Workflows is a feature designed to help you automate follow-up emails and manage communication with your prospects effectively. It simplifies the process of nurturing leads and ensures that you stay on top of your follow-ups without manual effort. This guide will walk you through the key aspects of setting up and using Workflows.
What Are Workflows?
Workflows allow you to create automated follow-up sequences for prospects based on specific triggers. Whether it's a simple reminder email or a more complex series of follow-ups, this feature ensures that your leads receive timely communications, even if you're busy with other tasks.
By using Workflows, you can set conditions such as the number of days to wait before sending the next email, making your follow-up strategy more efficient.
Accessing and Creating a Prospect Flow
Navigate to the Settings menu and click on Workflows to view all available workflows. You can see existing flows or create a new one by selecting + Create Workflow.
You can create different flows for different scenarios, such as following up on samples sent, sending introductory emails, or checking in after a first contact.
Setting Up an Automated Follow-Up Workflow
When you create a new workflow, you can define the number of follow-up emails and set conditions for when they should be sent. For example, you can specify that a follow-up email should be sent if there is no reply after 5 days.
Draft the email body for each step in the sequence by clicking on the Follow-up blocks, and customize your message as needed.
Using Templates and Variables
To save time, you can use pre-existing templates or create your own. Templates help maintain consistency in your communication, and variables (like the recipient's name) personalize each email, enhancing engagement.
Access templates directly from the Prospect Flow interface, making it easy to build your workflow using consistent messaging.
Managing Prospect Communication from the Pipeline
Once your Prospect Flow is set up, you can easily schedule it directly from the Pipeline. This enables you to apply the workflow to specific prospects who need follow-up without having to leave the Pipeline view.
Use the Schedule Flow option to choose which flow to apply, and review or edit the emails before applying.
Scheduling a Follow-Up Flow
When scheduling a flow, you can review the follow-up sequence to ensure it meets your needs. Each email is scheduled based on the criteria you've set, like time delays between each follow-up.
Adjust or cancel scheduled emails at any time to stay in control of your outreach strategy.
Tracking Follow-Up Progress
After scheduling, you can see a summary of the active flow in the Pipeline. The interface indicates when the next email will be sent, allowing you to monitor and manage your outreach efforts easily.
Use the View button to check the details of your flow, or Remove to cancel it if necessary.
Best Practices for Using Workflows
Segment Your Leads: Create specific flows for different stages of your sales process to ensure that each lead receives the appropriate follow-up.
Personalize Communication: Use variables to make your emails feel more personal and relevant.
Monitor and Adjust: Regularly review the performance of your flows and make adjustments as needed to improve engagement rates.
With Workflows, you can automate repetitive tasks, maintain consistent communication, and optimize your follow-up process, helping you to convert more leads into successful business relationships.