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📚 Automate lead emails outreach with AI

📚 Automate lead emails outreach with AI

How we use AI to draft personalized partnership responses

Reading Time: 4 minutes

Hello AI Enthusiast,

Today we're sharing how we use an AI automation to accelerate our response to partnership requests at AI Academy. We'll show you how we create personalized email drafts based on lead priority.

The Problem

We're a small team, and our partnership lead, Helin, juggles a lot of corporate clients. Keeping up with every new request? Not easy. Many businesses face this challenge; the constant flow of emails, each needing a personalized response. It's time-consuming and can easily lead to delays or oversights.

How We Do It

That's why we built an automation system. Now, once Helin decides a new lead's priority, the system automatically creates a personalized draft in Gmail, with the next steps for the lead based on the priority, ready for her to review and send. We’ll show you how we have done it.

Before we explain how we built this, know that this is the kind of automation you learn to create during our Gen AI Project Bootcamp. You'll learn to:

Select tasks to automate with AI
Craft effective prompts
Build these automations

And you get 1-on-1 support throughout the process. Our next bootcamp starts on Monday, and subscriptions close on Friday, so there's no time to waste.

1) Lead Capture and Prioritization. When a new lead reaches out, they’re automatically added to our CRM on Notion. Helin reviews the request, digs into the company, and tags the lead with a priority.

New lead on Notion

2) Automation Trigger. As soon as she sets the priority, our automation kicks in. We've got different paths depending on the lead's urgency, but let's focus on the top priority, P1.

Whole Automation Scenario

The branch of the scenario we are focusing on

3)AI-Powered Email Draft. Here's how it works: We use a prompt to draft the email, pulling data from the Notion database. Things like the contact's name, company, and their specific request. Here’s our prompt:

Act as a Helin, who is leading partnerships at AI Academy, a professional education and training company founded by AI expert Gianluca Mauro.
 
I will give you the name, email address, request type, and company information of a high-priority corporate request from AI Academy. You will prepare the first email to explain the next steps and set a meeting.

Include the following content in your email: 

Next Steps: To take the next steps, I suggest we schedule a call at this link (<https://example.com>).

Urgency: Could you please provide us with the timeline for when you would like the training program to be implemented?

Budget requirements: It would be helpful for us to understand your budget constraints so that we can design the most cost-effective program for you.

Audience: Who would be attending the training program? Identifying the participants would allow us to customize the content to their specific roles and responsibilities. 

Details: Use a professional but friendly tone of voice. Make references to what the request is about. 

Email should not be longer than 250 words. DO NOT ADD subject and signature, WRITE ONLY the email body. 

Corporate Request:
"First Contact Name"
"Company Name"
"Request (from website)"

4)Draft Review and Notification. Once the draft is ready in Helin's Gmail account, the automation also sends her a slack message letting her know it’s ready to review and send.

Generated Email Draft

Automated Slack Message

5) Preventing Duplicate Drafts To keep things smooth, our final Notion module makes sure we don't generate a new draft every time the automation runs, just the first time a priority is set. Here’s how we set up the filter that checks if a draft email has already been created.

Last Notion Module

Your Turn

If you have a small team like ours, you don't need to be overwhelmed by every new client request.

Which email-related AI automation would be most valuable for your team?

Now, here's how you can get started building your own automation:

Identify the bottleneck: What repetitive task is slowing you down the most?
Map out your process: Outline the steps you currently take to complete this task.
Choose your tools: Get familiar with platforms like Make for automation and ChatGPT for generating personalized content.
Start small: Begin with a simple automation, like automatically categorizing incoming emails.
Test and refine: Run your automation with a small batch of data first and adjust as needed.

Remember, the goal is to enhance your personal touch, not replace it.

Want to get even more practical? Explore hands-on AI learning with AI Academy:

Generative AI Project Bootcamp: Create AI prototypes to solve real business problems.
Corporate Training: Tailored AI training for your team.
Practical Introduction to ChatGPT: Free course on effectively using ChatGPT.

We'll be back with more AI tips soon!