Case 01·Outreach
Eleven stages, six agents, one human yes.
An outreach engine that finds the right people, writes a pitch that proves you listened, and books the conversation, at a higher rate than cold outreach usually gets.
Getting in front of the right people every month means researching each one, writing a pitch that proves you listened, sorting every reply and following up on time. For this client, that was a part-time job nobody had. I built a pipeline where six specialized agents do the finding, research, sorting, planning, drafting and checking, and a person gives one yes before anything goes out.
The problem
Good pitches take research. Generic pitches get ignored, and a batch of them can hurt the sender's reputation. Replies were landing in two different inboxes, and the follow-up depended on someone remembering. The owner's calendar could not absorb any of it.
How it works
Each agent has one narrow job and hands structured work to the next. Nothing leaves without passing a ten-point pre-send check and a human approval.
- 01 Discover Agent
- 02 Research Agent
- 03 Triage Agent
- 04 Plan Agent
- 05 Draft Agent
- 06 Validate Agent
- 07 Pre-send check Step
- 08 Human approval Human
- 09 Send and verify Step
- 10 Track and follow up Step
- 11 Audit log Step
Tap any stage to see what it does.
Press run to watch it move through every stage. When it reaches the human step, it waits for you.
The tradeoff
The pipeline could send on its own. It doesn't. Everything up to the draft runs without anyone watching, but the send waits for one human yes. That costs a few minutes per batch and removes the risk of a wrong pitch going out under your name.
Where a person stays in charge
One approval per batch, after the ten-point check. Decisions that belong to the owner, like a pay-to-play offer, get flagged and routed instead of decided by the system.
Results
booking rate, above the 1 to 2% industry norm for cold outreach
pitches the owner had to write. The system researched, wrote and sent every one, and it scales to as many as you want
human approval per batch. Everything else runs on its own
Every pitch researched, written and checked by the system. The owner's only job was to say yes.
Want this running on your business?
Live in 10 business days, shaped around your team.
Before and after
Sample runHi there! I love your show. My client is a leadership expert who would be a great guest. She has helped many founders grow. Let me know if you're interested!
Hi Dana, in episode 118 you said most founders hire for tasks when they should hire for capacity. That line is why I'm writing. Three angles your listeners could use tomorrow...
Where else it fits
- Sales outreach where every first email has to prove you did your homework
- Recruiting passive candidates who only answer a message written for them
- Partnerships and referral partners that become a steady source of clients
- Podcast, speaking and media bookings for any expert or executive
- Investor and B2B introductions where the first email carries the relationship
- Win-back campaigns to past clients and cold leads
Questions
Will it hurt my sender reputation?
It is built to protect it: small batches, a ten-point pre-send check, verified addresses and one human approval per batch. Nothing goes out in bulk.
Why a separate agent to check the drafts?
Because a writer grading its own work tends to pass it. The checker only reports gaps; the drafting agent fixes them. That separation is what keeps quality steady across batches.
How many people can it reach?
As many as your reputation and your calendar can absorb. It scales batch by batch, and your approval stays one click.
Works with your tools
Shown here on
- Claude (Anthropic API)
- Gmail
- Google Sheets
- Google Drive
Swaps in for what you already use: Microsoft 365, HubSpot, Salesforce, Pipedrive, Notion, Airtable, Slack or Teams, Zapier or Make.
Download the one-page summary (PDF)