If you’re in sales, you already know the drill: endless follow-up emails, reminders, and check-ins. It’s a pain, and honestly, most of it is busywork. If you’re using Getrafiki for sales, this guide will show you how to automate a big chunk of those follow-up tasks so you can actually focus on selling (not just nudging). Whether you’re running a tiny sales team or flying solo, this is for anyone who wants less admin and more closed deals.
Why automate follow-ups at all?
Let’s get one thing straight: automation isn’t magic. It won't turn a bad sales process into a good one. But what it will do is remove a ton of repetitive stuff that eats your time. Here’s what automation can actually do for you:
- Make sure nobody falls through the cracks
- Cut out the “Did I already follow up with them?” mental load
- Free up hours every week for real conversations
- Help your team look way more professional and organized
But don’t kid yourself—automation won’t write perfect emails for you or replace actual relationship-building. Think of it as a useful assistant, not a silver bullet.
Step 1: Get your follow-up workflow clear (don’t skip this)
Before you jump into automating anything, map out your current follow-up process. This sounds boring, but if you skip it, you’ll just automate chaos. Ask yourself:
- When do you follow up with leads? (e.g., 1 day, 3 days, 1 week after first contact)
- What triggers a follow-up? (No reply, opened email but didn’t respond, demo completed, etc.)
- What channels do you use? (Email, calls, LinkedIn, etc.)
- What’s the “done” state? (Meeting booked, deal closed, got a no, etc.)
Pro tip: Keep it simple. If your follow-up process has more steps than a baking recipe, cut it down. Automation works best when you’re not overcomplicating things.
Step 2: Set up your Getrafiki account
If you’re not already using Getrafiki, get yourself set up. Sign up, import your leads or connect your CRM, and make sure your contacts and deals are up to date.
- Double-check your lead data—automation only helps if your info’s not a mess.
- Connect your email and calendar accounts. Most of the time, this is where the real automation happens.
- Make sure your team has access if you’re not a one-person show.
Step 3: Build your follow-up sequences
This is where the magic happens. In Getrafiki, you’ll want to build out “sequences” (sometimes called cadences or workflows, depending on the tool). Here’s how to do it without making a mess:
- Create a new sequence for your standard follow-up process. Give it a clear name—think “New Lead 3-Step Follow-up,” not “Sequence 1.”
- Add steps to your sequence. Typical steps include:
- Wait X days after last touch
- Send follow-up email (you can use templates, but tweak them so they don’t sound robotic)
- Create a task to call if no reply after Y days
- (Optional) Send a LinkedIn message or connect
- Set triggers. Decide what kicks off the sequence. For example:
- When a lead is moved to “Contacted” stage
- When a deal is marked as “Demo Scheduled”
- When no reply after X days
What works:
- Keeping sequences short and to the point. Long, 7-step sequences usually just annoy people.
- Personalizing the first message, then automating polite nudges.
What doesn’t:
- Blindly automating every message. If every email sounds the same, your open rates will tank.
- Overcomplicating your flows. The more steps, the more things break.
Step 4: Use templates, but edit them (seriously)
Getrafiki lets you use email templates for your follow-ups. This is great, but don’t get lazy:
- Use templates as a starting point, not the finished product.
- Add an actual detail about the lead or your last conversation.
- Double-check for weird formatting or placeholders that didn’t fill in.
If you’re sending 100% templated emails, people notice. Mix it up.
Step 5: Automate reminders for manual follow-ups
Not every follow-up can (or should) be automatic. Some leads need a call, not another email. Here’s how to handle that:
- In your sequence, add a “create task” step for yourself or your teammate.
- Set a specific due date (e.g., 3 days after last email).
- Getrafiki will ping you when it’s time to act.
Pro tip: Batch these manual follow-ups. Block off time once or twice a day to knock them out, instead of context-switching all day.
Step 6: Monitor what’s working (and kill what isn’t)
Automation isn’t “set it and forget it.” Check your results every couple of weeks:
- Which sequences get replies? Which just get ignored?
- Are you booking more meetings, or just sending more emails?
- Are manual tasks piling up?
Kill or tweak sequences that aren’t working. There’s no prize for sticking with a bad process.
Step 7: Avoid these common pitfalls
Here’s what trips up most teams (and how to dodge it):
- Over-automation: If every touchpoint is automated, you lose the personal touch. Use automation to tee up conversations, not to replace them.
- No human checkpoints: Build in spots where you review or tweak messages, especially for high-value leads.
- Ignoring unsubscribes: Make sure your emails have a way for people to opt out. No one likes being chased forever.
- Letting data get stale: Automation with bad data is just sending bad emails, faster.
Step 8: Keep your team in the loop
If you’re working with others, get everyone on the same page:
- Share your sequences and best templates.
- Show folks how to pause or adjust automations when needed.
- Regularly check in—what’s working for one rep might not work for another.
What about integrations and extras?
Getrafiki plays nice with a handful of other tools, but don’t feel like you need a zap for everything. Start simple:
- Connect your main email/calendar.
- If you use a CRM, sync your contacts and deals.
- Only add more integrations once you’ve nailed the basics.
“More tools” usually just means more stuff to maintain (and break).
Quick checklist: Automating follow-ups in Getrafiki
- [ ] Mapped out your basic follow-up process (keep it simple)
- [ ] Cleaned up your contacts and deals in Getrafiki
- [ ] Built 1-2 clear follow-up sequences
- [ ] Personalized your templates
- [ ] Automated reminders for manual steps
- [ ] Set aside time to review and tweak automations
- [ ] Trained your team (if you have one) on how it all works
Wrapping up: Start small, fix as you go
Automation is supposed to make your life easier, not give you more to manage. Start with your most common follow-up, automate just enough to save time, and tweak as you learn what works. Don’t get distracted by every shiny feature—focus on what helps you close more deals with less hassle. Your future self (and your sales numbers) will thank you.