Why it matters
Effective sequences lead to higher engagement, faster confirmations, and fewer wasted touches. Clear, concise, and personalized communication helps contacts understand what you need and respond quickly. Good sequence design also prevents fatigue and supports compliance across channels.
Key Concepts
Single-purpose messaging: Each step should ask for one action only.
Personalization: Use contact fields and object data to match real-world context.
Timing: Thoughtful spacing increases relevance and reduces perceived automation.
Channel strategy: Choose the right channel for the message purpose.
Behavior-based logic: Adjust follow-ups based on replies, clicks, or data changes.
Step-by-Step: Build an Effective, Human-Like Sequence
Start with a short, direct first message using the contact’s name and relevant details.
Ask for a simple, low-effort response such as YES/NO whenever possible.
Personalize messages using custom fields or object data (for example job, shift time, location).
Schedule steps with reasonable spacing (4–24 hours between early steps, 48–72 hours for final follow-ups).
Use multiple channels intentionally, selecting SMS for quick confirmations and email for longer information.
Keep each step focused on one clear action or question.
Add conditional logic to stop or adjust the sequence when a contact responds or an object is updated.
Keep SMS messages short (ideally under 160 characters) to improve deliverability and response.
Include context early (“This is {{company_name}} about your application for {{job_title}}”).
Close with explicit next steps and clear calls to action.
Make opt-out options available to build trust.
Review performance and iterate by testing variations in wording, timing, and personalization.
Tips and Best Practices
Write messages in plain, natural language so they read like something a person would send.
Use contact-specific details sparingly; one or two strong personal elements are enough.
Reference behavior in follow-ups (for example “Haven’t heard back—should I keep this spot open?”).
Avoid long multi-part instructions; break them into separate steps if needed.
Use segments for real-time targeting and to avoid messaging contacts who no longer meet criteria.
Add Voice AI or call reminders only when appropriate and spaced far enough from SMS steps.
Test with internal contacts before enabling large-scale outreach.
Troubleshooting
Issue | Possible Cause | Fix |
Low response rates | Messages too long or unclear | Shorten to one request per message and clarify the CTA |
Contacts not progressing | Sequence conditions too strict | Review triggers and remove unnecessary blocks |
Contacts complaining about frequency | Steps too close together | Increase delay between messages or rely on behavior-based triggers |
Personalization errors | Missing fields or incorrect variables | Validate merge fields and use fallbacks where possible |
High opt-out rate | Messages feel automated or overwhelming | Simplify language and reduce message volume |