Example AI Conversations: Intro Email

Over the coming weeks I'm going to post actual conversations I'm having with OpenAI's GPT4o model, using Retrieval Augmented Generation (RAG) powered by the Messaging Workbench. My objective is to share insights and provide examples of how this type of approach works in practice.

In this article I've copied the AI conversation I had a couple of days ago to help me draft a foot in the door email.

NOTE: I have used real company names but the names for people and the business challenges they face are made up.

AI Conversation Start?

You

I'm about to upload a Microsoft Word document to you in .docx format. The document contains English language text. You should not interpret this as computer code so please don't use your Code Interpreter tool. Please read the document and provide me with an overview of its contents. In a number of prompts, which I will give you in a moment,?I'm going to ask you to analyze specific sections of the document and generate text based in the content of these sections. Thank you!

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AI Co-author

Great! Please go ahead and upload the Microsoft Word document, and I will read its contents and provide you with an overview. After that, I'll be ready to analyze specific sections and generate the required text based on your prompts.

You

You should now be able to read my uploaded file named Intro_Email.docx

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AI Co-author

Overview of Intro_Email.docx

The document appears to be a comprehensive summary intended for marketing and communication purposes, likely for a product called "Smart Investigator." Here are the key sections included in the document:?

1.???? Market Background:??

·?????? Discusses the evolving corporate view of patents and their management.

·?????? Highlights opportunities in BRICs and other rapidly growing markets.

·?????? Notes trends in global patent applications, particularly driven by China.?

2.???? Elevator Pitch:??

·?????? Provides a succinct overview of Smart Investigator, focusing on its key benefits, such as data quality, advanced search capabilities, and professional services.?

3.???? Positioning Pillars:??

·?????? Summarizes the core strengths of Smart Investigator:??

·?????? Data Quality: Emphasizes the integration of AI techniques and human curation.

·?????? Advanced Search: Features full-text indexing in multiple languages.

·?????? Professional Services: Details the expertise available to help customers.??

4.???? Differentiation:??

·?????? Lists the unique selling points of Smart Investigator, such as:??

·?????? Global coverage and processing capacity of patent documents.

·?????? Advanced data visualizations.

·?????? AI-based search technology.??

5.???? Value Propositions:??

·?????? Maps the challenges faced by different personas (e.g., IP Attorneys, R&D Heads) to the capabilities of Smart Investigator.

·?????? Examples of issues addressed include understanding the innovation landscape, identifying competitors, and conducting Freedom to Operate (FTO) searches.?

6.???? Market Context and Drivers:??

·?????? Outlines critical market themes that influence the need for Smart Investigator:??

·?????? Increasing value derived from intellectual property.

·?????? The growing role of IP departments in revenue generation.

·?????? The competitive and regulatory environment in emerging economies, particularly China.??

7.???? Proposition Summary:??

·?????? A summary of the product proposition for different industry segments, workflows, and personas, providing a detailed look at how Smart Investigator can fit into various business scenarios.?

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The document is likely aimed at potential customers or stakeholders interested in understanding the strategic value and operational benefits of Smart Investigator in managing and leveraging intellectual property. If you have specific sections or details you want to delve deeper into, please provide the relevant prompts!

You

Could you now analyze all the rows of content in the value proposition tables provided in Section 3 of the document I have just uploaded, and then provide a summary of every row in terms of the: Customer Business Issue; Impact on the Customer; Proposition Capability; Value to the Customer. You should refer to the column headings in the tables to help you focus on the most relevant input content. You should provide a separate summary for each row of each of the tables in section 3. It is critical for you to analyze every line in each of the tables in section 3, even though this may take you a bit more time. In a subsequent prompt I'm going to ask you to generate text based only on the information provided in the tables in section 3 of the document, so it's very important for me to see that you have fully read and understood all of the content in section 3.

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AI Co-author

Summarized Rows from Section 3: Value Propositions

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Row 1

·?????? Customer Business Issue: Developing a view of the innovation landscape and trends.

