There are many tasks that take a chunk of time and energy from marketing and PR teams.
Things like following up with media publications, collaborating with influencers, and sharing campaign updates with a team member are time-consuming. Moreover, they also require attention to detail which can be tedious too.
This limits the overall productivity of marketing and PR teams.
Fortunately, recent advancements in AI technology offer robust and affordable automation solutions for businesses across the board. AI email assistants can help busy professionals deal with basic communication tasks quickly and efficiently.
In this article, let’s look at three ways AI email assistants can take over the boring tasks for marketing and PR teams.
1) Automate email responses and follow-ups
Marketing and PR teams write many emails that are repetitive and follow a pattern. Examples include initial outreach messages to media contacts, follow-up emails for event RSVPs, and responses to common client queries.
Each of these tasks, despite being administrative and “boring”, requires a keen eye for detail as they are essential for maintaining relationships. The messages should be personalized based on the context while maintaining brand consistency.
AI email assistants can help write these messages with large language models (LLMs) by analyzing the context of the conversation. Teams can quickly make refinements before sending emails to boost their productivity and efficiency.
Moreover, advanced natural language processing (NLP) techniques allow AI email assistants to consider the sender’s emotions while crafting a reply. This makes it easier to maintain an empathetic tone in a professional conversation.
Apart from saving resources, teams can also ensure consistent communication from their brand across all marketing efforts. Consequently, marketing and PR teams can shift their focus more toward strategic tasks such as campaign planning.
2) Manage your inbox like a pro
Marketing and PR teams communicate with various stakeholders throughout the day. It could be a publication, a magazine, or an influencer. The emails with various stakeholders, well, vary in aspects such as priority and timeline of work.
If teams pool them all together in a single inbox, things will get confused. Some important campaigns that operate on a longer time scale, for example, will get pushed below. This may lead to missing important deadlines.
Similarly, some marketing and PR campaigns have more stakeholders compared to others. A link-building campaign, for instance, has more stakeholders as brands often aim for multiple backlinks during a typical campaign.
This may crowd over limited-stakeholder promotional campaign collaborations. A common example is working with an influencer for a YouTube video. As this works on a slightly longer timescale, it may get lost in a unified inbox.
AI email assistants can segment the inbox into different categories based on priority or any other parameter. This will allow teams to keep track of essential marketing and PR conversations regardless of the pace of the collaborative project.
A clear inbox does more than organize communications. It keeps teams on top of various campaigns in a calm and controlled manner. Both marketing and PR professionals won’t have to constantly wonder whether they are forgetting something.
3) Collaborate easily across teams
Sharing updates, data, and approvals related to marketing and PR campaigns with other team members can get hectic. It also involves taking actions such as scheduling meetings or confirming availability for events.
AI email assistants can remind professionals to send timely messages to various internal stakeholders. Moreover, these tools can help create calendar events and send invites to meeting participants quickly.
These advanced tools can also access team calendars to find available time slots quickly and send automatic meeting reminders to the guests well ahead of time. This saves considerable resources for marketing and PR team members.
Another thing AI-powered email software can do is summarize and share conversations across the team. Teams can effectively hand projects and discussions over to other stakeholders without manually scraping through the conversation.
The conversation summarizing feature also makes it easier to write replies. Marketing and PR professionals will have all the information they need in a concise format to craft a personalized and useful reply while communicating internally.
Wrapping up
Marketing and PR departments need to streamline email communications to enhance the efficiency of their promotional efforts. It is crucial to offload tedious and administrative tasks to machines to focus more on strategic action items.
AI email assistants help teams do just that by automating various repetitive tasks. Things like sending quick follow-ups, approving decisions, and segmenting inboxes can be done seamlessly.
This will allow marketing and PR teams to focus more on strategic work like campaign optimization and relationship management. This increases the overall productivity of the team and boosts the efficacy of their promotional efforts.
