SalesHero: Reduce missed follow-ups by 250% with AI-powered task generation

Background

At SalesHero.io, we built an AI-powered note-taker to transcribe and summarize sales calls. While reps appreciated the automated summaries, we discovered a key issue:

User problem

Sales reps were frequently missing or delaying follow-up actions after meetings.

In our user interviews, the problem became clear: without structured next steps, reps struggled to act. As a result, we saw:

  • Over 50% of follow-up tasks either delayed beyond 48 hours or missed

  • A 22% lower deal close rate when follow-ups were late

  • Feedback like โ€œI forget what I promised to doโ€ or โ€œThe summary doesnโ€™t tell me whatโ€™s urgent.โ€

| Project: 2-3 weeks

| Role: UX Strategy, Journey Mapping, User Interview and Interaction design

โ€œSalesHero.io: Learn and apply best practices from top sales reps, whether from your own team or the best around the worldโ€”powered by AI.โ€
 

Achievement

A quick glimpse at the achievement first

In the first month after rollout:

  • 42% of sales reps adopted the task generator feature

  • Reduce missed follow-ups by 250%

  • Sales managers reported fewer leads going cold and faster deal progression

  • Over 70% of AI-suggested tasks were approved without edits, showing strong trust in the system

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What follows is a breakdown of how I led the team to make it happen together.

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About the existing users

AE(Account executives) were our key users, their JTBDs:

  1. Discover needs: Run discovery calls to understand the leadโ€™s pain points, goals, and decision-makers.

  2. Present solutions: Deliver tailored product demos and address objections to build confidence.

  3. Close deals: Negotiate pricing, handle contracts, and secure the final sale before handing off to customer success.

 

Goals

To remind users of accurate follow-up tasks in a timely manner

 

Solution

Based on the transcript, we developed AI-generated tasks using a structured system prompt, paired with automated email reminders.

The system prompt I developed:

Impact

The AI task generator improved follow-up consistency, increased sales team efficiency, and earned strong user trust. It helped turn insights into timely actions that move deals forward.

 

Results

  • 82% of sales reps adopted the task generator feature

  • Reduce missed follow-ups by 250%

  • Sales managers reported fewer leads going cold and faster deal progression

  • Over 70% of AI-suggested tasks were approved without edits, showing strong trust in the system