← Viktor Madič

Website-visitor outreach

118

companies vetted in 11 weekly waves.

The weekly report of companies visiting our website took me at least a day a week to analyse and act on.

A weekly report from Leady lists the companies that visited our website. The system vets them, finds two decision-makers for each company worth writing to and drafts a personal email. I decide and send.

How it works

  1. Collision checkagainst the CRM and our mailFrom: the weekly visitor report from LeadyTo: stopped before any email: over a third of the companies, clients among them
  2. Qualify · Clauderevenue, size, a dated signalFrom: company websites, registers (ARES) and news
  3. I decide each companywrite now, wait, or let goTo: wait: back on the list at its next visit
  4. Contacts and drafts · Claudetwo decision-makers, drafts onlyFrom: Apollo, Hunter, company websites
  5. I approve and sendI read every draft
  6. Verify and logonly what is in SentTo: HubSpot: what was sent, per company
Solid box: rules and code. Dashed box: Claude. Yellow box: a person decides.Steps marked Claude are done by Claude. The rest is rules and code. Yellow is where a person decides.

What broke and what I changed

  • Twice, the “visit” was an echo of our own email.

    The company had come to the site because of a message we had sent, not out of fresh interest. The check against our own sent mail now runs before anything else.

  • CRM and LinkedIn roles were out of date, and Apollo returned a namesake from another company.

    I confirm a person’s current role against a second source before I write to anyone.

  • A signature pushed one draft over the mail format’s line-length limit.

    Drafts are now built so that no line can run over, and a test covers it.

Guardrails

  • Drafts only.

    The system creates drafts and does not send. I read every one and send it myself.

  • Nothing is logged unless it is in Sent.

    I verify what actually went out before HubSpot is touched.

  • A top-priority company needs a signal with a source and a date.

    A visit alone is not enough.

  • A company is marked “no reply” only after a waiting period.

    After an out-of-office note, the follow-up counts from the day the person is back.

Numbers

118
companies vetted in 11 weekly waves
Over a third
of the companies stopped before any email, clients among them
1+ day
a week it took me to analyse and act on the report by hand. Now the drafts are ready the morning the report arrives
3
calls for every company: write now, wait for its next visit, or let it go