Want to stop letting good leads slip through the cracks? You’re not alone. Most sales teams mean well, but manual follow-up gets messy fast—especially once you’re juggling a few dozen prospects. If you’re using Mediafly and wondering how to actually automate those annoying follow-up tasks, this guide walks you through it, step by step. No hype, just real advice for sales and ops folks who want to spend less time clicking and more time closing.
Why bother automating sales follow-up?
Let’s be honest: following up with prospects is critical, but it’s boring, repetitive work. Forgetting just one email or reminder can mean a lost deal or a bad impression. Automation takes the “grunt work” off your plate, so you can:
- Respond faster (before they forget who you are)
- Stay consistent (no more “Oops, I meant to email you last week”)
- Free up your brain for more valuable conversations
But automation isn’t magic. It’ll save time, but only if you set it up thoughtfully—and don’t try to automate everything.
Step 1: Get your follow-up process on paper
Before you dive into workflows, map out your real follow-up process. Seriously, write it down. Tools can’t fix a messy process; they just make it happen faster.
Ask yourself: - What’s the typical flow after a first call or demo? - How many follow-up emails do you send, and when? - Do you remind yourself to call, send content, or set meetings? - Where do things usually fall through the cracks?
Pro tip: Talk to your reps or teammates. They know where things get dropped.
Step 2: Understand Mediafly’s workflow features (and their limits)
Mediafly’s workflow features let you automate routine tasks and reminders based on triggers—stuff like a prospect opening a deck, not replying in X days, or booking a meeting.
Here’s what you can automate (and what you probably shouldn’t):
What works well: - Automatically sending a follow-up email or content after a meeting - Reminding reps to call or check in if a prospect goes quiet - Notifying sales managers about hot leads or stalled deals
What to skip (for now): - Overly complex, multi-branch logic. You’ll end up babysitting the workflow more than your leads. - “Personalized” emails that aren’t actually personal. Prospects can spot automation a mile away. - Tasks you never actually do. Don’t automate reminders for stuff you’d ignore anyway.
Step 3: Set up your first automated follow-up workflow
Let’s get practical. Suppose you want to automate a simple follow-up after a meeting. Here’s how to do it:
3.1 Identify your trigger
Decide what event should start the workflow. Common triggers: - A meeting is marked as complete in Mediafly - A prospect opens a shared presentation - No response after X days
Pick one—don’t overthink it. For now, let’s use “meeting marked complete.”
3.2 Define the action(s)
What should happen automatically? - Send a templated follow-up email - Create a task for the rep to call in 3 days - Notify a manager if nothing happens by day 5
Keep it simple: Start with just one or two actions. You can add more later.
3.3 Build the workflow in Mediafly
Here’s how, step by step:
- Go to the Workflows section in your Mediafly admin dashboard.
- Click “Create Workflow.” Give it a clear name (e.g., “Post-Meeting Follow-up”).
- Set the trigger: Choose “Meeting marked complete.”
- Add your actions:
- For automated emails, pick your template and set delays if needed.
- For tasks, assign them to the right person (usually the meeting owner).
- For notifications, specify who gets pinged and when.
- Save and activate the workflow.
Pro tip: Test it with your own email first. You’d be surprised how often an “automated” email has a typo or goes out at the wrong time.
Step 4: Fine-tune your workflow (based on what actually happens)
Automation isn’t “set and forget.” After a week or two, check: - Are emails going out at the right time? - Are reps actually acting on tasks and reminders? - Is anything getting ignored or, worse, annoying prospects?
What usually goes wrong: - Emails sound robotic. If you wouldn’t reply to it, neither will your prospects. - Too many reminders create noise—people start ignoring them. - The trigger isn’t specific enough, so wrong people get follow-ups.
How to fix it: - Rewrite templates in plain English. Shorter is better. - Cut down on unnecessary steps. If a task isn’t getting done, ask why. - Adjust your triggers—sometimes “after meeting” is too broad; consider only triggering after meetings marked as “qualified.”
Step 5: Layer in more automation (but only if it’s really saving time)
Once your basic workflow works, you can get fancier—but only if it actually helps.
Good next steps: - Add a “nudge” if no reply after 3 days (but keep it friendly, not pushy) - Schedule a check-in reminder for yourself two weeks out - Automatically attach relevant content based on meeting type
What to avoid: - Multi-step, branching logic that only you understand. If you need a flowchart, it’s too much. - Automating responses to every prospect. Some deals need a human touch.
Pro tip: Ask your reps what they’d love to automate next. If they shrug, you’re probably done for now.
Step 6: Track results and adjust (don’t just trust the tool)
Automation’s only useful if it actually improves your follow-ups. Watch for: - Faster response times - More meetings booked from follow-ups - Fewer “ghosted” leads
But don’t get too hung up on vanity metrics (like “number of automated emails sent”). Focus on quality: are more prospects moving down the funnel, or just getting more emails?
If it’s not working, dial it back. Sometimes, less is more.
What about integrating with other tools?
Mediafly plays nicely with some CRMs and email tools. If you’re using Salesforce, Outlook, or Gmail, check if you can sync tasks or emails—so you’re not living in two systems.
But integrations can get complicated fast. Only connect what you’ll actually use. If syncing tasks between Mediafly and your CRM gets too noisy, it’s OK to drop it.
Tips for keeping automation useful (and human)
- Review your workflows every quarter. Processes change—your automation should, too.
- Don’t automate what you haven’t tested manually.
- Always leave room for human intervention. If a lead replies with a weird question, don’t let automation step on your response.
- Keep your automated messages short and clear. Less “per my last email,” more “Just checking in—any questions?”
What to ignore (for now)
- AI “personalization” that just merges in the company name. Prospects see right through it.
- Overly complex reporting dashboards. Focus on what moves the needle.
- Trying to automate every single touchpoint. Sometimes a phone call is worth more than three emails.
Wrapping up: Start small, keep it simple
Automating sales follow-up with Mediafly isn’t rocket science, but it does take some upfront thinking. Start with the basics, watch what works, and don’t let the tool run wild. The best workflows are the ones that save you time without making your team or your prospects feel like they’re talking to a robot. Iterate as you go, and keep asking: “Is this actually helping us close more deals—or just creating more noise?” If you keep it simple, you’ll find the sweet spot faster.