Consolidated Email System Reducing Message Volume
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Solution Overview
Problem
Organizations face the challenge of sending a large number of electronic mail messages to members, leading to increased costs and member overload, as each product line generates numerous messages, often sent immediately, resulting in bandwidth and resource inefficiencies and member fatigue.
Innovation Solution
A system and method that consolidates multiple datums into a single email message based on rules set by the member or organization, allowing messages to be sent at predetermined times or when a set number of datums accumulate, reducing the frequency of messages and optimizing bandwidth usage.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Speed
If messages are sent immediately when each datum is available, then information is delivered promptly to members, but the number of messages increases significantly and causes member overload
Solution Approach 1:
The system performs preliminary actions by accumulating datums in a queue before sending messages. Instead of immediately sending a message for each datum, the system pre-accumulates multiple datums and then sends a consolidated message when the queue reaches a predetermined size or time threshold, thereby reducing the total number of messages while maintaining information delivery
Solution Approach 2:
The system implements periodic message sending by using time-based thresholds in the consolidation rule. Messages are sent at regular intervals or when a predetermined time period elapses, regardless of the exact number of accumulated datums. This periodic action reduces message frequency and prevents member overload while still delivering information promptly
2Loss of information
If multiple messages are sent to keep members informed, then information availability is improved, but bandwidth and resource costs increase
Solution Approach 1:
The system merges multiple separate datums into a single consolidated message by applying consolidation rules that group related information together. Instead of sending individual messages for each datum (e.g., separate messages for bill availability, payment receipt, and account updates), the system combines these into one message, reducing bandwidth usage and resource costs while maintaining complete information availability
Solution Approach 2:
The consolidation rule engine serves multiple functions simultaneously: it filters datums based on member preferences, groups related information, determines optimal sending times, and formats consolidated messages. This multi-functional approach reduces the need for separate messaging systems and reduces overall resource consumption across the organization's communication infrastructure
3Productivity
If messages are consolidated according to predetermined schedules, then message frequency is reduced and costs decrease, but information delivery timing becomes less immediate
Solution Approach 1:
The system dynamically adjusts message consolidation based on the nature of the datums being accumulated. For time-sensitive information, the consolidation rule can be configured with lower thresholds or shorter time periods, allowing faster delivery. For less urgent information, the system allows longer accumulation periods to maximize consolidation benefits. This dynamic approach balances resource efficiency with timely information delivery
Data Source
AI summary
An organization generates for each member a plurality of pieces of information (datums) to be sent to the member. The organization consolidates a plurality of the datums for the member into a single message by allowing the member to set a rule with a message service for receiving messages therefrom. The set rule specifies how to consolidate at least some of the datums from the organization into the single message. Datums from the organization to be sent to the member are then accumulated, and the set rule is employed to construct each received message having at least some of the accumulated datums consolidated thereinto.