Automating Follow-Up Emails: A Case Study on Reboot's Efficiency Improvement

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Reboot, a coaching service that focuses on existential challenges in the workplace, was struggling with managing the influx of emails from potential clients. The company offers a variety of programs, from peer learning to leadership development, and has a client base that includes companies like Etsy, Twilio, and Help Scout. However, the core team managing emails and scheduling was very small, consisting of only three people. This made it difficult to keep up with the volume of emails and respond promptly to potential clients. The challenge was to find a solution that would allow for quick responses and efficient management of emails, which could be the difference between gaining a new client or losing one.

Reboot is a coaching service that focuses on the existential challenges that work creates and how to reconcile them with personal lives. The company offers a variety of programs, including peer learning, leadership development, and a podcast. Reboot's clients range from CEOs, investors, managers, and more, and include companies like Etsy, Twilio, and Help Scout. The company is dedicated to helping its clients become better leaders by asking them a simple question: What kind of company would you want to work for? Despite having a small team, Reboot is committed to providing quick and efficient responses to potential clients.

Reboot found its solution in Zapier, an app automation tool. Zapier's automated workflows, known as Zaps, allowed Reboot to manage their emails more efficiently. When a potential client applies to become a member of Reboot's peer learning group, Reboot Circles, they fill out a form in Typeform. This triggers a Zap, which creates a person and opportunity in the customer relationship management (CRM) tool Copper. Zapier then adds the Typeform responses to Google Sheets and sends an email through Gmail two hours after the form is submitted. This entire process is done in one multi-step Zap. As a result, new clients receive an email back immediately, rather than having to wait for one of the founders to work through the long list of emails. This solution has allowed Reboot to manage their emails more effectively, despite having a small team.

• The implementation of Zapier's automated workflows has significantly improved Reboot's operational efficiency. The company is now able to manage a large volume of emails with a small team, ensuring that potential clients receive prompt responses. This has not only improved the company's client management but also its client acquisition, as quick responses can be the difference between gaining a new client or losing one. Furthermore, the use of Zaps has streamlined Reboot's workflow, allowing the team to focus on other important aspects of the business. The company's experience with Zapier has been so positive that they are approaching 100 active Zaps.

• Automated email responses, reducing response time to potential clients.

• Managed to handle a large volume of emails with a small team of three.

• Approaching 100 active Zaps, indicating high usage and reliance on the automation tool.