How an outreach team stopped losing replies across four inboxes

The challenge

Replies to the client's outreach arrived in four mailboxes, beside call notes and team chat, and real answers sat among auto-replies, bounces and unsubscribes. Warm leads were chased for weeks, and positive replies went unlogged.

The solution

We set every mailbox to be checked each 30 minutes, with rules tested on 67 real messages that tell real replies from the noise. Only a real reply sends an alert, and each morning the day's follow-ups are drafted in the sender's own voice, with nothing sent until a person approves it.

The impact

Every real reply now reaches the right person within 30 minutes, and four inboxes, calls and chat arrive as one morning list. In its first week that list held 47 follow-ups ready for approval.