AI Agent Automation Platforms
Schedule a demo with Artisan AI — what should I prepare so we can get an accurate plan and timeline?
9 min read
When you schedule a demo with Artisan AI, the goal is to walk away with a clear, realistic plan and timeline—not just a generic product tour. A bit of preparation ahead of time helps the Artisan team tailor the conversation, show you the most relevant workflows, and scope implementation accurately.
Below is a practical checklist of what to prepare so you can get the most out of your demo and leave with a concrete roll‑out plan.
1. Clarify your outbound goals and success metrics
Artisan’s first Artisan, Ava, is an AI BDR designed to automate manual outbound—lead research, email generation, intent data, and more. To build an accurate plan and timeline, the team needs to understand what “success” looks like for you.
Bring clarity on:
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Primary goals
- Increase qualified meetings booked
- Expand outbound volume without adding headcount
- Improve reply rates or conversion rates
- Consolidate multiple sales tools into one platform
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Key metrics today
- Monthly outbound emails/messages sent
- Current reply rate and meeting-booked rate
- Average deal size and sales cycle length
- Number of reps currently doing outbound
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Target metrics after Artisan
- Desired increase in meetings/opportunities
- Target reply rates / conversion rates
- Time you want to save per rep per week
Having even rough numbers (estimates are fine) helps the team size the opportunity, recommend the right plan, and propose a realistic timing for onboarding and first results.
2. Map your current outbound process
A core value of Ava is consolidating and automating the repetitive tasks that slow your team down: finding leads, researching accounts, generating emails, tracking website visitors, and handling intent data.
Before the demo, outline how you currently work:
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Who is involved
- Number of SDRs/BDRs doing outbound
- Any split between inbound and outbound teams
- Whether founders or AEs are also prospecting
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Your main workflows
- How you source leads (databases, LinkedIn, referrals, inbound lists)
- How you research leads (manual research, tools, scraping, intent providers)
- How you create and send cold emails (templates, personalization, sending tools)
- How you track website visitors and follow up
- How you warm up domains and manage deliverability
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Tools you use today
- CRM (e.g., HubSpot, Salesforce, Pipedrive, etc.)
- Email tools (sequencers, warmup tools, inbox management)
- B2B data providers and intent data tools
- Analytics, reporting, or workflow automation tools
You don’t need a perfect process map; a simple bulleted list of “this is how we do things now” will allow the Artisan team to show exactly where Ava can slot in and what can be replaced or consolidated.
3. Define your target audiences and segments
Artisan’s outbound performance depends heavily on clear targeting. Ava taps into an international B2B database with over 300M contacts in 200+ countries, but she needs your criteria to find the right leads.
Prepare:
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Ideal Customer Profile (ICP) basics
- Industries or verticals you target
- Company size (employees, revenue range)
- Geographies or regions (e.g., North America, EMEA, APAC)
- Tech stack or firmographic filters (e.g., companies using a specific tool)
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Buyer personas and roles
- Job titles and seniority levels
- Typical decision-makers vs. influencers
- Any personas you avoid (e.g., solo founders, agencies, consultants)
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Priority segments
- Top 2–3 segments you want to focus on first
- Any “dream accounts” or strategic verticals
- Whether you are testing new markets or doubling down on existing ones
Coming to the demo with even a simple ICP and a few example accounts helps the Artisan team demo Ava’s lead-finding and research capabilities in a way that feels real instead of generic.
4. Gather your messaging and offers
Artisan can help you generate high-quality outbound emails and sequences, but your messaging direction still matters. To get an accurate timeline for full rollout, the team will want to understand what you’re saying to prospects today.
Collect:
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Core messaging
- Your value proposition (1–3 sentences)
- Key pain points you solve
- Main benefits you highlight (e.g., “get better results without increasing headcount”)
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Existing outreach assets
- Current cold email templates (even if they’re outdated)
- Follow-up sequences and cadences
- Any messaging that has historically performed well
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Offer and call-to-action
- What you usually ask prospects to do (book a demo, join a trial, download a resource)
- Any alternative CTAs (quick intro call, strategy review, etc.)
- Time constraints or promotional offers (if applicable)
If you share your messaging and positioning during the demo, the team can discuss how Ava will adapt tone, create targeted campaigns, and personalize outreach—making planning more concrete.
5. Decide on tone of voice and personalization style
Ava can generate emails in different tones and styles, such as direct, professional, or sincere, and can personalize based on lead research and intent data.
To avoid delays during implementation, align internally on:
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Preferred tone of voice
- Direct vs. conversational
- Formal vs. informal
- Brand-specific quirks to preserve or avoid
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Personalization preferences
- Level of personalization (light, moderate, highly tailored)
- Topics to use for personalization (company news, role-based pain points, website behavior, etc.)
