Mailwave
Smarter internal communications for companies
Summary
As a UX design leader, I focus on creating strategic, data-driven tools that enhance business communication and streamline workflows. With Mailwave, I led the UX strategy and product design for an internal email engagement platform at SAP, transforming how teams communicate at scale.
By integrating email tracking and analytics directly into employees’ existing workflows, Mailwave empowers SAP teams to optimize their messaging based on real engagement data. The platform has driven measurable impact, with over 500 campaigns launched and 200,000+ employees reached, proving the value of strategic UX design in enterprise communication.
This project highlights my expertise in user-centered product design, business strategy, and enterprise software innovation—ensuring that emerging technologies are not just functional, but valuable and widely adopted.
Project Overview
Large enterprises rely heavily on internal newsletters, announcements, and team updates, but many communication leaders lack visibility into how their messages are received. Are employees reading them? Which topics generate the most engagement? Without this data, teams struggle to refine their messaging strategy.
Mailwave was designed to solve this challenge. As an internal email engagement tool, it allows SAP employees to send and track mass emails efficiently, ensuring that important updates reach the right audiences and drive action.
By seamlessly integrating into existing email workflows, Mailwave reduces friction and enhances communication effectiveness, making it a powerful tool for internal engagement.
Key Challenges
SAP’s internal communication teams faced three major hurdles:
Lack of Visibility into Email Engagement: Without clear analytics, newsletter senders and team leaders had no way of knowing whether their messages were being read or acted upon.
Inefficient Internal Communication Workflows: Many teams relied on outdated tools that required complex setup, making mass email distribution cumbersome and time-consuming.
Need for a Scalable, Data-Driven Solution: A growing organization needed a centralized, easy-to-use tool that could provide real-time feedback, helping teams refine their messaging strategies.
These challenges required a UX-driven solution that prioritized simplicity, efficiency, and measurable impact.
Approach & Solution
To address these challenges, we designed and launched Mailwave as a lightweight, intuitive communication platform. The UX strategy was built around three core principles:
1. Frictionless Integration
Users send emails through their standard email client, and Mailwave automatically processes the campaign—no additional software required.
2. Real-Time Analytics
The platform provides open rates, click rates, and geographic engagement insights, enabling teams to track performance instantly.
3. Optimized Communication Strategy
By leveraging engagement data, teams can tailor content to improve readability, clarity, and effectiveness.
How It Works
- Send & Track – Users draft an email and forward it to Mailwave, which generates a magic link for campaign setup.
- Optimize & Launch – The user finalizes the recipient list, tests the email, and schedules delivery.
- Measure & Iterate – Engagement metrics provide valuable insights, allowing teams to refine their approach.
This research-driven UX approach ensured that Mailwave was both powerful and effortless to use, encouraging widespread adoption.
Key Insights & UX Strategy Outcomes
Our design research uncovered clear insights into how enterprise communication could be improved. These findings shaped Mailwave’s UX strategy and long-term adoption.
Drivers of Adoption
✔ Ease of Use – By integrating directly into employees’ existing workflows, Mailwave minimized the learning curve and encouraged adoption.
✔ Actionable Insights – Real-time feedback empowered communication teams to refine their messaging strategies for maximum impact.
✔ Scalability – The platform was designed to support small teams and large departments alike, ensuring broad usability across the company.
Barriers to Adoption
🚧 Resistance to Change – Many teams had established email workflows, requiring clear value propositions to drive adoption.
🚧 Privacy & Data Sensitivity – Employees needed transparency about how engagement data was collected and used, ensuring trust in the system.
🚧 Balancing Simplicity with Advanced Features – The challenge was to provide in-depth analytics without overwhelming users with complexity.
These insights were instrumental in refining Mailwave’s design and ensuring its long-term success.
Business Impact
Mailwave has grown into a mission-critical tool for SAP’s internal communication teams. Key results include:
🔹 500+ campaigns launched across SAP, demonstrating strong adoption.
🔹 200K+ employees reached, improving internal engagement.
🔹 Adoption by key business units, including corporate communications and HR.
🔹 Improved content strategy, with teams refining messaging based on real-time analytics.
By combining strategic UX design with business insights, Mailwave transformed internal communication at SAP, proving that well-designed enterprise tools can drive real, measurable impact.
