If you’re part of a sales team, you already know the pain: leads go cold, follow-ups get missed, and deals fall through the cracks. You’ve probably heard that automation solves all this. Spoiler: it doesn’t. But if you set up automated follow-up sequences the right way, you can save time, reduce mistakes, and give your team a real shot at closing more deals.
This guide is for sales managers, ops folks, and hands-on reps who want to use Getweflow to handle the repetitive parts of follow-up—without losing the personal touch. We’ll walk through the process, flag what actually works, and skip the “AI will replace your sales team” nonsense.
Before You Start: What Automation Can (and Can’t) Do
Automated follow-up sequences are useful, but they’re not magic. Here’s what you can really expect:
- Works well for: Standardized follow-ups (think “Just checking in” or “Did you get my last email?”).
- Doesn’t work for: Complex negotiations, creative problem-solving, or anything that sounds like it came from a robot.
- Biggest risk: Over-automation. Too many generic emails, and you’ll start getting ignored—or worse, marked as spam.
So keep your sequences short, relevant, and human. Use automation to take busywork off your plate, not to replace real conversations.
Step 1: Map Out Your Follow-Up Sequence First
Don’t rush into Getweflow and start clicking. Take 10 minutes to sketch out your ideal sequence:
- How many touches? (e.g., 3 emails over 2 weeks)
- What channels? (email, phone, LinkedIn, etc.)
- Who gets what? (Are you following up with new leads, demo no-shows, or prospects stuck in the pipeline?)
Pro tip: Write your actual email copy up front. Avoid templates full of {FirstName} and {Company}—they look lazy. If you’re going to automate, at least personalize the first line or mention something specific from your last conversation.
Step 2: Prep Your Contacts in Getweflow
Before you can automate, your data needs to make sense. Garbage in, garbage out.
- Import your contacts: Make sure your lead data is accurate. Duplicates, missing emails, and old info will ruin your sequences.
- Segment your list: Tag or group contacts by stage, industry, or whatever matters to your team. Don’t lump everyone together—sending irrelevant follow-ups is a fast way to get ignored.
- Clean up custom fields: If you plan to use personalized fields (like “last meeting date” or “product interest”), make sure they’re actually filled out.
What to ignore: Fancy scoring models unless you have real data backing them up. Focus on basic segmentation first.
Step 3: Build Your Sequence in Getweflow
Now the fun part. Head into Getweflow’s Sequences or Automation section. The names might change, but the process is pretty similar.
- Create a new sequence: Name it clearly (e.g., “Demo No-Show Follow-Up – 3 Steps”).
- Add your steps: Usually, this means drafting out each touchpoint.
- Step 1: Immediate “Sorry we missed you” email
- Step 2: 2 days later, a check-in email
- Step 3: 5 days later, a last-chance email or call reminder
- Set delays/timing: Don’t spam people daily. Give each step a realistic delay.
- Choose your triggers: Who gets enrolled? (Leads marked “No Show,” for example.)
- Personalize where it matters: Use merge fields carefully. A personalized first line is worth more than a dozen auto-filled “Hi {FirstName}”s.
Honest take: Don’t overthink the number of steps. Three well-timed, relevant follow-ups beat a seven-step sequence that just annoys prospects.
Step 4: Review—Don’t Trust the Defaults
Automation tools love to push their own best practices. Here’s what to watch out for:
- Check sending windows: Make sure your emails go out during business hours, not Saturday at 2 a.m.
- Double-check copy: Automated typos look even worse than human ones.
- Test on yourself: Enroll yourself and a teammate first. See what it actually feels like to get these emails. Would you respond, or hit delete?
- Look for unsubscribes: If your test runs trigger opt-outs, dial it back.
What to ignore: “AI-generated” copy suggestions. Nine times out of ten, it sounds canned. Trust your gut and your team’s voice.
Step 5: Launch (But Expect to Adjust)
Once you’re confident in your sequence, set it live. But keep a close eye on:
- Open and reply rates: If no one’s responding, something’s off—maybe your timing, maybe your copy.
- Bounces and errors: Bad data will surface fast. Clean it up as you go.
- Manual interventions: Not every scenario fits a sequence. Be ready to jump in and handle exceptions yourself.
Pro tip: Don’t expect perfection. The first month is for learning what lands and what gets ignored.
Step 6: Keep It Human—Blend Automation With Real Outreach
Here’s the reality: automation should tee up conversations, not replace them.
- Use task reminders: Instead of automating every touch, set tasks for calls or handwritten notes at key moments.
- Break the sequence when needed: If someone replies, pause the automation and take over personally.
- Update your templates: Watch what gets replies and tweak your messages accordingly.
What to ignore: The urge to automate every single step. A little friction is good if it means more thoughtful outreach.
Common Mistakes to Avoid
- Set-it-and-forget-it: Automated doesn’t mean invisible. Review your sequences monthly.
- Overusing merge fields: If every email looks like a mad lib, it’s obvious (and off-putting).
- Ignoring compliance: Make sure your emails have unsubscribe links and follow whatever spam laws apply in your region.
- Not syncing with your CRM: If you’re using Getweflow alongside another CRM, make sure data flows both ways—or your team will get confused fast.
FAQs
Can Getweflow automate calls or LinkedIn messages?
Usually, Getweflow focuses on email and task automation. For calls or social touches, you’ll probably need to create manual tasks or connect a third-party tool.
How granular can I get with segmentation?
As granular as your data allows. But start simple—by stage or lead source. Don’t go wild with micro-segments until you have results.
Is it possible to A/B test sequence steps?
Some CRMs offer this, some don’t. If Getweflow doesn’t, just run two versions manually on small groups and compare.
Wrapping Up: Keep It Simple and Iterate
Automated follow-up sequences in Getweflow can be a real time-saver—if you use them thoughtfully. Don’t chase every new feature. Start with a basic, well-written sequence, watch what works, and adjust. The best automation is the kind you barely notice—because it just works.
Now, go set it up. And remember: when in doubt, less is more.