Smarter Week

How to automate it

How to automate “prospect and call hiring managers for new business”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min
typically, every day
45%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AIBest fix

Have AI write a one-page account brief before you reach out

A research-capable AI reads the company site, recent news and job posts and gives you a short brief with a hook for your first message.

Typically saves about 50% of the time5 min to set up
  1. 1Open an AI assistant with web search (ChatGPT, Claude, Gemini, Perplexity or Copilot).
  2. 2Paste the prompt with the company and contact.
  3. 3Check the two most important facts against the linked sources.
  4. 4Save the brief to the CRM account so nobody repeats the work.
Prompt to copy
Research [COMPANY NAME] ([WEBSITE]) for a sales conversation with [CONTACT NAME, TITLE]. We sell [WHAT YOU SELL] to [WHO IT HELPS]. Give me: 1) what the company does in two sentences, 2) any news, funding, hiring or leadership changes in the last six months, 3) three likely problems we could help with, tied to evidence, 4) one opening line for my first message. Link a source for every fact and say clearly if you could not find something.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Perplexity · LinkedIn Sales Navigator

Fix 2 of 2

Automation

Automate redeployment and nurture messages from the ATS

Automation in your ATS texts contractors before their assignment ends, re-engages silver-medal candidates when a matching job opens and checks in with past clients, so your database works for you.

Typically saves about 45% of the time2 h to set up
  1. 1Turn on your ATS automation tool (Bullhorn Automation, Loxo or JobAdder workflows).
  2. 2Trigger a check-in 3 weeks before each assignment end date.
  3. 3Send matching new jobs to past candidates who fit, with an easy reply option.
  4. 4Set a quarterly check-in sequence for past clients and hiring managers.

Tools: Bullhorn Automation · Loxo · JobAdder · Crelate

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Agency / Staffing Recruiter

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

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Other common tasks for Agency / Staffing Recruiters