Using Automation To Enhance Client Communication

AI is so freaking cool y'all! We're 9 days into 2024 and my newly built AI-automations have already both saved me a ton of time and improved my client onboarding experience. Here’s a peek into how I've used AI to improve my most popular AI marketing team training package in 2024, for both me and my clients: ⬅️In 2023, these trainings began with a one-hour call with my client to identify the most helpful AI use cases for their team, followed by 30-45 minutes of planning and email drafting on my end. Although effective, this process was time-consuming. While I loved the conversations, figuring out the necessary assets I needed for personalizing each team's training was my least favorite part of my work. ➡️This year, I've leveraged AI to transform my approach so I can focus on what matters most: delivering an impactful AI skills training for my clients' teams! Here's how I've used AI automation to enhance the experience for EVERYBODY: 1️⃣ First I analyzed all of my 2023 trainings and feedback to create a brand new 'AI use case menu' of 29 popular and highly impactful options. Now, my busy marketing leader clients select their use case preferences through a streamlined onboarding form, that also gathers the other information I'll need to personalize their training. This eliminates the need for a logistics meetings and is quick for clients to complete, saving us both time. 2️⃣ The onboarding form links to Zapier, triggering a cascade of automated actions when it's submitted. The responses go to the OpenAI API, where GPT-4 meticulously matches them to the necessary items for personalizing a perfect training for my client. Once completed, Zapier emails me the exact details I need for each client's personalized training. I then perform a crucial human-in-the-loop review before sending the personalization needs list to my client. ⏱️ Time Saved, Value Added: This isn't just about cutting down my workload. It's a dual victory. My clients now breeze through onboarding, investing mere minutes where they once needed an hour. Meanwhile, I have taken 1.5 hrs of my own work down to only 5 minutes. 🌊The ripple effect? My clients now enjoy a richer, more focused engagement. The time previously reserved for preliminary discussions is now rechanneled into a valuable 30-minute post-training debrief session, offering marketing leaders space to ask any questions they may have around supporting their teams' AI adoption. 🧠Implementing this system wasn't instantaneous. It took several hours of work gathering and creating the data necessary, considering the automation steps, creating and testing detailed prompts for GPT-4, ensuring consistent, accurate outputs, and guaranteeing a positive client experience. But now, having seen it in real-world action, I am immensely grateful for the time and energy invested in building this system (which is just one of many I've developed to streamline my efficiency in 2024)!

If you think regular customer updates aren't crucial, think again. Timely communication is the backbone of customer retention. Using automation tools like HubSpot, we ensure every customer feels valued and informed. Here’s what makes it truly effective: 1/ Segment your audience: We use data to segment our customers based on behaviors, preferences, and past interactions, allowing for more targeted communications that truly resonate. 2/ Automated triggers: Our system creates triggers based on customer actions—or inactions. For instance, if a customer hasn't interacted with our emails for a while, we initiate a re-engagement campaign automatically. 3/ Drip campaigns: We've set up drip email campaigns that send messages at just the right times or in response to specific user actions, keeping our communication flow consistent and reducing team workload. 4/ Regular monitoring: Automation isn't a set-it-and-forget-it tool. We continuously monitor and optimize our automated campaigns to improve engagement and conversion rates based on performance analytics. 5/ Feedback mechanisms: We automatically send surveys and feedback forms at different stages of the customer journey, making our customers feel heard and helping us quickly identify and act on areas for improvement. This strategy not only saves time but also enhances the overall customer experience, leading to higher satisfaction and loyalty. #hubspot #customers #engagement #automation

Last month, I had a call with a CEO who was about to make a $50,000 mistake. He wanted to hire a new employee to handle their growing client onboarding process. "We're drowning, each new client takes 40+ hours to get set up properly." I asked him one simple question: "Can you walk me through your current process?" What followed was painful to hear: → Manual contract creation (2 hours per client) → Back-and-forth email chains for signatures (5+ days) → Manually setting up 12 different software accounts (3 hours) → Creating folder structures in 4 different platforms (1 hour) → Scheduling multiple onboarding calls (30+ minutes of coordination) The most insane part: his team was re-entering the same client information into 7 different systems. The same exact information seven times. Instead of hiring a new person at $50K, we built a simple automation system in 2 weeks: ✅ Smart intake form that captures everything once ✅ Auto-generates contracts with client data ✅ Triggers signature requests automatically ✅ Creates all software accounts simultaneously ✅ Sets up folder structures across all platforms ✅ Schedules onboarding calls based on client preferences Onboarding time dropped from 40+ hours to 2 hours. Client satisfaction increased (they loved the smooth process). His team could focus on actual value-add work instead of data entry. Total cost: $8,000 Annual savings: $50,000+ Before you hire more people, ask yourself: "Are we solving the right problem?" Sometimes the answer isn't more hands. It's smarter systems. Follow me Luke Pierce for more content on automations, AI, and scaling systems that actually work.