Systemized LinkedIn Outreach

What Wasn’t Working

Client J was spending way too much time manually handling LinkedIn connections. Every time someone connected, she’d go to their profile, copy their info, check their title, decide if they were a potential client or candidate, find their email, write up an intro message, and send it. Her business partner was doing the same, and there was no way to track who had reached out to who, or whether the message had even been sent. It was tedious, time-consuming, and duplicative.

What We Built

We created a Google Sheets-based flow that combined automation, a little bit of AI, and her VA’s support to keep the whole thing moving, without Client J having to lift a finger herself.

• When a new connection request comes in, their profile is added to a tracking sheet

• The VA clicks a button to grab their contact info and title (via a Chrome extension)

• Zapier sends that info into the sheet, where AI classifies them as client or candidate

• The system generates a custom email based on that classification

• Emails are sent from the appropriate person (Client J or her partner), personalized and branded

• If both partners connected with the same person, the system detects the duplicate and sends from whoever connected first

What Changed

Client J went from manually writing outreach emails one-by-one to having the whole thing handled in the background. Her VA can manage the process in a few clicks, and the system takes care of the rest. What used to take hours is now a 10-minute task a couple times a week. Client J only steps in if someone replies to the email sent. The whole process became smoother, easier, and way more efficient, without losing the personal feel.