AI-Assisted Outreach with Personalized Video and Email Automation
Overview
COVA (Cold Outreach and Video Application) is a targeted outreach platform created at LiteBreeze, and it allows our HR and Business Development operations to be simplified and scaled using personalized videos, automated email schedules, and AI-assisted email creation.
Challenge
We are a Sweden-based custom web solutions provider, targeting Nordic clients, with an operations team located in India and we would use LinkedIn connection requests, flyers, plain text email and cold calls to connect with our potential clients. It quickly became clear that a more one-on-one approach was needed, one that showed real intention and relevance, that would help us succeed from the first outreach. That’s why we believed we could significantly boost response rates by using personalized videos
To accomplish this outbound, we had to:
1. Create ultra-personalized videos with automation
2. Decrease repetitive manual work
3. Centralize outreach management across HR and Business Development.
4. Avoid duplicate communication with the same lead
5. Respect recipient preferences without affecting outreach effectiveness
6. Monitor outreach work and outcomes to improve future campaigns
Objectives
To consolidate all our outreach initiatives onto a unified platform, enhancing visibility across various channels while giving the teams flexibility to tailor their campaigns. The primary objective is to establish a solution that provides scalable options for personalized video outreach. Additionally, to prioritize safeguarding the recipient experience and minimizing spam through smart sequencing and preference management.
Solution
COVA is a web-based remote outreach platform with a modular approach at its core
Customized Video and Email Outreach: Content is customized according to country, sales person, time of year or objectives during the campaign.
Flexible Multiple formats: Team can send videos, audio messages and signatures of their own.
Flexible Outreach Sequencing: Sequences incorporate video, email, LinkedIn, and text-driven follow-up in any sequence according to the target campaign.
Real-Time Review System (FRS): Team can preview content and approve all prior to submission.
Smart Follow-Ups: Responses are automatically tracked and cross verified to avoid duplicate outreach.
Bulk operations: Emails can be sent in bulk and are scheduled at random times to reduce spam triggers and improve deliverability.
Permission-based access: From Superadmin to freelancer, each user receives only the features and data that are relevant for their role.
As our initial structure started with a Vaam video followed by plain text emails, we extended COVA with AI that helped create personal email drafts, which acted as a new first touchpoint.
AI-Enhanced Campaign Creation
This is accomplished through an immersive OpenAI-integrated solution integrated in the platform. Campaign managers can choose a preset AI template, and the integration drags in company details like company name, location, and website URL to produce personalized drafts in bulk. Prior to full batch production, two sample outputs are checked to identify any problems early. On approval, dispatch is scheduled with time between sends to mitigate the spam risk.
Implementation
COVA was developed with a modern web technology stack: PHP, Laravel, MySQL and AWS. The platform was intended to integrate with the current outreach methods and to add the flexibility to add features for future work. We rolled it out in three stages:
Phase 1: Internal pilot with Business Development
Phase 2: HR and Marketing onboarding
Phase 3: Feature upgrade according to usage (FRS, email, LinkedIn, flyer follow-ups).
On the integration side,
COVA integrates with several external tools: Apollo (contact sourcing), Vaam (for public video sharing), ZeroBounce (email validation), and cloud storage solutions.
It’s also compatible with Google and Microsoft integrations for email transmission, logins and file retrieval. Campaign data can be imported via Google Sheets or CSV files, enabling teams to rapidly test-drive outreach initiatives.
Impact
By implementing bulk scheduling for campaigns, we minimized manual labor, which significantly decreased the time required to create personalized emails through the use of AI-generated templates. Additionally, we eliminated duplicate outreach efforts by consolidating the communication history, while effectively managing email scheduling to lower the likelihood of spam.
This approach enhanced transparency regarding outreach activities and the performance of campaigns, and it also allowed the HR and Business Development teams to streamline their outreach coordination from a unified platform.
What Sets It Apart
Highly customizable Signatures, video overlays, email templates, and follow-up actions can be tailored for different campaigns.
Multi-level access allows teams to manage outreach clearly while maintaining accountability.
Flexible and scalable as campaigns can start with video, text, or other email formats, allowing teams to adapt outreach strategies instead of relying on a fixed approach.
Looking Ahead
COVA keeps evolving with our growth in outreach needs. Our team is experimenting with more automation functionality to streamline campaign prep and execution. We are also exploring an integration with the ElevenLabs API that could generate auto tailored audio greetings.
Opportunities For Similar Organizations
Sales, recruitment and corporate partnerships organizations who depend on outbound communication as an outbound communication channel for sales, recruitment or collaboration all struggle within an organization to coordinate efforts to connect with other people in the same team, as we have found ourselves increasingly finding in both sales and growing B2B campaigns. Organizations in the SaaS, recruitment, consulting, and more B2B industries need tools that standardise and provide visibility on outreach programs and workflows.
