The Exact AI Workflow I Use to Save 10+ Hours a Week on Lead Research and Outreach

Stop Wasting Time, Start Closing Deals

Lead generation should fuel your business, not drain your time and energy.

This guide provides the exact AI-powered workflow I’ve used to save over 10+ hours per week while generating better results.

By the time you finish reading, you’ll have:

• A step-by-step workflow to streamline lead research, outreach, and follow-ups.
• Tools and templates to automate repetitive tasks and boost efficiency.
• Stories and results showing how businesses like yours transformed their pipelines.

Automate Lead Research with Relevance.ai

The Problem

Manual lead research is a black hole for time and resources. Spending hours scouring LinkedIn profiles or company websites is tedious, inefficient, and prone to errors.

The Solution

Relevance.ai simplifies the process by using AI to analyze prospect data and generate actionable insights in minutes.

How It Works

1. Import Your Prospect List: Start with LinkedIn URLs or company domains.
2. Run AI Prompts: Use pre-built or custom prompts to uncover relevant details like pain points, goals, and buying triggers.
3. Review Recommendations: Receive clear, actionable insights for crafting personalized outreach.

Example Prompts to Use

• “What are the top 3 challenges facing [Company Name] in [Industry]?”
• “Summarize recent news or announcements for [Company Name] and how they affect their goals.”
• “What differentiates [Company Name] from its competitors?”

Real-Life Story

A SaaS company implemented Relevance.ai and discovered one prospect’s recent frustration with a competitor. Their personalized email addressing this pain point resulted in a reply within hours, leading to a $30,000 deal.

Personalize Outreach with AI Video Prospecting

The Problem

Generic emails are ignored, and standard follow-ups often feel robotic. To stand out, your outreach needs a human touch — but personalizing for every prospect is time-intensive.

The Solution

AI video prospecting allows you to create personalized, engaging videos at scale. These videos grab attention, build trust, and drive higher reply rates.

How to Create High-Converting AI Videos

Step 1: Use the Winning Video Framework

1. Hook: Grab attention in the first 5 seconds (e.g., “Hi [Name], I saw your team at [Company] just expanded internationally. Congrats!”).
2. Value: Show how your solution solves their problem.
3. CTA: Invite them to a quick call or demo.

Step 2: Add Dynamic Personalization

• Use tools like Vidyard or Sendspark to dynamically insert names, logos, or recent events into your videos.

Step 3: Automate Distribution

Send videos to your prospect list using LinkedIn or email.

Example Script Template

“Hi [Name], I noticed [specific event or challenge]. We’ve helped companies like [Competitor] achieve [specific result]. I’d love to show you how we can help [Company]. Let’s connect!”

Real-Life Story

A consulting firm used video prospecting to personalize outreach to decision-makers at Fortune 500 companies. Their 70% open rate and 30% reply rate led to $400,000 in pipeline within 60 days.

Automate Follow-Ups for Maximum Engagement

The Problem

Most sales happen after the fifth follow-up, but inconsistent processes leave deals on the table.

The Solution

AI-powered follow-up sequences ensure no lead is forgotten, driving engagement even from unresponsive prospects.

Follow-Up Email Sequence Templates

Follow-Up 1: Reminder Subject: “Just circling back” “Hi [Name], I wanted to check in on my earlier note about [specific benefit]. Let me know if you’re free to connect this week!”

Follow-Up 2: Value Add Subject: “This might help” “Hi [Name], I noticed [specific challenge] and wanted to share how we’ve helped others solve it. Let’s set up a call!”

Follow-Up 3: Final Nudge Subject: “Closing the loop” “Hi [Name], I didn’t want to miss the chance to help [Company] achieve [specific result]. If now’s not the right time, let me know when we can revisit!”

Checklist for Automating Follow-Ups

• Use email automation platforms like Apollo.io or HubSpot.
• Schedule follow-ups 3, 7, and 14 days apart.
• Track response rates and adjust messaging as needed.

Real-World Results

Case Study 1: SaaS Success

Challenge: A SaaS company struggled with manual lead research, wasting 10+ hours weekly. Solution: They used Relevance.ai to uncover competitor frustrations and sent personalized video outreach. Results:

• 70% email open rate
• $250,000 in pipeline added in 30 days

Case Study 2: Professional Services Growth

Challenge: A consulting firm couldn’t scale without increasing ad spend. Solution: AI-powered follow-ups and dynamic videos delivered consistent results. Results:

• 15 booked calls weekly
• 3 new clients worth $150,000 within 60 days

Tools and Resources

Templates and Checklists You’ll Get

Video Outreach Script Template

A customizable script for hyper-personalized videos.

AI Prompt Library for Relevance.ai

• “Summarize recent industry challenges for [Company].”
• “Generate a 3-sentence competitor analysis for [Job Title].”

Daily Execution Checklist

1. Build a targeted list in Sales Navigator.
2. Validate leads with Apollo.io.
3. Personalize messages with insights from Relevance.ai.
4. Launch LinkedIn campaigns.
5. Send video outreach to top 20 leads.

ROI Calculator

Estimate your pipeline growth with inputs like:

• Average Deal Size
• Conversion Rate
• Leads Generated per Month

Why This Workflow Works

By automating lead research, outreach, and follow-ups, this system:

• Saves time while maintaining quality.
• Scales personalized engagement without extra effort.
• Delivers consistent, measurable results.

Your Next Step

Stop wasting time and start transforming your pipeline today.

?? Schedule your free strategy session now to implement this workflow in your business.