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Outreach: 101

Learn how to build an autonomous AI sales assistant that performs multi-touch outreach to help you close more leads.

Lindy isn’t just a tool; she’s a self-learning, sales-driving machine, automating the entire process of prospecting and outreach. You can think of her as your autonomous sales assistant.

In this guide, you'll learn how to set up and customize a Lead Outreach Lindy that:

Crafts unique, tailored emails for each of your leads, boosting conversion rates.
Automatically engages new leads, ensuring no opportunity is missed.
Handles follow-ups in your voice, freeing you to close more deals.

To get started, add our Lindy Outreacher to your Lindy account.

Here’s what the Lead Outreach template does:

Wakes up when a new lead is added to your database.
Sends an initial personalized outreach email.
Waits three days.
Sends follow-ups, until the lead responds, adding value with each email.
Alerts you when the lead responds (and highlights their interest level).
Alerts you if the lead goes through the full email cadence with no response.

This is what the flow looks like:

Let’s Get Started!

To begin, add the Lead Outreacher template to your Lindy account.

This Lindy has two triggers that initiate the workflow:

"New Row Added" trigger
"Message Received" trigger

Note: Unlike other workflow builders, a Lindy can have multiple triggers that initiate the same workflow.

Adding your Lead List

For the New Row Added trigger, you'll need to provide Lindy with your lead list via a Google Sheet ID or URL.

To do this, click the New Row Added trigger and paste the sheet URL in the "Spreadsheet ID or URL" field.

Once set up, every time a new row is added (i.e. a new lead is added to your Google Sheet), Lindy will begin performing outreach.

Optimizing Outreach Using Column Headers

Because Lindy will use the information found on the New Row Added trigger to personalize the outreach, it's recommended to add additional column headers with lead information in your Google Sheet to help Lindy tailor the outreach message.

Example of column headers and lead information include: Name, Title, Company, Company Size, Prior Experience, School, Location, Company Founding Date.

When in doubt, use a Lindy Lead Enricher to perform research on your leads and fetch relevant information to further enrich the data in your leads list, tailor the outreach and increase response rates.

If you want Lindy to include specific details in your outreach messages, create a column for "Relevant Lead Information" and include it in the lead's row value.

Message Received Trigger

The second trigger, the Message Received trigger, allows you to send Lindy ad hoc lead information from the Lindy task view to initiate the outreach sequence.

To do this, go to Lindy's task view and send her a message.

You'll see that Lindy treats the message received as a new lead and begins the outreach sequence accordingly.

Crafting The Initial Outreach

To instruct Lindy on how to craft the initial outreach email, click the Gmail Send Email (First outreach email) action in the flow editor.

If you want Lindy to ask for confirmation before sending an email (i.e. a human-in-the-loop step), turn the "Ask for Confirmation" toggle on in this step.

This allows you to review, edit and approve the email in the app UI before Lindy sends it.

In the “To” field, you'll notice a prompt that instructs Lindy to use "the email address received" as the email recipient. This prompt instructs Lindy to use the email address from the Google Sheet New Row Added step or the email address sent to her through task view.

You can customize the Subject line based on your preference, or keep the default prompt.

The “Body” field is where you can customize the initial outreach message. The default prompt instructs Lindy to personalize each email given the information she has on the lead.

The prompt is:

Write a personalized email based on the information you have from the Google Sheet row trigger.

Example template:

"Hey [NAME]

I noticed that [Lead's Company] is focused on [specific area or industry-related goal]. At [Your Company], we help businesses like yours [briefly mention a relevant solution or benefit]

Would you be open to a quick chat?

**Always do your best to personalize this**

Note: We recommend you personalize all prompts.

For example, it’s beneficial if you provide Lindy context on your company, your unique value and most importantly, your "pitch" in the “Body” field prompt.

Some additional recommendations for editing the Body AI Prompt:

Edit the prompt to match your style of outreach.
Add a signature to the template if you want Lindy to sign the email a specific way.
Give Lindy 1-2 "example templates" to help her mirror your desired tone and structure of outreach.

The Wait Action

The Wait action will begin immediately after the initial email is sent. This Wait action will add a specific delay in time before following up with the lead.

This duration is set via the “Wait For Minutes” field. By default, the “Minutes” field is on "Set Manually" mode, meaning there is no AI involved in this field. Lindy will use the exact number of minutes in the field and wait for the given amount of time before sending a follow-up email.

In this case, Lindy will wait for 3 days before proceeding. (4320 minutes)

Personalizing Follow-ups

To personalize the follow-up emails, click the Gmail Send Reply (Second outreach email) action. Note, these will only be sent if the lead does not respond to the initial email Lindy sent.

It's recommended you tailor the default prompts and examples to include your unique value proposition, a relevant case study or testimonial, a link to a demo video or other value-rich collateral.

After the Gmail Send Reply (Second outreach email) step, there is a second Wait action that instructs Lindy to wait 3 days, and if no response, send a third outreach email. Similar to the previous step, you can edit how long Lindy waits before sending the email in the Wait action by editing the “Minutes” field.

To edit this final follow-up email, click the final Gmail Send Reply (Third outreach email) action in the flow editor and edit the “Body” prompt as you see fit.

When A Response Is Received

You'll notice that each "After reply received" arrow following a Send Email action directs Lindy to the Slack Send Direct Message action and two Cancel Timer actions.

This is how Lindy notifies you if the lead responds to the outreach at any point in the cadence and stops the timer if Lindy is waiting for a response.

If No Response Is Received

If Lindy sends all three emails to the lead with no response, she will send you a Slack Direct Message letting you know the lead has been contacted three times and never responded.

Test

To test your Lead Outreacher, you can either add a new lead to your Google Sheet or send Lindy lead information through the testing task view.

Note: The New Row Added trigger will initiate the workflow 5-10 minutes after the row is added.

We recommend you create a "dummy lead" by inputting your own email address to test the flow.

Click “Test” and select which trigger you want to test to initiate the workflow.

Once you're confident with your outreacher, you can go the "Tasks" view and begin sending outreach.

We recommend you trigger Lindy with no more than 10 leads per 10 minutes to avoid rate limiting the Google Sheet trigger.

With Lindy set up as your autonomous Lead Outreacher, you can now streamline your outreach process, save time, and maintain a healthy sales pipeline.

Beyond the Basics

As you dive deeper, you’ll discover how Lindy can:

Perform targeted research to hyper-personalize interactions further.
Update your CRM automatically when a lead responds.
Engage leads dynamically, adapting to their responses and interest levels.

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