01MONITOR
Capture the change.
More than 60 institutional websites were monitored. Google Sheets retained dated page snapshots; n8n automated capture roughly four times per week.
SHEETS · n8n
CASE 01 / B2B DEMAND GENERATION / ANONYMISED CASE STUDY
Make research move into conversation.
A signal-led, multi-channel prospecting workflow developed in a confidential B2B technology-services environment. The system connected account research, buying signals, outbound communication and the handoff to a service specialist.
3 core channelsCalling, email and LinkedIn formed the core; whitepapers added content-led touchpoints.
Signal-ledAccounts were prioritised around funding, budgets, system-change needs and procurement activity.
Quote requestLead activation meant a prospect agreed to receive a service quote.
THE OPERATING MODEL / RECONSTRUCTED
One system.
Two routes to opportunity.
This map brings the full workflow together: ongoing signal monitoring feeds account research; qualified opportunities are shaped internally; outreach, content and procurement routes connect to the relevant next action.
01 / SIGNAL → INTELLIGENCE → ACTIVATION HUMAN-REVIEWED WORKFLOW
STARTSignals that made an account worth investigating
RFP / procurementBudget / fundingTechnology migrationPublic pain pointWebsite or LinkedIn change
02INVESTIGATE
ALL WORDSEXACT PHRASEPDF / SITE / DATE
Expand the research.
A local model generated approximately 100–150 targeted Google Advanced Search query URLs for deeper research, then helped prioritise the set for investigation.
LM STUDIO · DEEP RESEARCH
03QUALIFY
ACCOUNT
Build account context.
Research covered organisation size, likely spend, current technology, timing, stakeholders, procurement activity and potential service fit. Apollo supported contact discovery.
APOLLO · PUBLIC RESEARCH
04DECIDE
PM INPUT→INTERNAL PITCH→CEO REVIEW
Shape the opportunity.
Research and possible service directions were turned into an internal pitch; Project Managers contributed solution ideas and the CEO decided which opportunities to pursue.
RESEARCH → PITCH → REVIEW
THE WORKING CONTEXT MOVES WITH THE PROSPECT
05 / ENGAGE
Coordinate the touchpoints.
Channels stayed distinct, but used a shared interaction history.
↗
CHANNEL 01Telephone
Zoho Voice call context, conversation briefs, and follow-up scheduling.
ZOHO VOICE✉
CHANNEL 02Direct cold email and post-call follow-up; I wrote copy, A/B tested, scheduled and tracked conversations.
MAILCHIMP + ZOHOin
CHANNEL 03Profile and public-post context informed relevant messages and social-selling conversations.
LINKEDIN + n8n▤
CHANNEL 04Whitepapers
Seven assets moved through research, outline, writing, editing, design and distribution.
EMAIL · LINKEDIN · WEBSHARED MEMORY / THE CONNECTIVE LAYERZoho CRMAccount + contact records · conversation history · pipeline stages · next action · follow-up
ZOHO VOICEMAILCHIMPn8n
FROM ACTIVITY TO A DEFINED COMMERCIAL NEXT STEP
01
A useful conversation
Confirm whether the need, timing and potential service fit justify a next step.
02
Quote request
Lead activation was defined as a prospect agreeing to receive a quotation for a service.
03
Project manager / specialist
Pass research, reports, communication history and pitch material so the next team can continue with context.
PARALLEL ROUTE / FORMAL PROCUREMENT
RFP → requirement-led response
A second, related workstream took formal opportunities from discovery through proposal coordination and submission.
01Find opportunityBid portals / sourcing partner
→02Profile + map requirementsClient research / master deck
→03Coordinate contributorsFinance · Legal · 2 PMs
→04Submit responseStructure · edit · deadline
12RFP responses supported4received a client/procurement response33.3%response rate, not a win rate
CONFIDENTIAL DETAILS REMOVEDORIGINAL RECONSTRUCTION FROM WORK EXPERIENCE · NOT AN INTERNAL SCREENSHOT
01 / STRATEGYTARGETING & SIGNALS
Start with a reason to reach out—not just a name in a list.
The target universe included educational institutions, technology and digital businesses, healthcare organisations, and property developers. Geographic focus centred on California and other US markets, with selected opportunities in the Middle East and Europe.
Rather than treating each organisation as equally qualified, the research looked for signals that could indicate timing or need: a funding or budget announcement, an organisation considering a change from its existing system, or an RFP/procurement opportunity.
Core insight: cold outreach is more relevant when it starts from an identifiable business or purchasing signal, then uses research to explain why that signal may matter.
Keep watch for the moment to act
For education-sector prospecting, I helped build a lightweight monitoring process across 60+ institutional websites. Website text was captured as dated snapshots in Google Sheets, while n8n automated snapshot creation and preservation roughly four times per week. A local model through LM Studio compared newer content with previous snapshots and helped flag changes that might be commercially relevant. A human review still determined whether a change justified further work.
Keep historical snapshots so changes can be compared instead of overwritten.
Look for procurement, budget, funding, technology changes, expansion or public pain points.
For deeper account research, a local LLM could generate approximately 100–150 tailored Google Advanced Search query URLs, then prioritise the set for investigation.
Prioritised results were investigated with web-enabled deep research tools when useful, then reviewed for account context, stakeholders, timing and service fit.
Scope note: these are approximate operating ranges for deeper research cycles, not a promise that every account went through the same number of queries or sources. Automation surfaced and organised information; it did not make the final commercial decision.
02 / EXECUTIONCONNECTED CHANNELS
One prospect record. Multiple useful touchpoints.
Research: organisations were catalogued, relevant contacts were found through Apollo and public research, and account context was documented before outreach.
01 / DISCOVERMarket + account researchSector, geography and public buying signals.
02 / QUALIFYContact + contextIdentify relevant stakeholders and likely needs.
03 / ENGAGECalling / email / LinkedInCoordinate activity through CRM records.
04 / HAND OFFQuote request / meetingPass context to the right PM or specialist.
Telephone
Zoho Voice and Zoho CRM supported call context, conversation briefs, follow-up scheduling and next-action planning.
Mailchimp supported direct cold email and post-call follow-up. I wrote copy, ran A/B tests, scheduled sends, tracked conversations and managed follow-ups.
Profile, post and comment research helped shape contextual messages. The aim was to begin a relevant conversation before moving toward a sales discussion.
The shared workflow connected Zoho CRM, Zoho Voice, Mailchimp and n8n so the next person or channel could use the existing communication context instead of starting from zero.
03 / OUTCOMESQUALIFICATION & HANDOFF
Define the point where marketing hands off.
In this workflow, a lead was considered activated when a prospect agreed to receive a quote for a service. At that point, I prepared a context-preserving handoff to the relevant project manager or specialist, including available research, reporting, communication history and pitch material.
The wider role notes also record five lead activations; I have not attributed those to the RFP submissions because the available record separates those outcomes.
What this case demonstrates: account research, signal-based segmentation, contextual social selling, multi-channel coordination, CRM workflow design and an explicit lead-handoff boundary. It does not claim revenue, closed deals or a conversion lift.
Confidentiality note
The employer and client identities are withheld under NDA. This workflow is a conceptual reconstruction based on the work described; it does not display internal CRM records, contacts or proprietary automation configuration.
TOOLS & METHODSAS USED IN PRACTICE
The working toolkit.
The tools below are included only where documented in my experience. The diagrams and layouts on this page are recreated to explain the process; no internal records or proprietary system configuration is shown.