Cutting Monthly Outreach Hours Without Cutting Corners

Managing recruitment for a customer advocacy program often requires balancing scale with personalization. When working with dozens of Account Executives and receiving a new batch of potential participant data each month, manual processes can quickly become unsustainable. I found myself in this exact situation.  

Each month, I received a large Excel report from a client and needed to send out templated but customized emails to each AE with the relevant contact details and customer quotes. The emails were similar in structure, but the prep work was time consuming. 

Structuring the Data for Automation 

To manage this more efficiently, I reformatted the Excel sheet to pull out the necessary fields: AE name, customer point of contact, quote, and date. Once this was structured correctly, I set up a process using Zapier to handle the rest.  

With a basic workflow in place, Zapier automatically pulled each row’s information into my email template. It attached a program information sheet and generated a complete email, which then appeared in my Outlook drafts folder, ready for review. I opted to keep a manual review step in the process, but I could have chosen to send the emails automatically. 

From Minutes to Seconds 

Previously, it took me two to three minutes to prepare and send each message. With this setup, once the spreadsheet was ready, all emails could be generated in a matter of seconds. Preparing the sheet took just a couple of minutes, and the rest happened without further effort. Whether I needed to send ten emails or seventy-five, the setup time stayed the same, and the return was immediate. 

What Makes Zapier So Effective 

Zapier’s integration with your email services can make this possible without requiring any technical expertise. The interface is intuitive and guides a user through connecting your accounts, selecting triggers and actions, and setting up filters so that only the right messages are created. You can build automations based on receiving new spreadsheet data, updating records, or even adding new contacts.  

The system supports personalizing bulk emails by combining templates with data pulled from spreadsheets or connected tools, ensuring accuracy and reducing repetitive work. 

The Bigger Value of Automating the Small Stuff 

Automating this task did more than save time. It allowed me to shift my focus to more strategic and meaningful aspects of the advocacy program. Time previously spent on manual formatting and copy/pasting could now go toward outreach planning, story development, and building relationships.  

This kind of process improvement supports the value we deliver to clients. It helps us operate more efficiently while keeping our attention on high-impact work that drives results. 

We’d love to hear how you’re using AI and / or automation!