Let’s be honest: most people are terrible at following up after client meetings. You get busy, life happens, and that “I’ll send a summary and next steps!” promise gets buried under a mountain of tasks. If you’re nodding, this guide is for you. We’ll look at how to use Popcomms to automate your follow-up communications, so you can keep clients happy without adding more busywork to your day.
Below, I’ll walk you through the setup, what works (and what’s just fluff), and real tips to avoid common pitfalls. Whether you’re a solo consultant or wrangling a team, you’ll save time — and look like you have your act together.
Step 1: Get Clear on What You Actually Want to Automate
Before you start clicking buttons, get specific about what you want to send after meetings. Automation is only helpful if it saves you time and doesn’t annoy your clients.
Typical follow-ups worth automating:
- Meeting summaries: Quick recap of what was discussed, agreed actions, and next steps.
- Resource sharing: Links to docs, slide decks, or relevant articles promised during the meeting.
- Reminders: Nudges for outstanding tasks or upcoming deadlines.
- Feedback requests: Short surveys or “How did we do?” messages.
Stuff to skip:
- Generic “thanks for your time” emails. If you can’t add value, don’t send it.
- Overly templated messages that sound robotic.
- Anything you wouldn’t want to receive in your own inbox.
Pro tip: Have a basic template for each type of follow-up, but plan to edit them. Automation should handle the repetitive stuff, not turn you into a spam bot.
Step 2: Set Up Your Popcomms Account
If you’re already using Popcomms, skip ahead. If not, here’s what you need to know:
- Sign up: Registration is straightforward. Use a work email.
- Integrate your calendar: Popcomms connects with Outlook, Google Calendar, and most major platforms. This lets it pull in meeting details.
- Connect your email: You’ll want Popcomms to send from your real account, not some weird noreply address.
Heads up: Some integrations (like with CRMs or custom tools) may need admin approval or extra setup. If you’re stuck, their support docs are decent, but don’t expect miracles.
Step 3: Build a Follow-Up Template That’s Not Cringe
This is the part most people overthink. Here’s a simple, effective follow-up template:
Subject: [Meeting Name] – Next Steps & Summary
Hi [Client First Name],
Thanks for meeting today. Here’s a quick summary and what’s next:
Summary:
- [A few bullet points about what was discussed]
Action Items:
- [Who] will [do what] by [when]
Resources:
- [Links to promised materials]
Let me know if I missed anything, or if you have questions.
Best,
[Your Name]
How to set it up in Popcomms:
- Go to “Automations” or “Templates.”
- Create a new email template and drop in the variables (like meeting name, date, attendee names) using Popcomms’ merge fields. Don’t get cute with formatting—simple works.
- Save this as your default post-meeting follow-up.
Don’t:
- Add unnecessary graphics or super long intros.
- Use Popcomms’ AI-generated summaries without reading them. They’re hit-or-miss and can miss context.
Step 4: Trigger the Automation
Here’s the meat of the automation. Popcomms lets you set up triggers so follow-ups happen without you remembering.
You have a few options:
- Manual trigger: After each meeting, click “Send follow-up.” Good for control freaks.
- Automatic based on calendar event: Popcomms can send a follow-up X hours after a meeting is scheduled to end. This is the real time-saver, but double-check what’s being sent.
- Conditional triggers: Only send if you mark a meeting as “completed” or add notes.
What works best?
If your meetings are often unique, stick with the manual or “review before sending” option. If you have lots of repeatable calls (like demos or onboarding), full automation is fine—but always spot-check your messages.
Warning:
Don’t blindly automate follow-ups for all meetings. Nothing looks worse than sending a “Thanks for your time!” to someone who just told you they’re not interested.
Step 5: Personalize (but Don’t Waste Time)
Popcomms will auto-fill names, dates, and meeting titles, but real impact comes from a little personal touch.
- Before it sends, scan the email: does it make sense? Is anything weirdly worded?
- If you promised something specific (“I’ll connect you with our CTO”) make sure it’s in there.
- Remove any filler or irrelevant sections.
What not to bother with:
- Gushing over how “excited” you are, unless you genuinely mean it.
- Overly formal sign-offs. People like clarity, not ceremony.
Step 6: Track Delivery and Responses
Automation isn’t useful if your emails disappear into the void. Popcomms gives you basic tracking:
- Delivery: Did it actually send? (Sometimes integrations fail.)
- Opens: Did they read it? (Useful, but not foolproof—email tracking pixels aren’t 100%.)
- Replies: Popcomms can log responses and even kick off additional automations if needed.
What’s useful:
- Know if nobody is opening your emails—maybe your subject lines are getting filtered.
- See if a client always ignores follow-ups. That’s a signal to switch tactics (maybe call instead).
What’s not:
- Obsessing over open rates. Focus on whether you’re getting replies or moving things forward, not vanity metrics.
Step 7: Keep Improving Your Templates
The first version of your follow-up isn’t going to be perfect. That’s fine.
- Listen for feedback. Did a client thank you for the summary? Or seem confused?
- Adjust your templates. Trim anything people skip, or clarify points that cause questions.
- If you find you’re always tweaking a section, make that part a variable in Popcomms.
Pro tip: Once a month, review your last batch of follow-ups. What actually worked? Delete anything that doesn’t add value.
What About Attachments and Extras?
Popcomms can handle attachments, but beware:
- Large files often get flagged or blocked. Use links to cloud storage instead.
- Don’t attach things nobody asked for (“Here’s our 20-page capabilities deck!”).
If you’re sending sensitive info, double-check Popcomms’ security settings. Don’t assume automation means “set and forget” when it comes to client data.
When NOT to Automate
Automation is powerful, but it’s not always the answer.
- Bad fit: High-stakes meetings, negotiations, or anything sensitive should get a personal follow-up.
- Messy notes: If your meeting notes are unclear or incomplete, don’t send an automated summary.
- First impressions: If it’s your first interaction, go the extra mile with a custom note.
Automation should make you more reliable, not less thoughtful.
Wrapping Up: Iterate, Don’t Overcomplicate
Automating your post-meeting communications with Popcomms is a solid way to save time and look professional. But don’t get sucked into tweaking automations for hours or chasing every shiny feature. Start simple, set up a basic template, and improve as you go. The goal isn’t perfection — it’s making sure your clients feel heard and that nothing falls through the cracks.
If you keep it personal and keep it useful, you’ll stand out. And you’ll actually have time to do the work you promised in those meetings.