Running a business often feels like juggling a dozen balls at once - and follow-up emails? They’re the ball that’s easiest to drop. Whether it’s reaching out to a new lead or checking in with an existing customer, follow-ups are essential but, let’s face it, a bit of a chore. That’s where automation comes in.
In this guide, we’ll show you how to set up a simple follow-up email automation using tools you probably already have. It’s quick to set up and will immediately save you time, helping you stay on top of conversations without breaking a sweat. And if you’re ready to take things further, we’ll also introduce some advanced tools that can transform the way you work entirely.
Stick around - by the end of this, you’ll know how to reclaim hours in your week and keep every lead moving forward.
Why Automate Follow-Up Emails?
Automating follow-ups might sound fancy, but it’s really just smart. Here’s why:
- Save Time: Think of all the hours you’ve spent writing the same email over and over. Automation gives you that time back.
- Stay Consistent: Even the best of us forget things. Automation makes sure every lead gets the attention they deserve.
- Boost Engagement: Timely, relevant emails show customers you care, and that builds trust.
- Scale Easily: Got 10 leads or 1,000? Automation handles them all without you lifting a finger.
Step-by-Step: Automating Follow-Ups on Popular Platforms
Gmail (Google Workspace)
What You Need: Gmail and Google Workspace.
- Set Up Email Templates:
- Go to Gmail settings > "Advanced" > Enable "Templates."
- Create your follow-up email content and save it as a template.
- Use Filters for Automation:
- In Gmail, click on the settings gear > "See all settings" > "Filters and Blocked Addresses."
- Create a new filter based on criteria like subject, recipient, or keywords.
- Assign your template to the filter using the "Send template" action.
- Integrate with Google Sheets for Advanced Automation:
- Use tools like Make.com or Google Apps Script to trigger follow-ups based on data changes in a Google Sheet.
Outlook
What You Need: Microsoft Outlook or Office 365.
- Create Quick Steps:
- Open Outlook and go to "Quick Steps" under the "Home" tab.
- Set up a new Quick Step to send a pre-written follow-up email.
- Use Rules for Automation:
- Go to "Rules" > "Manage Rules & Alerts."
- Create a new rule to send automated replies based on email conditions.
- Leverage Add-Ins:
- Explore add-ins or integrations to extend Outlook’s automation capabilities.
Taking Automation Further
If you’re ready to go beyond just emails, it’s time to explore some next-level tools that can simplify even more of your workload.
Pipedrive
- Why It’s Great: Pipedrive is like having an extra set of hands. It helps you manage customer relationships, automate follow-ups, and keep track of your pipeline - all in one place.
- What It Can Do: Automatically move deals to the next stage, send reminders, and track interactions so you’re always one step ahead.
Make.com
- Why It’s Great: Make.com is the Swiss Army knife of automation. Whether you’re syncing data between tools, automating complex workflows, or handling multi-step processes, this tool has you covered.
- What It Can Do: Imagine automatically updating your CRM, sending personalised emails, and generating reports - all without touching a thing.
By using tools like these, you can free up even more time and ensure your business runs like clockwork.
Tips for Effective Follow-Up Emails
- Be Personal: Use the recipient’s name and reference something specific, like a previous chat or their business goals.
- Add Value: Don’t just say hi; share something useful, like a link to a blog or a quick tip.
- Keep It Short: Long emails often go unread. Make your point and move on.
- Test and Refine: Pay attention to what works. Adjust your approach based on open rates and responses.
Take the Next Step with Flowbird
We get it - automation can feel like a big leap. But it doesn’t have to be. Whether you’re just dipping your toes in or ready to dive all in, Flowbird is here to help.
Book a Free Consultation and let’s chat about how we can make automation work for your business.
By following these steps, you’ll not only save time but also ensure your follow-up emails are timely, consistent, and effective. Start automating today and see how much simpler life can be.