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What is Smart FollowUp

Pitfalls of traditional follow up and how GPT-based AI can help

Rafiki Customer Success Team avatar
Written by Rafiki Customer Success Team
Updated over a week ago

In the fast-paced business world, effective and timely follow-ups after demos or customer meetings play a critical role in converting prospects into customers and nurturing lasting customer relationships. However, follow-up processes can be time-consuming, inconsistent, and prone to errors. The email following a demo serves as a crucial step in establishing a relationship with your prospect. The primary objective of this follow-up is to seamlessly progress to the next stage of the sales journey.

Rafiki's Generative AI-based Smart FollowUp is here to revolutionize the way you conduct post-demo/meeting follow-ups. In this in-depth article, we'll explore the challenges of current follow-ups and how Rafiki's cutting-edge Generative Pre Trained (GPT) AI-based solution can help you overcome these obstacles.

Challenges of Typical Customer Meeting Follow-Ups

  1. Delays: With a day full of back-to-back meetings, sending effective follow-up messages right after calls without notes is difficult, leading to delays in reaching out to prospects

  2. Laborious: Reviewing hours of calls by the end of a long day causes fatigue and may result in skipping key moments, reducing the effectiveness of follow-up messages.

  3. Distracting: Taking notes during calls distracts from focusing on customer engagement, which may result in poor meeting success

  4. Time-Consuming: Crafting personalized messages, using notes and key moments of customer responses during calls, requires significant time and effort

  5. Inaccurate Tracking: Keeping track of follow-up activities and their outcomes can be tedious and error-prone, making it hard to measure the effectiveness of your efforts.

  6. Human Error: Sales reps make mistakes in drafting messages, forgetting to follow up, or missing critical information, which may negatively impact the sales success

Automated Follow-Up: The Ultimate Solution

Rafiki's GPT-AI-based Smart FollowUp tackles the challenges of manual follow-ups by streamlining the entire process. This comprehensive solution streamlines personalized follow-ups using customizable prompts that reflect the style of the rep and the organization while incorporating important key moments from the calls (as set up by the sales process) ensuring timely, consistent, accurate, and improved customer follow-up and engagement. Rafiki offers customizable starter follow-up prompts to help you build your own prompt library for various use cases.

How Rafiki's Smart Follow-Up Works

Rafiki records the demo meeting and processes it within minutes of its completion. This involves generating a transcript, identifying the key speakers, and pinpointing key topics/trackers discussed during the call, such as pricing, feature and competitor mentions, objections, next steps, and more. A call summary is also created and synchronized with the CRM Deal.

Reps can pre-select or customize the GPT prompt library within Rafiki or use the one that comes as default. Rafiki then automatically generates your follow-up email, complete with trackable, timestamped key moments and keeps it ready in the draft mode, and sends a reminder for you to review. Effortlessly review, add/modify the text with the powerful built-in editor, add/change key moments and send the message with a single click, just minutes after the call.

Since Key Moments are automatically tagged for calls when generating follow-up emails, this ensures that essential aspects are addressed effectively and provides a clear reference to the exact point in the call when the key moment was discussed. The time-stamped key moments may include:

  1. Prospect's pain points

  2. Rep’s explanations on how their product addresses the gap

  3. Particular product features discussed

  4. Pricing and budget mentions

  5. Competition differentiators

  6. Or any key topic that you wish to be included in tracking key moments

By incorporating timestamped links for these key moments, Rafiki enables recipients to quickly access and review the relevant portions of the call, leading to more efficient and meaningful follow-up communications


  1. Time Savings: Taking high-quality notes and leveraging key moments, helps create an automatic draft of your post-demo/meeting follow-ups so your sales team can avoid having to re-listen to all the calls in the entirety again and get back to the customers post-meeting when it is still fresh in their minds.

  2. Consistency and Professionalism: The Smart FollowUp Module ensures consistent messaging and timing, creating a professional impression on your prospects and increasing the likelihood of conversion.

  3. Enhanced Customer Engagement: By delivering personalized and timely follow-ups, you can effectively engage your prospects, fostering relationships and driving sales.

  4. Accurate Data and Insights: The module's comprehensive tracking capabilities provide valuable insights with key moments into the success of your follow-up campaigns, empowering you to make informed decisions and optimize your strategies.

  5. Improved Conversion Rates: By automating follow-ups and ensuring they are personalized, timely, and consistent, the Automated Follow-Up increases the chances of converting prospects into loyal customers.

  6. Minimized Human Error: The AI-driven module reduces the likelihood of errors in messaging, scheduling, and tracking, ensuring a smoother and more effective follow-up process.


Manual post-demo/meeting follow-ups present numerous challenges and inefficiencies such as delayed follow-ups, and inefficient and unprofessional responses, that can hinder your sales efforts. Rafiki's Smart FollowUp offers a powerful, AI-driven solution to overcome these pitfalls, saving time, and resources, and ensuring consistent and effective customer engagement. Embrace the future of customer relationship management and elevate your business with Rafiki's cutting-edge technology today. With the Smart FollowUp, you can focus on what truly matters – growing your business and nurturing lasting relationships with your customers.

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