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What is Smart FollowUp

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

Written by Rafiki Customer Success Team

What is Smart Follow-Up?

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 and progressing to the next stage of the sales journey.

Rafiki AI Smart Follow-Up is an AI-powered solution that revolutionizes the way you conduct post-meeting follow-ups. It automatically generates personalized, professional follow-up emails from your meeting transcripts.

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 outcomes.

  4. Time-Consuming: Crafting personalized messages using notes and key moments from calls requires significant time and effort.

  5. Inaccurate Tracking: Keeping track of follow-up activities and their outcomes can be tedious and error-prone.

  6. Human Error: Sales reps may forget to follow up or miss critical information, negatively impacting sales success.

How Smart Follow-Up Solves These Challenges

Rafiki AI Smart Follow-Up tackles these challenges by streamlining the entire follow-up process:

  • Automatic generation: After each meeting is processed, Rafiki AI generates a follow-up email from the transcript without any manual effort.

  • Customizable prompts: Use the Prompt Library to define the tone, structure, and focus of your follow-up emails to match your style and organization standards.

  • Key moment inclusion: The AI identifies and incorporates important discussion points, agreements, and action items from the call.

  • Consistency: Every follow-up maintains a professional standard regardless of rep experience level.

  • Speed: Follow-ups are ready within minutes of the call ending, not hours or days.

How to Use Smart Follow-Up

  1. Rafiki AI records and processes your meeting automatically.

  2. Navigate to the meeting in the Meetings dashboard.

  3. Open the meeting detail view.

  4. Click the Generate Follow Up Email with AI button.

  5. Select a prompt from your Prompt Library or use the default.

  6. Review the generated email, edit if needed, and send.

Customization Options

Rafiki AI offers several ways to customize your follow-up emails:

  • Prompt Library: Create and save multiple prompt templates for different use cases (post-demo, post-QBR, post-discovery call). Navigate to Settings > General > Customize Prompts.

  • Tone and style: Define whether emails should be formal, friendly, or concise.

  • Content focus: Specify which elements to include such as action items, key moments, timestamps, or next steps.

  • Organizational sharing: Share prompt templates across your team for consistent follow-up quality.

Requirements

  • Premium license required

  • Meeting must be hosted by you

  • Meeting must be fully processed (transcription complete)

For prompt examples, see Example Follow-Up Prompts.

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