·?????? Impact on the Customer: Missing opportunities to develop a business line due to incomplete or erroneous understanding of the innovation landscape could result in losing tens or hundreds of millions of dollars.

·?????? Proposition Capability: Smart Investigator helps uncover trends around specific technologies, enabling effortless patent searches using smart search capabilities. It provides immediate visualizations of results.

·?????? Value to the Customer: Develop a comprehensive global view of the landscape to inform innovation decision-making.

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Row 2??

·?????? Customer Business Issue: Identifying competitors globally, tracking their activities and understanding their strategies.

·?????? Impact on the Customer: Increasing difficulty in staying on top of competitor activity and strategy globally.

·?????? Proposition Capability: Smart Investigator enhances understanding of the competitive landscape with at-a-glance visualizations and a wide range of filtering options. Expert assistance for custom searches and reports is available.

·?????? Value to the Customer: Develop comprehensive insights into competitors' patent strength and activity globally.

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Row 3??

·?????? Customer Business Issue: Missing patents when undertaking Freedom to Operate (FTO) searches, particularly outside domestic markets.

·?????? Impact on the Customer: Increased time to review documents for FTO searches due to the need to assess infringement risks, especially in foreign languages.

·?????? Proposition Capability: Smart Investigator facilitates comprehensive patent searches by allowing text copying and filtering across global patents and non-patent prior art. Access to scientific literature databases for non-patent prior art is available.

·?????? Value to the Customer: Conduct thorough FTO searches covering both patent and non-patent prior art more efficiently and with higher confidence.

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Row 4??

·?????? Customer Business Issue: Failure to identify prior art increases patent prosecution costs.

·?????? Impact on the Customer: Significant waste in filing patents that may never get granted, coupled with increased complexity in technology.

·?????? Proposition Capability: Smart Investigator simplifies finding patents related to an invention by extracting key terms and ranking results by relevancy. It provides search functionalities within results for more specific filtering.

·?????? Value to the Customer: Improve patent application quality by removing prior art obstacles, reducing office actions, and cutting prosecution costs.

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These summaries capture the essence of each row from the value proposition tables in Section 3, reflecting the detailed breakdown of customer issues, impacts, capabilities of Smart Investigator, and the resultant value to the customer. If further analysis or generation of specific text is required based on these summaries, feel free to ask!

You

Excellent thank you! I need to write an introductory email to Joselyn Grant, Director of R&D at Jaguar Landrover. The objective of the email is to secure an introductory phone call with this prospect. From my web research, I believe that one of the challenges the Company faces is getting a comprehensive picture of what competitors are doing in China in terms of R&D and patent applications. I was given this prospect's name by Peter Harris, Head of R&D Europe for BMW. I will give you guidance for the format and content of the email in one moment.

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AI Co-author

Understood! I'll wait for your guidance on the format and content of the email. Once you provide the necessary details, I'll draft the introductory email for you, incorporating the relevant information and challenges that Jaguar Land Rover faces, as well as the connection through Peter Harris.

You

Here is my guidance for the format and contents of the email...? Total length: maximum 250 words with title, salutation and 4 paragraphs plus signature. Email Subject Line:?Maximum 8 words to include topic of interest to target persona that will get their attention.?Introduction:?First paragraph: Introduce me (Robin Griffiths, European Head of Sales, Franklyn Analytics) to the prospect referencing the person who provided the introduction. Explain in a few words how my company typically helps companies like the one the prospect works for.?Purpose:?Second paragraph: Explain the purpose of the call, which is to have an introductory conversation and then schedule a face to face or virtual meeting if the prospect is interested in continuing our discussions.?Value:?Third paragraph: Explain the potential value of the meeting to the prospect. Include references to the potential benefits we can provide to the prospect personally in their role and to their company, using typical metrics for someone in this role.?Action:?Fourth paragraph: Ask for a specific time for the introductory call.?Signature:?Robin Griffiths, European Head of Sales, Franklyn Analytics

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AI Co-author

Draft Introductory Email

Email Subject Line: Gain R&D Insights on Competitors in China

Dear Ms. Grant,

I hope this email finds you well. My name is Robin Griffiths, European Head of Sales at Franklyn Analytics. I was introduced to you by Peter Harris, Head of R&D Europe for BMW. Our company specializes in helping organizations like Jaguar Land Rover gain comprehensive insights into competitive R&D activities and patent landscapes, particularly in challenging markets such as China.

