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 โI forget what I promised to doโ or โThe summary doesnโt tell me whatโs urgent.โ
| Project: 2-3 weeks
| Role: UX Strategy, Journey Mapping, User Interview and Interaction design
โSalesHero.io: Learn and apply best practices from top sales reps, whether from your own team or the best around the worldโpowered 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:
Discover needs: Run discovery calls to understand the leadโs pain points, goals, and decision-makers.
Present solutions: Deliver tailored product demos and address objections to build confidence.
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