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How I Used Actual-Time AI to Minimize Gross sales Comply with-Up Time 67%

Trying to derail a gross sales name? Strive saying one thing like:

“Let me ship you pricing after the decision.”

Or, what about:

“I’m undecided about that integration.”

Perhaps one thing alongside the strains of:

“I’ll must test in with my colleague on that.”

For gross sales reps working in fast-paced and changeable environments, it’s not all the time attainable to have each reply at their fingertips.

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Reps normally log out calls with a mountain of motion objects. The following couple of hours are a mad scramble to seek out the fitting information and get solutions over to their prospect. Inevitably, they overlook some follow-ups and lose others to messy notes.

What if I mentioned you possibly can use synthetic intelligence (AI) to reply complicated questions in real-time, reduce follow-up time by two-thirds, and provides your self extra time to concentrate on high-value actions like constructing relationships?

Need to understand how we do it?

Learn on.

How can we use AI?

Kaia is our real-time Oknowledge AI Assistant. Consider it as Alexa or Siri for gross sales reps. Once I be part of a name, it’s there with me, listening, analyzing, and looking for methods to assist.

It does quite a lot of stuff—and I imply quite a bit.

  • Dwell transcription — no extra frantic note-taking.
  • Flash playing cards — Kaia cues off key phrases and reveals me essential info.
  • Motion objects — if anybody mentions a follow-up process, it logs the merchandise for later.
  • Bookmarks — I can spotlight key moments to come back again to later.

Right here’s the way it works in observe.

Scale back prospect fatigue

As a gross sales rep, I wish to really feel as assured and ready as attainable earlier than they go into conferences. Earlier than Kaia, I spent between one or two hours prepping for every assembly.

Right here’s my previous breakdown:

  • Normal Analysis (30 to 60 minutes): Normal analysis covers all the things a prospect may ask about—merchandise, options, use instances, integrations, and so forth. Contemplating how rapidly Outreach evolves, this might take quite a bit longer. I restricted it to an hour to depart time for the following—arguably extra essential—stage.
  • Product Positioning Speculation (30 to 60 minutes): Throughout my product positioning analysis, I’ll dig into the corporate and construct a speculation for our name: Why do I believe they want Outreach? How can we add worth? What are their ache factors?

Whereas normal analysis is essential, my product positioning analysis is make or break. If I get the positioning unsuitable, it’s sport over.

And but… it’s solely half of my prep time.

Or it was once, at the least.

With Kaia, my supporting analysis turns into redundant, as a result of having an always-on assembly assistant solely modifications how I reply to prospect questions.

Nailing questions in real-time

Broadly talking, prospect queries break up into three buckets: Excessive-level questions, technical questions, and positioning questions.

Outreach's prospect question workflow, including high-level prospect questions, technical questions, and positioning questions, and how to use AI tool KAIA to answer them.

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The high-level bucket consists of questions on integrations, pricing, options, and so forth. As a result of our product suite is so giant and quickly evolving, prepping for these questions took up an enormous quantity of my time.

However with Kaia, it’s a special story.

If somebody asks a couple of competitor, Kaia reveals me a battle card with our key differentiators. In the event that they ask a couple of particular integration, it reveals me our partnership particulars and integration course of. In the event that they ask about pricing, it reveals me a pricing card.

By delivering flashcards, Kaia ensures my solutions are completely up-to-date and immediately obtainable. And since Kaia has my again, I can massively cut back my analysis time—typically by as a lot as 67%. Higher but, I can reply as many questions in real-time as attainable, decreasing prospect fatigue and maintaining them engaged.

The second bucket is the tremendous technical stuff like safety requirements. As an alternative of bluffing by a solution, I exploit Kaia’s automated follow-ups to immediate me to ship info later.

Lastly, there are positioning questions—the actual focus of the assembly. Whereas consumers will quibble about pricing and ask about options, it’s the positioning questions that may make or break a sale. With Kaia dealing with the opposite two buckets, I can dedicate all my consideration right here, drilling down into their ache factors and discovering how Outreach may help.

Minimize follow-up time by 67%

Even after I do should comply with up, Kaia nonetheless has my again.

Based on one examine, gross sales reps spend simply one-third of their time promoting. As we’ve simply seen, prep work takes an enormous period of time. Earlier than Kaia, it was an identical story with gross sales assembly follow-ups.

Associated: Use Outreach? Right here’s Do Personalization At Scale

My common follow-up e mail used to take round 60 minutes to put in writing. I’d go to my conversational intelligence device, seize the decision recording, and paste it into my template. Then, I’d head to Salesforce and test my notes. I’d re-read them, looking for follow-up duties. If I had any, I’d hit up Outreach’s data base for product info and Google for extra normal content material.

It was handbook, time-consuming, and type of demoralizing. As a salesman, I wish to spend my time promoting, not manually looking for info and pasting hyperlinks.


A slide depicting the manual follow-up email process, including call recording (conversational intelligence), call notes (CRM), information finding (Google, LinkedIn, Crunchbase), and Product information.


Kaia automated quite a lot of this course of, permitting me to construct a brand new follow-up workflow that takes half the time.

As an alternative of counting on third-party companies, Kaia integrates quite a lot of capabilities into Outreach.

For instance, at any time when my prospect requests a follow-up or I supply to follow-up with one thing, Kaia creates a process. Once I go to put in writing my post-meeting e mail, I see an inventory of all of the follow-up objects and might add them with a single click on.

A slide depicting how Outreach KAIA makes it simple to follow up after a sales call.


My new workflow reduce my follow-up time to a mean of 20 minutes. That has two large advantages.

First, my prospects get what they want quicker. A name ends, I get to work, and inside half an hour my prospect has all the additional info they requested and the following steps. Once more, it decreases purchaser fatigue as a result of they aren’t ready days for solutions and knowledge. I’m again to them as quickly as attainable, driving the deal ahead.

Second, I reclaim 40 minutes of my time. That doesn’t sound like quite a bit, nevertheless it’s 40 minutes per assembly. If I run 10 conferences every week, that’s 6.6 hours—time I can spend on totally different accounts and initiatives.

Kaia makes me a greater gross sales rep

Once I’m speaking to our clients about Kaia, I concentrate on the return on funding (ROI). Whereas Kaia doesn’t pour in additional leads on the high of your funnel (like many Outreach merchandise do), it helps reps do extra with what they have already got.

The ROI comes from delivering a greater shopping for expertise, saving time, and releasing reps to concentrate on what they’re greatest at—constructing relationships, constructing narratives, and discovering options.

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