The purpose of my email is to arrange an introductory phone call to discuss how we can assist Jaguar Land Rover in better understanding what competitors are doing in China. During our conversation, I would like to explore the opportunity for a follow-up face-to-face or virtual meeting if you find our discussion valuable.?

By leveraging our Smart Investigator tool, we can help your team develop a thorough understanding of the competitive landscape in China, identifying key trends and strategies through actionable data and visualizations. Our solution not only aids in navigating complex R&D environments but also enhances decision-making, ensuring your team stays ahead of the curve.?

Would you be available for a quick introductory call sometime next week to discuss this further? Please let me know a time that suits you best.?

Best regards,?

Robin Griffiths European Head of Sales Franklyn Analytics

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Let me know if there are any adjustments or additional details you would like to include!

You

This is OK but it's a bit bland and generic - any of our competitors could have sent this message. I need an email with a bit more bite, something that's going to grab Joselyn's attention in the subject line and then motivate her to keep reading to the bottom of the email where the call to action will be. From web research just now, I notice that Jaguar is planning to stop the sale of new cars in the UK early next year, ahead of its re-launch as an all-electric brand - see https://www.fleetnews.co.uk/news/jaguar-to-stop-selling-cars-in-uk. This is a big bold move and carries a huge amount of risk. Is there an angle here to get Joselyn's attention around getting the innovation strategy right based on the most comprehensive and reliable infomation on patents and innovation in China for electric vehicles from Chinese companies like BYD.

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AI Co-author

Certainly! Here is a revised version of the email with a stronger and more specific angle that incorporates Jaguar Land Rover's bold move to become an all-electric brand and the importance of a comprehensive innovation strategy focused on competitors in China.

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Draft Introductory Email?

Email Subject Line: Enhance EV Innovation Strategy vs. BYD in China

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Dear Ms. Grant,

I hope this email finds you well. My name is Robin Griffiths, European Head of Sales at Franklyn Analytics. I was introduced to you by Peter Harris, Head of R&D Europe for BMW. With Jaguar Land Rover's bold move towards becoming an all-electric brand, our mission is to aid companies like yours in navigating the intricate R&D and patent landscapes in pivotal markets like China.?

As Jaguar Land Rover prepares for its transformative shift, it's crucial to ensure your innovation strategy is built on the most comprehensive and reliable insights. I would like to discuss how our Smart Investigator tool can provide you with unparalleled visibility into the strategies and patent activities of key Chinese players, such as BYD. This information can be invaluable as you steer Jaguar Land Rover through this high-stakes transition.?

Our advanced capabilities in uncovering critical trends and competitive intelligence can empower your team with the data needed to outpace rivals and mitigate risks. This could translate to significant advancements in your electric vehicle offerings and strategic positioning in the Chinese market.?

Could we schedule a brief call next week to explore how Franklyn Analytics can support your innovation strategy in this crucial phase? Please let me know a time that works best for you.?

Best regards,?

Robin Griffiths European Head of Sales Franklyn Analytics?

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Let me know if there are any other adjustments or additions you'd like to make!

You

Now that is absolutely spot on, thanks!

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AI Co-author

I'm glad to hear that you found it spot on! If you need any further assistance or have any more requests, feel free to let me know. Good luck with your outreach to Joselyn Grant!

AI Conversation End

If you’d like to chat about the application of large language models to product marketing and sales enablement or see the Workbench – GPT integration in action, please reach out to me on LinkedIn Robin Griffiths or email me at [email protected].?