can be – although I am positive other industries could benefit from it as well.”

“In the end, there really is no comparison to other email systems: I would recommend MARK5 anytime”

Jørgen-Ole Christensen

– Senior Operations Manager

Team Tankers’ Favorite Email Features

SEARCH

The system ensures extremely fast retrieval of emails, filtering through millions of emails instantly.

FLEXIBILITY

The system is customizable and flexible, allowing users to set the interface up in a way that suits them.

AUTO-FILING

No more dragging and dropping - filters automatically sort emails into predefined folders.

CLIPBOARD+

Cut multiple text-pieces and paste them in as you wish to avoid going back and forth.

Follow in The Footsteps of Team Tankers