Mailboxes cleared up thanks to automatic email “deep reduction” campaign

Just three months after rolling out the email “deep reduction” campaign, the number of automated messages from the FI2.0 system dropped by nearly 40%, while TMS saw an impressive 71% decrease — even though workloads remained the same. This achievement comes from the coordinated effort of IDO together with the SEPG, FQC, HR, and IT teams, aiming to clean up the daily “mountain of email clutter” and give every FSOFTer a lighter, more focused inbox.

Every morning, FSOFTers’ mailboxes used to be packed with automated notifications from internal systems — enough to make anyone feel overwhelmed, accidentally delete important messages, or waste time filtering out unnecessary ones. While email alerts were once a helpful tool for daily operations, the rapid surge in volume led many to dump them straight into Spam, unintentionally missing valuable information. Meanwhile, the IT system had to carry the extra burden of handling this massive load, making it harder for each FSOFTer to stay focused on their core work.

In March 2025, IDO joined forces with the teams managing FI2.0 (SEPG, FQC, PMO), TMS (HR), and IT to launch a company-wide drive to dramatically reduce the number of system-generated emails sent to every FSOFTer each day. Several clear guidelines were set:

• Only send when action is truly required: No more redundant notifications that is not really necessary.
• Maximise alternative channels: Prioritise Maya, MyFPT, or in-system notifications instead of flooding email inboxes.
• Eliminate unnecessary confirmations, stats, and “FYI” messages: Any emails with a low open rate (<5%) or no clear value for recipients were aggressively trimmed.
• Proactively prevent errors within the system: Instead of sending error reminders by email, the system now alerts users directly via pop-ups or messages within their working interface.

By the end of 2024, the FI2.0 system recorded over 138,339 issues/tasks but generated nearly 1.8 million notification emails. TMS faced similar overload, with about 98,472 requests and 713,520 emails sent out.

Thanks to the campaign, by June this year, FI2.0’s notification emails dropped to around 1 million — a 39% reduction. Likewise, TMS saw its email volume fall dramatically to just 216,069, down by 71%, even as the number of requests increased to 102,001.

This cutback has made FSOFTERS’ inboxes significantly cleaner and more manageable, without adding to their workload.

What’s in it for FSOFTers?

• Greater focus for each FSOFTer: Less email clutter means fewer missed important messages.
• Time saved on sorting and reading emails, freeing up energy for creativity and growth.
• Lighter IT infrastructure loads, creating a healthier digital environment for the whole company.

This transformation not only helps individuals feel less drained by endless notifications but also marks an important step forward in optimising operations and enhancing the digital experience across FSOFT’s entire ecosystem.