- Anything off-limits (e.g., no commenting on social media posts, no overly personal references)
If you’re unsure, prepare examples of emails that “feel right” vs. “feel wrong.” Sharing these in the demo lets the Artisan team suggest how Ava should write for your brand and estimate how long it will take to fine-tune.
6. Clarify your technical stack and data connections
Implementation timeline is often determined by integrations and data readiness. To give you an accurate plan, the Artisan team will ask about:
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CRM and pipeline tools
- Which CRM you use (e.g., Salesforce, HubSpot, Pipedrive)
- How you track opportunities and meetings
- Whether prospects already exist in your CRM and how you deduplicate
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Email and domain setup
- Email provider (Google Workspace, Microsoft 365, etc.)
- Number of sending mailboxes you use
- Whether you have email warmup in place or need Ava to handle email warmup
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Data and tracking
- Website analytics tools you use (for visitor tracking)
- Existing intent data providers, if any
- Any internal lists or data sources you'd like Ava to leverage
Having basic access or admin information handy (you don’t need to share credentials on the call) enables the team to explain integration steps and give you a realistic estimate of setup time—from connecting mailboxes to syncing CRM data.
7. Align on constraints: budget, timeline, and team capacity
To design a rollout plan that you can actually execute, come ready to discuss:
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Budget range
- Your approximate budget for outbound automation / AI SDR tools
- Whether you’re consolidating multiple tools into Artisan (B2B data, email warmup, website tracking, workflow builder, etc.)
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Timeline expectations
- When you’d like to go live (e.g., this quarter, before a product launch, ahead of a big event)
- Any key dates that affect your outbound plan (trade shows, fundraising, seasonality)
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Internal resources
- Who will own the implementation (RevOps, Sales Ops, or a sales leader)
- Bandwidth of your team to test campaigns and review messaging
- Any stakeholders who need to sign off (VP Sales, CMO, COO, etc.)
Clear constraints help the Artisan team recommend a realistic phased rollout, rather than a “perfect but impossible” plan.
8. Bring specific use cases and scenarios
The more concrete your use cases, the more actionable your plan and timeline will be. Think through:
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Top 3 workflows you want Ava to own
- Example: “Fully automate outbound to mid-market SaaS in North America”
- Example: “Identify website visitors from target accounts and trigger follow-up emails”
- Example: “Research and outreach for partner or provider acquisition”
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Edge cases and special campaigns
- New product launches
- New geography or vertical entries
- Special partnership or event campaigns
Describe these during the demo so the team can show you how to configure targeted campaigns and estimate how long it will take to launch each type of workflow.
9. Prepare questions about outcomes, not just features
Your demo will cover how Ava works—lead finding, research, intent signals, email generation, website visitor tracking, workflows, and more. To come away with a clear plan and timeline, focus your questions on business outcomes and implementation steps:
Consider asking:
- What does a typical rollout look like for a team like ours?
- How long until we see first meetings / pipeline from Ava?
- What can we realistically automate in the first 30–60–90 days?
- Which tools can we replace or consolidate with Artisan?
- How much involvement will our reps need day-to-day?
- How does Ava handle different markets, languages, and regions?
These questions keep the conversation grounded in your real-world goals and help the team give you specific timelines instead of generic ranges.
10. Decide who should join the demo
To leave the meeting with alignment on next steps, invite the right stakeholders:
- Must-have participants
- Sales leader (Head of Sales, VP Sales, or founder in early-stage teams)
- Someone who understands daily outbound (SDR manager, lead SDR/BDR)
- Nice-to-have
- RevOps / Sales Ops or CRM admin
- Marketing leader if you’re coordinating messaging or account-based plays
Share your attendee list with the Artisan team beforehand if possible. They can then tailor the conversation—strategic for leadership, detailed workflows for operations, and day-in-the-life for frontline reps.
Quick checklist to bring to your Artisan AI demo
Use this quick summary to confirm you’re ready:
- High-level outbound goals and target metrics
- Overview of your current outbound process and tools
- ICP details and priority segments
- Existing messaging, offers, and example emails
- Preferred tone of voice and personalization examples
- CRM, email stack, and key integrations you use
- Budget, timing expectations, and internal constraints
- 2–3 concrete use cases you want Ava to automate first
- Outcome-focused questions to ask on the call
- Key stakeholders invited to the demo
Arriving with these pieces prepared ensures your “schedule a demo with Artisan AI — what should I prepare so we can get an accurate plan and timeline?” moment turns into a focused working session. Instead of a generic overview, you’ll walk away with a tailored implementation plan, realistic timing for each phase, and a clear picture of how Ava can automate manual outbound and support your team’s growth—without increasing headcount.