Microsoft Scenario Library Sales Personalized communications agent

Available with: Copilot Studio

Sales scenario: Personalized communications agent

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Scenario

Using AI Agents to build a personalized communications agent

Automatically analyze customer communication patterns to craft personalized messaging and streamline email and meeting invite creation for more effective sales engagements.

1. Ingest data

A seller enters some basic information into the outreach agent to request a personalized communication. The agent retrieves CRM records, contact history, and opportunity details.

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Copilot Studio Agent

Benefit: The agent can quickly find the information relevant to the customer saving the salesperson time collecting data.

Based on several factors, such as content type and geography, the agent selects a communication style.

Copilot Studio icon

Copilot Studio Agent

Benefit: Having been trained on effective communication styles the agent is able to provide instructions to Copilot on a general writing style.

The agent identifies customer preferences, roles, and potential intent to tailor the tone and content of outreach.

Copilot Studio icon

Copilot Studio Agent

Benefit: The agent can further personalize the communication to individual customer preferences. Highly personalized communications increase the likelihood of thorough engagement by the customer.

The agent generates a personalized draft outline aligned to customer profile and deal stage.

Copilot Studio icon

Copilot Studio Agent

Benefit: With an outline the seller can quickly adjust the topics before the text is written.

The agent writes a first draft of the email or meeting invite customized to client. The sellers can then make final edits before sending.

Copilot Studio icon

Copilot Studio Agent

Benefit: Using the agent the seller typically will only need to make minimal edits the communications before sending saving time to spend on additional opportunities.

KPIs

Opportunity to impact key functional area KPIs

How Microsoft Copilot can help improve customer retention

Improving the quality of sales materials and interactions helps with retention, but the rest of the organization can contribute as well from improved support interactions and first call resolution to improved customer feedback processes to product development.
Improve quality of customer-facing materials​
  • Improve marketing content with clear value propositions​
  • Improve quality of proposals and RFP responses​
  • Improve quality of emails and chats​

How Microsoft Copilot can help increase revenue per sale

Copilot helps expand opportunities through cross selling. Sellers can use Copilot to get suggestions for cross selling opportunities and then research a better together story. Copilot also assists in pulling together quotes and proposals.
Improve quality of customer-facing materials​
  • Improve marketing content with clear value propositions​
  • Create more compelling proposals and RFP responses​​
  • Make emails and chats more impactful​

How Microsoft Copilot can help improve the close rate

Improving the quality of marketing content and customer interactions such as emails and meetings can help to improve close rates. In addition, improving targeting, pricing analysis, and creating effective promotions can also improve close rates.​
Improve quality of customer-facing materials​
  • Improve sales and marketing and content​
  • Create more compelling proposals and RFP responses​
  • Make emails and chats more impactful ​

How Microsoft Copilot can help increase the number of opportunities pursued

Simplifying and automating tasks like preparing for meetings, tracking tasks, sending emails, creating proposals, and researching customer and product information can allow sellers to pursue more opportunities.
Improve customer meetings​
  • Research company information​
  • Learn how to pitch the product​
  • Organize information from past interactions​
  • Completely focus during the meeting​

1Access Microsoft 365 Copilot Chat at m365copilot.com, or the Microsoft 365 Copilot Chat mobile app and set toggle to “Web”.

2Access Microsoft 365 Copilot Chat at m365copilot.com, the Microsoft 365 Copilot Chat mobile app, or the Microsoft 365 Copilot Chat app in Teams, and set toggle to “Work”.

3AI Agents allow Copilot to access your organization-specific apps. In the past this would have required an API call to get data from a system of record.

The content in this example scenario is for demonstration purposes only. You should evaluate how Copilot aligns with your organization’s business processes, regulatory requirements, and responsible AI principles.