Two Bots that research leads and draft first emails while yo

How this helps you

You get a reviewable stack of personal first emails each morning instead of spending your evenings on research.

✦ Try it

You are my lead researcher. Every [interval], take the next [number] entries from [target list] and look for [buying signal] there. For each one, find the decision maker's name and work email from public sources. Hand each lead to @[writing Bot], who writes a short, personal first email as a draft in [email account]. Never send anything. Rules: one named recipient per email; if one person has several opportunities, cover them in one email; skip anyone we've emailed before; check my calendar and skip anything that falls in [busy weeks].

Fill in: [interval] and [number] set the pace (Kevin used 2 hours and 4). [target list] is a sheet or doc of companies or venues. [buying signal] is what makes them worth contacting now, such as an upcoming event. [writing Bot] is the name of your second Bot. [email account] is where drafts go. [busy weeks] are dates you can't take on more work.

What they did

In the official Grok Bot for Sales webinar, Kevin Luke, who runs an audio-visual company, explains how he fills quiet weeks between big shows without a salesperson. His research Bot built a list of 146 target hotels, chosen by things like room rates, meeting space and where his crews already work. It looks for upcoming events at those hotels using keywords such as conference, gala and fundraiser, then finds the event planner. Each lead goes to a second Bot that drafts a personal opening email into his drafts. He settled on about four leads every two hours, wakes up to 25 to 30 drafts, and reviews every one before it goes. He added rules as mistakes showed up: one named recipient per email, combine several events for the same planner into one request, never email someone twice, and check his calendar so it doesn't sell into weeks that are already full.

Who it's for: Small business owners and founders who need steady outbound but don't have a salesperson.

Before you start

Email connected (Gmail or Outlook) so drafts land in your drafts folder.
Your calendar connected, if you want it to skip busy weeks.
A target list you already trust: companies, venues or accounts.
Two Bots, one for research and one for writing. Create them with the plus button.

How to try it

Create the research Bot and give it the target list and what counts as a lead (an event, a hire, a launch).
Create the writing Bot. Tell it what your business does and paste one example of a first email you were happy with.
Paste the prompt below into the research Bot, naming the writing Bot.
Start slow. Kevin found about four leads every two hours was the most he could review well.
Each morning, read every draft. Add a personal detail if you have one, then send it yourself.
Turn every correction into a standing rule, for example: one recipient per email, no repeats.
If your Bot sends from its own address, check the emails don't land in spam. Kevin's did until he proved he owned the domain; the Bot fixed what it could and gave him links for the rest.

What to expect

Kevin's morning: 25 to 30 drafts waiting, each to one planner at one hotel, some covering two or three of that planner's events. He reads each one and sends the good ones himself.

Common mistakes

Running it as fast as it will go. Kevin tried every five minutes once and ended up with about 200 leads, far more than he could review.
Addressing one email to a whole team, or emailing the same planner about each event separately.
Letting the writing Bot send. Keep it on drafts until you trust it.
Skipping the spam check on a new sending address.

Related tips

Have a Bot update your CRM after every call: Your Bot reads call notes, email and Slack for an account and proposes the CRM updates; you approve them instead of typing them.
Forward new leads to your Bot's inbox: A Gmail filter forwards leads to a tagged Bot address; a routine on that tag researches each one before you reply.
Have Bots email you numbered approvals you can answer from your phone: Design what Bots send back as much as what you send them: a few email types, clear subject lines, and numbered items you reply to in one line each.
Three questions before you create another Bot: Only make a new Bot if the job needs its own memory, different permissions or its own schedule. Otherwise give it to your chief of staff.
Have a Bot click through your landing pages as a real buyer: Give a Bot your ad landing pages. It clicks, scrolls and reads like a buyer, scores each page out of 10, finds broken steps and gives you the top fixes.